1. Color is a key ingredient to creating an inviting office space.
Even a subtle change can make a big difference.
2. Color is powerful.
It evokes strong emotions, feelings, and memories. It can calm, excite and inspire – influencing our mood and affecting our emotional and physical wellbing.
Our world is infused with different hues, tones and intensity that influence us. That’s why color is vital to the human experience – and to place. People can walk into a space and immediately feel better – or worse.
Color also reflects culture and the shifts in society’s response to the world around use. The color palette humans are drawn to is ever evolving and we are responding to forces that we can’t articulate but can feel at a visceral level. In the places we work, color communicates in ways we might not be consciously aware of, but it influences how we feel. Ask yourself, do you feel good when you walk into your office? Does it signal feelings of warmth? Is it welcoming?
Color and the Workplace
Workplace color palettes in the past signaled, “We’re all business here.” They reflected an early infatuation with technology, but the aesthetic often felt cold and antiseptic. To combat this, many organizations responded by embracing bright primary colors and introducing slides and jungle gyms. While the intent was to infuse joy, the workplace was not always practical for getting work done. Nor a soothing environment for people in high-stress roles.
Today, hybrid work has blurred the lines between work and home. People want the comforts of home when they are in the office. Recognizing this desire, designers look at how to use color to create workplaces where people feel good and want to be.
The process of creating relevant color choices for today’s workplace starts with an exploration of macro forces and societal shifts. It is important when looking at color’s uses when creating places that support the ways people work.
Inspired by the comforts of home, this palette incorporates soft neutrals and natural materials. The chunky textiles remind us of a cozy blanket, or favorite nooks at home and can offer a sense of serenity.
3. Of all the forces influencing work, people’s need for emotional and physical wellbeing accelerated during the pandemic. It is influencing workplace design and the colors that people are drawn to.
This is especially important as we recover from a global pandemic and are still living in a time of uncertainty and volatility. Stress, anxiety and the physical toll they take has impacted all of us. People are talking openly about mental health and employees have heightened expectations of their employers and how they will support their overall wellbeing.
Immersed in technology, people yearn for more humanity. They are seeking comfort, familiarity and a sense of sanctuary and are drawn to places that create a soothing, domestic sensibility. With these insights, designers can begin to envision colors that appeal to what people need and apply them in ways that humanize space to better support their cognitive, physical and emotional wellbeing.
Like vastness of a midnight sky, this palette feels expansive yet comforting. With a hint of light purple and multiple textures, it creates an atmosphere of luxury like a favorite indulgence.
4. Natural elements help balance pervasive technology.
As technology and mobile devices permeate our lives, along with their techy aesthetic, the more we crave the balance that natural elements can bring.
5. Warmer neutral colors evoke feelings of comfort.
Neutral color is grounding, natural and timeless – and can e paired with vibrant and bold accents to create a unique and inspiring aesthetic. Bringing these colors into the workplace can help make it feel more secure, stable and supportive.
6. Home and office aesthetics intersect.
People want a new aesthetic at home, in the office and at the cafe down the street – everywhere they go. The boundaries that used to define our spaces are fading. People want to balance performance with a domestic sensibility. This helps them feel a sense of comfort at work as much as they do at home.
This palette began with imagining some of our favorite places in nature and weaving natural elements with man-made spaces. From the green hues in our favorite gardens to the desert landscape brought in by a rich terra red, this palette brings nature to product and wellbeing to humanity.
7. Biophilia matters even more.
Colors, shapes and patterns that incorporate design principles around leaves, flowers, animals, trees and other outdoor elements can subliminally help people feel more grounded and a greater sense of wellbeing. This impacts the colors we’re drawn to. It also the materials and finishes we prefer, such as those made of natural elements like wood, stone or even recycled materials.
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How Cradlepoint unlocked the secret (embracing flexibility) to creating a place employees want to work
Since the beginning of the pandemic, the phrase “hybrid work” has been thrown around a lot. It represents an ever-evolving philosophy on where and when work can and should happen. At OEC, we have been helping companies navigate the challenges and benefits of hybrid work and what it means for their organization for a few years now. However, we have not seen anyone embracing flexibility (a.k.a. the core of this philosophy) as successfully as Cradlepoint.
Who is Cradlepoint?
