How to Keep Conference meeting on Track
It is estimated that about 10 million business meetings take place every day. As such, it is common to find poorly organized meetings taking place at the expense of the involved company and planners. In the modern-day work environment where companies support remote workers as well as in-office staff, it is essential to have reliable and secure conference room equipment.
If technology does not allow the daily tasks of workers, people in various places cannot connect over video and audio conferencing, likewise, if offices have no physical meeting amenities, the work and productivity will be affected and in the long run, negatively impacting the company. Therefore, to maintain a functional and healthy work environment, read through to the end.
How to Avoid Conference Room equipment failures
• Install conference room equipment that is needed - this means that you should not go for items simply because they are trending but because it is necessary to have them and your employees can use them. Ensure to take into consideration the need of technology employees for them to be productive.
• Select classic technology for each conference room - ensure every conference room is accessible to all your workers. Choose a standard across conference audio visual equipment, room displays, and wiring. This prevents continuous confusion and management change across employees.
• Use a simple and quick process to link personal devices - the possibility of increased problems is higher when employees have to connect with their own devices. This implies that time for the conference will be lost more as people try to connect to the right adaptors, cables, and WiFi network.
• Use conference room software that gives tips on how to use meeting rooms - have in place meeting room analytics that allows workers to plan and check into meetings with scheduling software indicating how office space is used alongside blind spots and improvement areas.
• Put up a conference room reservation protocol - this should include instructions on how to utilize the technology in every meeting room as well as how to arrange spaces with the company calendar or a scheduling program tool.
What to do When Connections Fail
It can happen that mid-way into your video conference meeting, your audio echoes, gets faint, or drops completely with everyone blaming poor remote connection. Screen shares can also stop working when presenters switch among many other technical hitches.
Below are pointers on how you can correct the issues.
• Install a scheduling program that enables people to report problems to the technology department directly.
• Before the meeting starts, do a test run with a few attendees to ascertain whether any issues need to be solved beforehand. If you have remote workers as well, include them in the test too.
• Ensure to have a backup plan ready in case the need arises. Also, have the backup tested before the conference meeting starts so that everyone gets prepared to switch if the primary system fails.