What is a Meeting Room?
A meeting room can be a space or area designated for in-person gatherings over your chosen video conferencing platform (Microsoft Teams, Zoom, Google Meet, or WebEx, etc.) using a room solution. It is typically equipped with audio-visual equipment, including video conferencing systems, collaboration tools, hybrid meeting tools, wireless presentation tools, and other items necessary for productive meetings.
Long before the pandemic, we were typically seeing three types of meeting spaces, and these are, huddle rooms, medium-sized meeting spaces and large conference areas/boardrooms. Huddle rooms generally accommodate up to 8 people, while medium-sized meeting spaces can fit anywhere from 10 to 40 people and large conference areas/boardrooms are designed for larger group sizes of 40 or above.
Analytics continue to confirm that having an effective meeting room solution in place is critical for businesses, and IT leaders with an eagleeye on industry trends will have reacted if their workforce relies on regular collaboration. It allows teams to easily connect for conference calls, team collaboration and remote meetings and is essential in helping create a more collaborative working environment conducive to better communication and productivity.
With tools such as whiteboards for annotation, comfortable chairs, tables, acoustic panelling and other furniture, the objective is to make your meeting spaces as productive and engaging as possible. Meeting spaces are used for various purposes, such as presenting work, training, team building, brainstorming, and problem-solving.
When you install the right audio-visual (AV) systems within your workspaces, you can turn any meeting room into a Teams room, Zoom room, WebEx room or Bring Your Own Device (BYOD) room.
Audio Visual Solutions for Meetings, Hybrid workplaces, and Conference Rooms
Audio-visual (AV) systems are an essential part of any meeting or conference room. AV systems allow for the integration of audio-visual elements into a centralised solution and enable presenters to share their content with ease. There are many types of AV solutions available, including video conferencing systems, interactive whiteboards, collaboration platforms, wireless presentation systems, and more.
The right AV system can help make meetings more productive and efficient by providing an effective way to share content, collaborate on projects, and offer audio-visual aids to support the delivery of presentations. AV systems are also an essential part of any remote meeting or conference room, allowing participants to join virtually from anywhere in the world.
Having an effective meeting space solution in place is critical for businesses that rely heavily on regular collaboration. Using technology that increases productivity and collaboration, teams can easily connect for conference calls, team collaboration and remote meetings from any location in the world.
Popular Meeting Space Audio & Video Solutions
Today rooms utilise many popular technologies to ensure that you can participate in or host a video meeting without having to worry about technical issues. Enable your teams to embrace the technology within the space, by choosing the right solution for your meeting rooms. One simple change can enhance your audio and video meeting experience, these types of AV systems include:
- Video conferencing solutions for meeting rooms
- 4K Interactive whiteboards, touch screens or smart boards
- Wireless conference and presentation tools
- Microphones and audio systems
- Wireless content sharing
- Controllable lighting and acoustic treatment
- All-in-one video systems with touch (e.g. smart cameras, directional speakers, etc.)
- Hot desking and desk booking systems
- Professional working from home technology (e.g. noise cancelling headsets, dual screen monitors, webcam, etc. – ideal for small spaces)
A whole host of solutions that promote productive collaboration are available for your workspaces from many different manufacturers, including Poly, Logitech, Neat, Yealink, Bose and Barco.
AV Systems for the Hybrid Meeting Experience
These solutions are designed to provide audio and video conferencing solutions for your meeting areas to facilitate a video call or video conference, or audio solutions that will allow the users to collaborate within the hybrid meeting space. This can be achieved within a huddle space, small meeting room, large meeting area or boardroom.
All-in-one video solutions
All-in-one AV solutions for meeting spaces are designed to make video conferencing as easy and accessible as possible, without the need for any specialist software or hardware. These systems are often sold with integrated microphones, speaker tracking, soundbar, cameras and touch control solutions that will pick up sound in the room and transmit it directly to participants’ devices, to ensure everyone is seen and heard.
By combining these sound and video solutions with a robust and resilient network, you can ensure that all participants enjoy a smooth and uninterrupted video conferencing experience. As well as providing solutions for audio and video conferencing, these solutions are also ideal for content sharing and collaboration.