Cradlepoint is a global company headquartered in Boise with a mission of enabling customers to connect beyond the limits of wired networks. If your office’s internet goes down, their hardware routes a connection through a wireless provider like Verizon or T Mobile, ensuring no connectivity loss. That is just one of the many solutions they offer worldwide. In short, Cradlepoint is the industry leader in providing myriad solutions for sharing information securely, 24/7.
Over the last year, Cradlepoint has undergone some significant changes. The company has vacated multiple floors in the Boise Plaza building, built out new floors in the 11th & Idaho building, and moved hundreds of staff into its new space. Overseeing this colossal undertaking was Chris Woods, Cradlepoint’s Senior Facilities Manager in charge of the day-to-day maintenance of Cradlepoint’s numerous facilities and much more. Chris sat down with us to discuss the project as well as the philosophy of the new space.
Flexibility Instead of Hybrid
To begin, Chris doesn’t like the term hybrid. “I feel like that terminology [hybrid] creates a framework, and when people feel like they’ve got a framework, they feel restricted and push back on it. Our whole focus at Cradlepoint has been on driving flexibility.” When the pandemic hit, the Cradlepoint leadership team faced many big decisions. Despite much of their staff working from home at the time, the company was also growing and, therefore, hiring. When everyone returned to work, they would need more space. So, when the opportunity arose, they decided to lease three and a half floors of the new 11th & Idaho building.
However, the leadership team’s mindset changed a short time after making that decision, as did its approach to the philosophy of work. The group started discussing embracing flexibility, making them reevaluate their real estate usage. Rather than needing 800 workstations, they would now require closer to 250. So, when the lease of the fourth floor of the Boise Plaza came up, they decided to move out of that space and into the new 11th & Idaho building. Today they occupy one floor in the Boise Plaza with three and a half new floors under lease at 11th & Idaho. By embracing flexible workstyles, Cradlepoint reduced its real estate from roughly six floors across two buildings to four and a half.
Designing for Flexibility
As Chris approached the design for the new floors, he saw it as an opportunity to elevate the company’s standards and create an office where employees want to work. He thought about everything from amenities and resources to technology and finishes. “The whole process has been navigating the unknown. There is value in having face-to-face interaction because something is lost from a digital connection. So, we asked ourselves, ‘What can we put in place that supports people being here and makes it a great experience?’ That could look like a gym, a Microsoft Teams room, an espresso machine, or a free food Wednesday (which our staff loves). It is no longer about coming to the office and sitting at a desk. Now it’s about the interaction within the office.”
Being a Magnet
Cradlepoint has chosen to empower organization leaders to make decisions based on what they think is best for their department. So, some groups must be in the office more often than others. While the R&D floors are at 80% capacity three days a week, the 8th floor, with multiple departments, sees fewer people coming in regularly. Creating the right spaces for those teams requires flexible thinking.
“Oftentimes when people come into the office, they do so for a training or client meeting and need a conference room rather than a workstation. That has changed how I approached the design of some of our spaces. While we originally planned for 25 Microsoft Teams rooms, I chose to install only 14 and leave the rest as flexible spaces: a game room, lounge, huddle room full of whiteboards, or even a gym. Leaving these spaces open allows us to adjust to what is working.”
When Chris started planning the space, he had teams who were hell-bent on never returning to the office. They now have designated workspaces. That is the power of great design and an open conversation with employees. “We have tried hard to listen to employees and what they need. It’s not always easy to embrace that, but I think it’s served a great purpose so far.”
Working With OEC
To complete the project, Chris called on the full power of the OEC team, including Workplace Consultant Jill Miller, Design Director Jen Galloway, Project Manager Riley Weber, and VP of Technology Josh Messner. “We have a long-standing relationship with OEC and always come back because they make it easy.” Chris met with Riley because he had concerns about the timeline.
“Riley showed me the schedule and said he would make it happen, and he did. Moving was only a piece of what Riley and his team did. Not only did they get three floors built out with new furniture, but they also relocated people and decommissioned an entire floor of existing furniture we then used in our new warehouse. I received a lot of praise for everything coming together, but most people don’t even know half of it. If anyone thinks they got something done alone, they are blind, especially when you have so many moving pieces.”
