Are You Guilty of These Common Conference Room Missteps?

Do you often have participants fighting over HDMI jacks or for a better view of the screen? Maybe a presenter goes up to the front and fumbles with the room tablet for ten minutes before even getting started with the meeting. Rein in your next meeting by making sure your technology is there as an ally, not an impediment to communication. Below we outline some common issues we encounter when it comes to conference room technology and the best way to resolve them in your Detroit, MI office.  

SEE MORE: How to Get Improved Audio Quality in Your Video Conferences

Not Having a Clear View of the Screen

Displays often cause the most problems when it comes to conference room technology. Everything from size to placement affects how well participants see and interact with your presentation. Very few companies get passing grades when it comes to this part of their conference room design. If a cluttered view is a problem in your company, here are some steps you can take.

Let the size of your room—and particularly your conference room table—dictate the display size. An easy way to gauge the appropriate size is to get a display just a touch wider than your table. Next, you want to make sure the screen is high enough, so people's heads don't get in the way. Do you want to have multiple displays so one can show a presentation and the other a video call? A layout with stacked displays allows participants to keep an eye on both.

Investing in Technology No One Knows How to Use

Varying degrees of confidence with your conference room technology can quickly derail meetings and your overall company efficiency. Even well-meaning IT departments invest in solutions that are easy for them to use, but way too complicated for less tech-savvy employees. Running meetings then requires input from IT or a select group of employees trained on how to use the room’s technology.

Find a solution that offers simple graphic-based controls anyone can understand. Let the IT department take care of the initial training of department heads -- who then quickly relay the information to anyone on the team that needs to use the room. Our conference room systems let you manage lights, AV, and climate all from one dedicated touchpad or mobile app.

Using Lighting That Detracts from Your Meeting

When it comes to conference room technology, it’s no surprise that a lot of the focus goes to the AV components. Everyone usually knows to look for high-definition displays, powerful speakers, and an easy way to share content. Did you realize lighting is just as important? The type of lighting fixtures, motorized shades, and lighting intensity you use makes a big difference.

One thing you want to consider is the depth of your lighting design. Avoid having just a few overhead lights. Add task and floor lighting for an environment that encourages productivity. Even with layered lighting, you want to be careful about your lighting intensity and color. Don’t go with harsh lighting that will put off employees or very dim lighting that will discourage concentration. Embrace natural light with motorized shades that are easy to close if sunlight starts causing glare on the screen.

We didn't cover every potential conference room technology issue above. Others like audio feedback, room overscheduling, and poor microphone pickup can derail meetings as well. Want to learn more about how a professional solution helps you overcome these problems? Reach out by calling (248) 841-8500 or filling out our contact form.