The conference room is a central feature of most offices. It’s a space where you convey information, discuss new strategies, and share ideas with your employees. It’s where you provide training and conduct interviews. Where you communicate updates with clients or pitch projects to new prospects.
The perfect meeting room set up should balance functionality and convenience with an array of technologies. Not only will these provide a professional environment that makes a good impression of your business, but will also ensure every meeting goes smoothly.
It doesn’t have to be extravagant, but a good meeting room does require a bit of investment. We have several tips below, including which essential tech will complete your setup, that will take your conference room to the next level. Let’s get started.
This may seem like a no brainer as you may already have an internet solution set up. However, the emphasis here is on high speed connectivity. Whether it’s wireless internet or fibre, your business network should give you fast and reliable access to the tools and apps you rely on to collaborate effectively with others. It is especially crucial for client communication. Your clients expect crystal clear video calling with no delay or distortion, and any issues on your part may be viewed as amateurish. So, do yourself a favour and consider the options available at your service provider and choose a faster package.
Large format TV/display
The versatility of HD displays has made this technology a staple in meeting rooms. They’re not just great for watching videos, clips, and broadcasts with your colleagues, but can be used as a computer display as well. When employees need to communicate with clients or remote workers, they can connect or cast their devices to the display so that everyone in the room is able to view participants on screen. To ensure you don’t run into sound problems during important meetings or presentations, it’s worth investing in a dedicated audio system with high-quality speakers and microphones.
Interactive whiteboards will always be infinitely more comfortable and practical to use than traditional whiteboards. The features of interactive whiteboards, which include demonstrating presentations, running media content, accessing the web, recording video, and writing notes, all translate to an efficient tool that meets all of your needs. Multiple devices can connect wirelessly to the interactive whiteboard, with content showing up on participants’ screens. Having this tool not only gives a more professional look to your setup but also helps make your presentation and brainstorming sessions more engaging.
Cables and cords
You will need to consider how people will connect their devices while in the meeting room. If they’re not connecting wirelessly, you will need to plan accordingly for the wired options required. There’s nothing more frustrating than meetings running late because the person in charge doesn’t have the correct cables. Either store the necessary cables in the meeting room for easy access or make sure to bring the right ones along.
Many meetings can go paperless these days, but it’s still worth outfitting the room with an office printer just to be prepared when the need to print arises. When working with hard copies during the meeting, employees can print and scan without having to leave the room – allowing employees to make the most of their scheduled time.
Meeting room software
To ensure meetings go smoothly, rooms need to be booked in advance. Meeting room software can make it convenient for people to get the desired rooms at the right times. You can plan and book meetings on a computer app like Microsoft Bookings (available on Microsoft Teams). Linking it to a scheduling touch panel at the entrance to the room is an easy way for people to see open time slots, reserve the space, and view upcoming meetings.
Adding these tech upgrades can keep your company’s meeting room experience productive and engaging for employees and guests alike. Now that you know which devices you need to get tasks done, it’s time to design the meeting room you’ve always wanted.