Multipurpose spaces
The use of a multipurpose space can help to ensure that the meeting area is fully utilised, even when there isn’t an active meeting taking place. Solutions such as Microsoft Teams Rooms allow users to use their devices in the room with other participants. This means that using the room doesn’t need to be limited to video and audio conferencing.
Multi-purpose meeting spaces can also be used to host educational or training events, as well as team-building activities and seminars. With the right AV systems in place, businesses can ensure that all participants have access to the same high-quality sound and video experience regardless of where they are based.
Training rooms
Training rooms are designed to provide a space in which employees can be trained and instructed on new processes, procedures and protocols. An effective training room system will enable you to effectively manage your training processes.
The right AV systems for your training rooms should provide a platform for collaboration and learning, allowing participants to share content easily between their devices. This can be achieved within your room using sound and video collaboration tools such as web-based collaboration applications or interactive whiteboards, allowing users to share real-time documents and presentations.
By providing a platform for collaboration and learning, businesses can ensure that their employees are better equipped to work together and make informed decisions. An excellent meeting space will start and end with a collaboration experience at the heart of your chosen technology, improving the way you work.
Room booking systems
Room booking systems are designed to make the most effective use of your meeting areas and ensure that everyone has access to the space they need.
These solutions can be integrated with existing calendar applications such as Office 365, with features like automated scheduling and user permission settings to book meeting areas quickly and easily. Room booking systems allow users to book a room, check availability, and even manage access using their mobile devices. This ensures that your meeting spaces are only available when they are required, reducing the amount of space that is wasted on unoccupied meetings and conferences.
By using the latest room booking technology, businesses can ensure that their meeting spaces are being used effectively and efficiently, improving productivity and creating a more collaborative working environment.
Wireless presentation
Wire-free presentation systems allow users to wirelessly share their screen on a large display within the meeting space. This enables participants to collaborate without needing external connections or cables, as they can wirelessly share content from any device running the same application.
This allows businesses to ensure that collaboration between teams is seamless and efficient, with no need for wires or leads. Wire-free presentation systems are perfect for businesses with multiple locations, as they allow teams to wirelessly share their screens regardless of where they are located.
By using the right AV solutions, businesses can ensure that they are making the most of their in-room experience by creating a hybrid workplace where everyone can work together effectively. With wireless screen sharing, interactive whiteboards, document sharing, audio and video conferencing and room booking systems in place, teams can collaborate more efficiently and make sure that the right information is being shared at the right times. This ensures that everyone is on the same page and can work together to reach their goals.
Do and Don’t solutions for Meeting Rooms?
Regarding room solutions, there are a few key do’s and don’ts you should keep in mind. To make sure your meeting runs smoothly and productively, here are some tips on what to do when using meeting spaces:
Do:
– Arrive early to set up any technology you need for the meeting and ensure everything is in working order.
– Take advantage of conference room solutions such as microphones, speakers, screens and projectors, if available.
– Ensure the conference room is clean and tidy before and after use.
– Greet all attendees warmly at the beginning of the meeting.
Don’t:
– Leave food or drinks in rooms.
– Put meeting areas for non-business use, such as personal activities or entertainment.
– Talk on cell phones during meetings unless it’s an emergency.
– Skip the introductions; ensure everyone knows who everyone is and why they are there.
Following these meeting room etiquette tips will ensure your meetings are productive and successful. With room solutions, you can get the most out of your meetings and help to build better relationships with colleagues, clients and suppliers.
Why Choose D&A Media for Your Meeting Room Systems
With 30 years of experience working with technology, we can adapt to our client’s individual needs, including room sizes, shape, and acoustics within the space to ensure that remote participants feel as though they are in the room with you.
Technology is continually changing, and we are always looking ahead; our in-house engineers have worked on complex projects for many years, and our job is to simplify for all users. We know the right questions to ask, giving you confidence in choosing the right solution that will grow with you.