Elevating The Aesthetic
Working with Jill and Jen on the design differed from what Chris had done in the past. With a short timeframe and a somewhat flexible budget, the group chose furniture and finishes that elevated the space without adding many extra costs. They got to experiment with some collaborative spaces and select finishes that added a lot of flair to the floor plan. “I leaned heavily on Jen and Jill because they had the experience. I would share what I was thinking, and they would provide an example, and we went from there. They had a great interpretation of the things we were looking for. I never felt lost because I always had their direction and guidance where needed.”
This project was the first time Chris experienced what it was like working with the OEC AV department as well. “I love working with Jill and Riley because they always answer my calls. Josh was no different. If an issue came up, Josh would come right over to troubleshoot. His team did our 14 Microsoft Teams rooms, and when there was an issue with the IT team getting set up, they came in at 4 am to make sure everything was ready on time. The fact that they put in that effort and got it up and running speaks volumes to me.”
Embracing Flexibility and the Future of Cradlepoint
With four fully functional floors and half a floor available for future needs, Cradlepoint has successfully created a space where employees want to work. In turn, those happy employees can focus on improving clients’ lives and companies’ efficiency using Cradlepoint’s solutions. By embracing flexibility in its attendance and physical space, Cradlepoint has unlocked the key to creating a productive and happy workforce. What could embracing flexibility do for you?
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Last month I gave a brief clinic on financial freedom that focused on getting out of debt. The basic concept is delaying pleasure today in return for greater rewards in the future. In my clinic I focused on paying down our debt now so we can enjoy financial freedom tomorrow. While we are paying down debt, we need to make sacrifices such as no fast food, cutting up credit cards, and curbing vacations. I’ve been thinking about relating this to one of our company values and I think the value that relates the most is pursuing excellence. Excellence is not something that comes easily or by taking shortcuts. Excellence is achieved by hard work, persistence, and following a well-planned strategy. I invite each of you to think about an aspect of your lives where you can start pursuing excellence. This could be financial freedom, health or fitness, job performance, or perhaps an improved familial relationship. In each case take some time to consider what you need to give up today in order to get something better tomorrow. It will be worth it. Good luck, I’ll see you at the top.
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What different types of conference rooms are there?
Space and technology have worked together for years to meet an organization’s needs. Technology supports a space just as the space or, more precisely, the furniture integrates with technology. They work in tandem to create amazing spaces where employees can meet, collaborate, and do their best work. Since different organizations have varied needs for their collaboration spaces, there are also different types of conference space options. We will cover four great examples of video conferencing rooms: boardrooms or large conference rooms, huddle rooms, focus rooms, and training rooms.
Boardrooms or Large Conference Rooms
When someone thinks of a conference room, an image of a large table in the middle of a room with big executive chairs often comes to mind. Many movies and shows love to film top executives sitting at the head of the table while staring down their nervous staff. For this reason, the typical boardroom is easily recognizable. However, one large table for twenty-plus people is just one of many ways a large conference room can host meetings.
As furniture and technology have evolved, so have the room functions and designs. Designers are creating more collaborative and relaxed conference rooms as businesses seek to create transparency and discussion between leadership and staff. They are replacing traditional long tables with stadium seating to offer different types of heights and seating postures, as well as couches, lounge chairs, and smaller tables. In many ways, these new designs are transforming traditional corporate conference rooms into what might resemble residential living rooms. The different postures give everyone a choice and make everyone equal, as there is no longer a “head” of the table.
Since these relaxed designs are more dynamic and open to collaboration, the video conferencing technology supporting the room must also be dynamic. It can include multiple displays positioned in the areas of the room where people can easily see them. Camera bars that easily track motion and stitch to different individuals provide another way to bring remote participants in on the action. Read more about these technologies here.
Huddle Rooms
In addition to the large conference room, many businesses opt for smaller spaces for teams to collaborate for 30-60 minutes. The traditional boardroom is in short supply compared to smaller, more agile areas called Huddle Rooms. These meeting spaces typically support 3-6 individuals. Their key characteristics include smaller tables (surrounded by easily maneuverable chairs) butting up against a wall with a single display. There are different types of tables that can be standing height or regular seating height. In the smaller space, an all-in-one solution camera bar can easily share a wide image of all the collaborators with a remote participant. If the camera is mounted at eye level, the remote collaborator will feel like they are also sitting at the table.
