3 Common Mistakes When Upgrading Your Meeting Room Technology

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1. Restricting video conferencing equipment to one platform.

If your company embraced video conferencing prior to the pandemic, it is likely that your company favoured one particular platform, meaning you could only use one video conferencing software to dial in to virtual meetings.

Video conferencing is now more integrated into daily business meetings and has never been more important to ensure that your set-up enables you to join a whole host of platforms internally and externally, whether you are in the office, café or at home.

As employees begin to return to the office, the need to upgrade your meeting rooms and to be able to host video calls on any platform has become a necessity.

We work closely with those responsible for the IT infrastructure within organisations, and more and more of our IT contacts are choosing a bring your own device (BYOD) meeting room model, for their own company.

A BYOD meeting room will enable your users to walk into a meeting room with their laptop, plug-in one cable and then host a meeting using the meeting room technology installed within the space, giving your employees the greatest flexibility and experience during their video meetings.

Popular BYOD solutions include:

  • Logitech
  • Yealink
  • Poly
  • Cisco
  • Lifesize

Check out our meeting room solutions.

 
2. Not deploying meeting room occupancy/people counting sensors.

When returning to the office, safety is a priority and ensuring your employees are still able to social distance within your office spaces is imperative.

We know you can’t be everywhere at one time to ensure your team are social distancing, but this is where technology will work alongside you and enable you to see the occupancy of all of the rooms within your office without leaving your desk.

Room occupancy and people counting sensors will allow you to monitor your meeting room capacity at all times and capture actionable insights that will enable you to create a safe working environment.

Increasingly, health and safety are choosing people counting sensors to ensure their organisation comply with changing safety procedures whilst reassuring those who work within the company, and allowing complete confidence for those responsible for levels of occupancy at all times.

Types of occupancy sensors:

Basic room occupancy sensors will detect movement and changes within your spaces and will provide you with occupied or un-occupied data. They are commonly used as desk sensors to monitor hot desking activity and to allow your employees to see what desks are available within your office.

The most common sensors used to measure meeting room occupancy are infrared light sensors. By emitting invisible infrared light, AI onboard these sensors learn their surroundings and are able to detect any changes when people pass by them. 

Sensors will enable you to count the people that pass by and occupy a room, providing the most accurate data for occupancy levels and space utilisation.

Using the data captured by your room occupancy sensors, you will be able to:

  • Know when a room is occupied.
  • See how many individuals are in a meeting room at any one time.
  • Ensure your team are continuing to social distance.
  • Identify any underutilised spaces within your office.
 
3. Having no visibility on whether or not a meeting room is booked.

As your teams begin to return to the office and continue to use your meeting rooms, it is important that they can easily view the availability of each of your meeting spaces. This is made simple when you deploy a room booking system alongside your existing meeting room AV equipment.

Room booking systems are taking the hassle out of meeting room booking, ensuring that there are no more double bookings, confusion and interrupted meetings.

It has never been more important for your teams to be able to visually see the availability of a meeting room, room booking systems are ensuring safety when returning to the office and are enabling your teams to save the meeting space for when they need it.

Booking a meeting room with the Evoko Liso system is simple, you can use your preferred digital calendar to book a meeting or simply walk right up to the system and book a meeting directly on the screen, using your fingertips.

Thanks to the green, amber and red-light aura surrounding the room booking system, you will be able to see at just a glance whether the room is vacant, in use or whether there is an upcoming meeting.

With on-board analytical features, you will be given a full insight into your teams meeting patterns, enabling you to optimise spaces that may be underutilised.

Using the “Get A Room” app on your smartphone, you can book your meeting room, share the meeting invite and invite colleagues to attend, all whilst on the go.

Room booking systems are the perfect partner for co-working, collaborative environments, they are simple to use and:

  • Require no additional booking systems.
  • Require no common email domain.
  • Are co-working compatible.

Our team of experts are here to help with all of your technology needs. For more information on our meeting room AV equipment offering, get in touch today.

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