With access to remote support and a dedicated support email, phone number or video, our technical team will get to know you and be on hand ready to assist you and your users.
F.A.Q.s
What are the things needed for a meeting space?
When preparing for a meeting, there are some key things to consider.
First and foremost, bring your own device (BYOD). BYOD allows easy interoperability between devices used in the boardroom so that you can share documents quickly and easily. Additionally, bring accessories like pens & paper, sticky notes or whiteboard markers that may come in handy during a discussion. It’s also important to bring supplies like a projector, screen, or laptop with appropriate video/audio leads if needed.
Finally, ensure you have an internet connection suitable for streaming so that all participants can easily view documents and videos. Ensuring all necessary items are available before the meeting will help ensure a smooth and successful boardroom session.
Bonus tip: bring a few extra snacks and beverages to the boardroom – it adds to the collaborative atmosphere and productivity!
How can I improve my meeting space?
One of the most important keys to successful meetings is having an effective room layout. A well-thought-out layout can foster collaboration and engagement among participants, while a poorly designed one can be distracting and hinder productivity. Here are some tips on how to improve your meeting space layout:
1. Make sure everyone has a comfortable seat and enough space to move around – this makes it easier for people to focus on the task at hand without feeling cramped or uncomfortable.
2. Choose ergonomic and appropriate furniture for the group’s size – avoid overpowering furniture that could make people feel overwhelmed or crowded out.
3. Utilise colours properly – colours have been proven to affect emotions, so make sure to pick colours that will help keep people focused and energized.
4. Utilise natural light – having plenty of natural light boosts everyone’s mood, making it easier for them to stay engaged during the meeting.
5. Place important visuals in strategic spots – make sure any visual aids are placed in a way that allows everyone in the room to see them easily without having to strain their eyes or turn their heads too much.
By considering these tips, you can create an effective meeting space layout that encourages collaboration and productivity among participants.
What are the three types of meeting setups?
The three types of meeting setups are in-person, virtual, and hybrid.
In-person meetings involve people gathering together in one physical location. Virtual meetings take place over the internet using video conferencing software or applications like Teams or Zoom. Hybrid meetings combine elements of both face-to-face and virtual meetings, allowing some participants to attend physically while others join online. Depending on the size of the meeting and its purpose, each setup has its advantages and disadvantages that need to be considered when planning a successful gathering. Ultimately, it’s up to the organiser to determine the meeting that best suits their needs.
Whichever type of meeting setup is chosen, specific steps can be taken to ensure its success. For face-to-face meetings, it’s important to ensure the venue is comfortable and accessible for everyone. It’s also a good idea to plan an agenda so that all participants know what will be discussed and how long the meeting will last. Virtual meetings can also benefit from having a clear agenda and ensuring all technical equipment works properly beforehand. Hybrid meetings require careful coordination between the physical participants and those joining online to ensure coherence throughout the entire event. These practices allow even complex hybrid meetings to run smoothly and effectively.
No matter which setup you choose, remember that clear communication is key to any successful gathering. With some planning, the right setup, and patience, you can have a great meeting no matter what format it takes.
What equipment do I need for a Zoom room?
If you’re looking to set up a Zoom Room, there are several pieces of equipment that you’ll need. You’ll need an all-in-one PC or laptop for the Zoom Room controller, a large display or several displays arranged in a video wall for participants to view, and audio components such as speakers and microphones so everyone can talk and hear each other.
Other optional items may include a touch panel, document camera, extra monitor(s), and cable extenders. Depending on your particular setup needs and budget, you may consider investing in additional accessories such as mounting brackets or stands to hold your displays, cables to connect peripherals to the main computer, webcams, and a conference phone.
Ultimately, the goal is to create an environment that facilitates collaboration and engagement for your team or organisation. With the right equipment, you’ll be able to have productive Zoom meetings easily!
Contact us!
There are a variety of audio-visual (AV) systems and video conferencing equipment available in today’s market. Our team of experts are here to help you identify the best video conferencing and meeting room system for your business’s communication needs.
For more information on our meeting room audio-visual equipment, book a meeting with the D&A Media team today.