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January 2018 – Commercial Blog – Logic Integration

The User Experience: The Key to Designing a Productive Meeting Space

January 2018 – Commercial Blog – Logic Integration

Collaborative technologies are abundant, offering a range of wired and wireless solutions as varied as the innovative spaces in which they are available. As clever and cutting-edge as some of these devices and soft codecs may be, a successful space will be measured by its adoption, and that begins with the user experience. In designing an effective collaborative environment, the room and technologies must meet the user’s needs, satisfy their expectations and align with the company’s current and future goals. 

Aligning technologies with goals

While it’s helpful to communicate to the systems integrator technologies that have piqued your team’s interest and offer desirable features, the design does not start with the technology. Instead, the right solution will be based on several factors.

  1. The Users

    Who will be using the system and what is their experience level? Will users be mobile – on smart phones and tablets? And how many connections will be required?

  2. The Solutions

    What are your organization’s workflows?  Are you wanting content sharing, audio conferencing, and video conferencing?  Is there a company standard such as Skype for Business?

  3. The Interface
               What is the desired interface?  Minimal interaction, single button press or plug-n-play? Do you want to avoid the use of small, uninstalled units such as a hand-held remote control that may disappear in a huddle room?  Do you want the system to detect user mobile phones, syncing the system based on the room’s scheduled calendar event?
  4. The Standard

    Are you wanting to create a standardized solution that will be replicated across the enterprise?

Clear Communication


In this era of rapidly evolving technologies, new terms and acronyms abound. VC, VTC, VMR and UC (video conferencing, video teleconferencing, virtual meeting room and unified communications), for example, can mean different things to different people across various markets and positions.  One person’s definition of video conferencing may mean a traditional conference room setting with dual screen monitors that display far side participants as well as shared content, while another may be picturing a video call with a completely remote or mobile staff of a few dozen.  Collaboration is another term that requires a clear definition.  To some it means simple screen sharing via WebEx or Go-to-Meeting, while others imagine a fully interactive experience that allows wireless sharing of multiple PCs.


Wired, Wireless and your IT Department


Wireless presentations from a laptop, tablet or mobile phone (BYOD) can offer seamless, convenient connectivity to the shared display but, due to network security, not all IT departments embrace this accessibility. Several solutions, however, offer point-to-point connectivity.  Accessing a self-contained Wi-Fi or presentation button, users can present without being on the network. Some companies have heightened security measures in place, restricting wireless connectivity and providing only a secure wired solution.  


Designed to Grow – The 5-Year Technology Plan


Your communications, conferencing and presentation systems are a strategy, not a trend.  Be sure your system is based on your needs and desired outcomes and not a particular piece of equipment.  It should take into account your potential for future growth and needs and provide 

scalability.  As your space and staff grows, it is a clear cost advantage to standardize on a solution that can be replicated throughout the building or across the campus.  Not only will it save in design and installation costs, but users will be more likely to adopt and use the technology in the room if they are already familiar with it.  Additional costs are saved on employee training.

Scalability needs to meet technology needs as well. A well thought out short- and long-strategy and design will provide IT infrastructure to support growth over the next 5 years. Network and data requirements, multiple VLANs and robust Wi-Fi can be implemented now, along with conduit and pre-wire for anticipated future expansion.  

The solution drives the best possible outcome. Partner with an AV/IT professional to create huddle spaces, meeting rooms and board rooms that are efficient, effective and impactful, for your users and for your bottom line.


Additional Resources


The Best Video Conferencing Software of 2017

Top 10 Must-know Video Conferencing Vocabulary Terms