Skip to main content

Ready to be wowed? Register for our events in Dallas or Houston to experience the new 135" All-in-One Mobile Display by ViewSonic.

8 Things To Consider When Dealing With A Video Conference Room

Video conference rooms are rapidly becoming a mandatory tool for companies to keep everyone on point and productive. Employee collaboration is a necessary concept in today’s business world. The fast pace of the business environment doesn’t always allow for people to rush back to the office. So having a solution that brings everyone together for the same goals keeps key players in the know. Wherever key employees or important stakeholders are around the globe, video conference rooms guarantee that everyone can communicate promptly and clearly. But to make sure the conference is successful and for the desired impact, companies need to make sure they find a video conferencing solution that can flow with the needs of their business. Here are some of the most important considerations to keep in mind when dealing with video conference room technology:

Network Assessments

It’s important to make sure the network has been assessed and is up to the task. Readiness assessments on the network and other software attachments aligned with it lets you know right away if the network is ready for the changes that will be coming.

Hardware Solutions

Companies can test and install the latest hardware to ensure a fast connection with the internet that will have the business ready for a video conference in a moment’s notice. This means fast connections along the network so questions can be asked and answered without any time lost. With the press of a button or flip of a switch, solutions can work on not just desktops, but laptops, tablets and smartphones as well.

Scheduled and Unscheduled Meetings

Whether in or out of the office, having the right video conference solution can ensure an important meeting can take place whether it’s needed right now or scheduled for a later time, regardless of where the attendees are.

Connected Conference Rooms

Video conference rooms that are connected are ideal for large groups to meet, and they are becoming increasingly popular. Rooms that are connected can be opened up to include employees, management, and stakeholders so that everyone is part of the same conversation. Having problems with meeting room technology can have a huge impact on businesses. Connectivity issues and failing equipment can stall progress, and if the conference is with a client, it can be a negative reflection on the business. This is why it’s important to work with an experienced A/V integrator, as they can spot any potential problems before they become a major issue. There are several issues that can arise from video conferencing technology, and thankfully, A/V integrators know how to handle each problem. Here are some of the most common issues:

Technology Failure

This technology depends on other network components along with software and hardware routes for maximum viability, and breakdowns can happen. Sometimes a complex system has to be searched and prodded to find the issue, and an A/V integrator can help train the IT department to troubleshoot and find the issues, and how to properly correct them to keep things running smoothly.

Incompatible Technology

Incompatible technology is another issue businesses face during video conferences. Having a full network assessment is key to preventing such malfunctions. Making sure everything works just the way it should when it’s needed most is invaluable.

Content Sharing

Screen sharing during video conferences is important, whether it is to share company documents or reports. Ensuring all in the meeting can view the documents is integral to forward progress. This is also ideal for collaboration. The A/V integrator will make sure that all the necessary hardware and software works together as it should.

Audio/Visual Integration is Essential

Having a team of audio-visual integrators who can get the collaboration spaces running as they should are essential. They will take every necessary step to ensure all components are compatible and ready to go in a moment’s notice. Businesses that need to meet with their employees, partners, investors and others need a video conference room that allows them to conduct business without any snafus. Here are a few assets of reputable A/V integrators:
  1. Skilled in preventive maintenance - Working with an integrator who possesses abundant knowledge on the latest technology can minimize any future problems that may arise. That person or team can make sure you are using high-quality solutions and are aware of the latest industry trends. That means having someone who knows what needs to be done at this moment, but also thinking of integration solutions for the future.
  2. They need to be certified - All integrators should have the latest A/V certification in video conferencing integration, design and managing services. Those certifications help the integrators gain the latest knowledge and sharpen their skills. That skill and knowledge is valuable for providing the most ideal solutions for any business.
  3. They can offer support - A good integrator will do more than just the installation job. They won‘t leave you in the dark with limited support options when problems crop up. An A/V Integrator who can train and help maintain support options after the system is up and running is essential for companies who engage in frequent video conferences. From regular maintenance to constant testing of the system, having someone who can troubleshoot problems, monitor the inner-workings, and keep everything functioning for that scheduled or spur-of-the-moment video conference is a necessity.
A reputable A/V integrator is much more than someone that can install and recommend technology; they are true partners to the business.