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What Components Are Needed For A Modern Conference Room System?

A conference room system may be audio only, or it may combine audio and video for a more engaging experience. Conference rooms come in a variety of sizes and layouts, so there isn’t a single best solution that works in every space. There are, however, components that every modern AV conferencing solution should come with, including:

  • Video components, which consist of cameras and displays. If multiple endpoints will be used to display video, those endpoints may include things like televisions and projectors.
  • Audio components, like microphones and speakers. There may be additional audio endpoints as well, such as loudspeakers.
  • The codec, which is responsible for compressing audio and video data and transmitting it to other endpoints.
  • A control system, to allow for tight control of other system components.
  • An interactive display, which allows meeting members to collaborate more effectively.

Together, these conference room system technologies allow for effective face-to-face communication, without space or travel limitations. According to the U.S. Census Bureau, the number of people working from home has increased by 115 percent in the last decade. Millions of people do their job remotely, and that number is growing rapidly. Conference room solutions are something that every organization should consider.

How an AV Integrator Can Help With a Conference Room System

According to the 2018 State of Video Conferencing report, 89 percent of companies use more than one conferencing platform for their collaboration needs. Conferencing is a source of confusion for a lot of organizations, but AV integrators are there to make sense of it all.

Experienced AV integrators are conferencing experts, even with today’s emphasis on remote collaboration. They design and implement conferencing solutions daily, including solutions for huddle rooms, boardrooms and lecture halls. Here’s why an experienced AV integrator makes sense for your conferencing project:

A comprehensive approach

AV integrators don’t jump into any project before doing some extensive planning. This includes a needs analysis meeting, where the integrator and client work together to establish what the organization needs from their conferencing system. The integrator will perform a site survey before starting the project, and this will reveal any potential obstacles for the installation team. These careful steps are needed to ensure the project proceeds without difficulty.

AV solutions aren’t simple to set up, especially when they must be intercompatible with existing technologies. As the solution scales up, it also becomes more difficult to handle. Integrators know how to account for these challenges, so a firm project timeline can be established.

Saves money, saves time

Integrators bring efficiency to a project in two ways. One, they are familiar with all of the variables common to an AV project, so they can avoid the mistakes that untrained people run into. That keeps the project moving along and on time.

AV integrators also prioritize efficiency in the solutions they design and implement. Integration means the technology is brought together in a way that ensures reliable, optimal functioning. That level of efficiency is impossible to achieve without an expert handling the project, but it’s the kind of efficiency every organization needs. With a reliable solution, your employees won’t waste precious time when they need to use the technology. That recovered productivity can mean big savings over the system’s life.

Training

Reputable AV integrators treat their clients like partners, so the job’s not over just because everything is up and running. A critical aspect of any AV initiative is post-implementation training. Without proper training, it’s unlikely that employees will embrace the technology fully, turning the tech into a wasted investment.

An accomplished AV integrator knows how to deliver this training for an array of solutions and for a variety of people. Training can be developed for employees of all skill levels and roles, so it’s training that makes sense and is relevant. During training, employees get some hands-on time with the technology, so they are ready to use it when it is needed.

Long term support

Experienced AV integrators are willing to act as their clients’ technology partner, providing long term support for their solutions. A maintenance agreement means you always have a fix if something goes wrong, and in most cases, those problems can be avoided entirely. Integrators can make preventative maintenance part of the solution, so a technician inspects the technology every few months. If there are issues with performance, these can be identified and resolved before they result in downtime.

AVaaS

An integrator can also provide AVaaS (AV-as-a-Service) to clients that would rather invest in their AV solutions month to month, instead of making major capital investments occasionally. AVaaS offers budgeting certainty, and the integrator’s expertise is part of the package, so when equipment needs to be replaced or upgraded, the integrator can help their client make the move with minimal cost.

A conference room system brings faster communication and better collaboration, as long as you have the right components and solutions in place. An experienced AV integrator ensures their clients have both, and get the most out of their conference solution for years after installation.

Robby