Reimagining Meetings & Collaboration with Technology

Traditional meetings in traditional conference rooms. In your fast-paced business, no one has time for productivity problems. Frustrating connection issues. Waiting for ‘minutes of meetings’ before actioning decisions.

The corner boardroom ‘dressed to impress’ with imposing table, high-back leather seats, hospitality equipment and an inconspicuous microphone for remote attendees is largely obsolete.

It’s time to reimagine your meeting spaces in and out of the office. The overarching goal – ensuring every participant is seen, heard and understood no matter where they are or how they’re connecting.

So, we went straight to our expert sources: Principle Solutions Consultant Scott Lia and technology partner Logitech.

Meeting space priorities – now and into the future

There’s many complexities and considerations to factor into your ideal solution. To keep it simple, we suggest you focus on the intersection between people and technology.

People factors

How do your people work best?

Before you start your upgrade journey, it’s important to analyse and define how you meet now, and how your staff will work moving forward. Will they be office-based, remote or hybrid?

A recent survey reported 85% of respondents found business productivity had increased as a result of greater flexibility in hours and work locations.1 This is why offering flexibility to how people meet is so important.

“By understanding how your team will use your meeting spaces – and what they need while using them – you can create spaces fit for purpose and user-friendly, maintaining a consistent user experience,” said Scott.

“And this is where Logitech’s room solutions really shine– as no matter the size of your room, we can deliver a consistent user experience. No matter your team’s tech-savy-ness. They can walk into the room, press start and off they go.”

Where are people most productive?

Rethink your office space in terms of how people work best. You might find meetings are usually less than six people together (with more people working remotely), so huddle spaces are most efficient. However, don’t get rid of those meeting rooms just yet.

Every business is unique, and how you work today may not be how you need to work for maximum efficiency. Although we are working more hybrid these days, meeting rooms and spaces are still important.

“We must not underplay the role meeting rooms play. People still want the ability to meet and have that option of in-person. So it’s about creating spaces – and utilising technology – that allows easy communication and collaboration with those in the office and those outside.”

Another consideration is collaboration and video tools. Rooms with video conferencing rather than just audio are going to be the ‘hot rooms’ everyone wants. Do you have enough rooms with this, or do you need to upgrade?

Have whiteboards? Something like Logitech’s Scribe – an AI-powered whiteboard camera – can allow your team to keep using them. It also integrates into your Teams, Zoom or other video conferencing service so everyone can see that brainstorm live.

Will most of your team work remotely?

If so, equal attention and investment in the quality personal devices – noise-cancelling headphones, video and display facilities – is vital.

With so much on the market, it can be hard to know what equipment you need – and what is the most cost-effective solution – for your workforce.

It’s important to assess what you have, what’s not working, and if have what you need to be the most productive. For example, are your team using company issued headsets or do they have to use their own when working from home? Something as simple as audio quality could be making or breaking your virtual meetings.

“That’s where you need to utilise your managed service provider. Here at CodeBlue, we have access to a range of technology partners and have experts that know this stuff inside and out,” said Scott.

”We can help you shape your return-to-work or reconfigure your working strategies. So, save yourself some hassle and just ask us for a recommendation.

By directly working with meeting experts like FUJIFILM CodeBlue and Logitech, you can add value to your spaces so that they are fit for purpose, now and into the future for agile, fuss-free collaboration.

Do you have the service and support you need?

Your people have skills that don’t always include trouble-shooting tech. And your IT team may be needed elsewhere or not have specialist experience. So, another key ‘people factor’ is ensuring that support is available where and when you need it.

“Something a lot of people forget is that ‘what next’ step. To get the most out of your tech, do your staff need training? Do you have in-house support? If your staff don’t know how the equipment works – or its features – they won’t use it. And that’s money down the drain.” said Scott.

“Not all providers bundle training with installation or have on-going support in like FUJIFILM CodeBlue, and it can catch people out. With additional costs each time you ask for support.”

Our team can provide everything from meetingroom applications, display and audio, to Logitech hardware and room equipment. We also have the after-service knowledge to ensure a resolution virtual without having to send someone to site each time.”

Technology factors

Dazzled by choice? Don’t be.

It’s very easy to be overwhelmed by the array of options available. But it’s not always the latest and greatest that will deliver optimal results. That expensive new microphone, for example, may be overkill for your room setup. That display option may not integrate with your unified communication tools.

But how do you know what is best for you?

“This is another place to utilise your managed service provider. They have the technology partnerships, are up with the latest, and can guide you through the process. Plus provide that service and support after you get the tech in place,” said Scott.

“Our specialists cut through technology noise to recommend the right solution to suit your application, budget and needs.”

“Working with our technology partners like Logitech, we stay abreast of the latest and best in the field, and ensure we’re fully certified and equipped to manage every aspect. So you and your people don’t need to be technical experts. You can leave that all to us.”

Simplification is key

Your meeting solutions will include options for seamless real-time data and file sharing alongside audio and video conferencing connections anywhere, anytime. Most meetings will involve several software systems and apps. And security and privacy are always non-negotiable.

The tools you make available in the meeting spaces need to be ‘plug and play’, with minimum fuss or prior knowledge needed. And Scott says this is where understanding how your team use meeting spaces really comes into play.

“With solutions like Logitech’s Tap and Go technology, your team could simply walk in and start the meeting with one click and total connectivity for all devices. Adding the meeting right into the group calendar.”

Another consideration is defining what meeting apps will you need integrated. For example, will Microsoft Teams be used for every meeting?

“When you’re defining your back-to-work strategy, make sure you define what meeting tools you will use as a business. Having too many ‘options’ not only confuses the team, it creates chaos when suddenly all your rooms are Teams and you need to log into a Zoom meeting,” said Scott.

It’s important to remember the term ‘meeting spaces’ includes everyone; in the office, remote, on the road. Communications must be equally enabled, simple and supported no matter where your team works. Time is money and business continuity depends on smooth, uninterrupted communications. Investing in personal collaboration tools is a smart move to keep your remote staff engaged and effective.

“When you purposefully Integrate your meeting technology into your business ecosystem, you’ll reap the benefits. Not only with excellent end-user experiences, but increased productivity and collaboration across the board.”

An equal seat at the table makes good business sense.

Time to give your people an equal seat at the table?

Need more information?

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