Focus Rooms
The next size down in meeting spaces is the focus room. These spaces can vary drastically depending on the organization’s needs. Due to an increased demand for privacy in the workplace, focus rooms were created to support 1-3 individuals. They can look like seated or standing phone booths. Here, employees can take private calls or hold virtual meetings on their laptops. Phone booths give privacy and are easy to move around the office.
Another focus room could be a freestanding meeting pod with glass walls, vented roof, acoustical side panels, and a door. They can also be three hard walls with one glass modular wall and door for extra light. Examples of focus room furniture and technology include:
A small standing-height table with a single display, control pad, and chair,
A single desk with a desktop meeting device like a Neat Frame,
A couple of lounge chairs and a coffee table.
These spaces provide flexible and reservable places for individuals and small teams to escape the noise and dive into their work.
Training Room
The training room is a great multipurpose space with endless layout possibilities. The best areas use easily reconfigurable task tables and chairs with casters. Table layouts can include:
Large U-shape
Banquet rows or rounds
A hollow square
Cluster tables for collaboration
Rows facing the front.
With multiple cameras, speakers, and displays mounted on different sides of the room, the space remains dynamic, no matter the configuration.
To learn more, read our blog, “Video Conferencing Examples: Enhancing Communication in the Digital Age”
Getting Started
The furniture and technology options for collaboration spaces are as endless as your imagination. When you need help deciding what technology will work best in your collaboration space, contact OEC. We can help design and install technology that meets your needs and stays within your budget. Contact us today!
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What video conferencing uses are worth the investment?
This is the question organizations worldwide have been asking themselves for years. Video conferencing is a shift from traditional working norms like the 9 to 5 in-person office. It changes where work can happen, when, and with whom and for what uses. Some organizations have found that it drastically improves their productivity and reach. Others hesitate to adopt it or don’t need it for their job functions.
For those interested in the technology but unsure if they are ready to take the jump, we have compiled a list of 10 ways video conferencing can help your business.
1. Remote Collaboration
This is probably one of the most popular uses for video conferencing because it enables teams across different locations to collaborate effectively. More importantly, it allows team members to interact face-to-face, discuss ideas, share screens, and collaborate on projects in real time. No more waiting around for someone to be in the same physical space to get down to business.
2. Meetings and Discussions
Businesses use video conferencing for holding virtual meetings and discussions with employees or clients, reducing the need for in-person meetings. It saves time and travel costs while allowing participants to join from anywhere with an internet connection. On a work vacation in the tropics? All you need is a strong signal, and you can stay in the loop with the office.
3. Client and Customer Communications
Video conferencing facilitates virtual client meetings, sales presentations, and customer support. It allows businesses to establish a personal connection, showcase products or services, and address customer inquiries in a more engaging manner. Feel like you are sitting in the same room during a brainstorming session while physically across town from each other.
4. Training and Webinars
Some of the most effective uses for video conferencing include employee training programs, onboarding sessions, and conducting webinars. It provides an interactive platform for delivering educational content, engaging participants, and facilitating Q&A sessions. Want to train your leadership team without spending money on travel costs? Virtual classes are easy to join and learn topics quickly.
5. Interviews and Recruitment
Businesses leverage video conferencing for conducting job interviews with remote candidates. It expands the talent pool and streamlines the recruitment process by allowing recruiters to assess candidates’ communication skills and fit for the role. With face-to-face virtual interactions, reading nonverbals and getting a well-rounded impression of a person is easier than ever.
6. Remote Work and Flexibility
Video conferencing plays a vital role in supporting remote work arrangements. It allows remote employees to stay connected with their teams, attend meetings, and participate in collaborative activities as if they were physically present in the office. Thanks to this technology, some employees have gone so far as to move to different cities or countries while holding the same job.
7. Client Presentations and Demos
Businesses use video conferencing to deliver presentations and demonstrations to clients or prospects located in different regions. It enables effective communication, visual aids, and real-time feedback, enhancing the sales process. Businesses in remote locations can cut travel costs by sharing demos online.
8. Project Management and Status Updates
Video conferencing aids project management by facilitating regular team meetings, progress updates, and status reports. It ensures effective communication among team members, enhances accountability and helps keep projects on track. The key is providing real-time information consistently.
9. Cross-Organizational Collaboration
Video conferencing enables collaboration between different organizations, such as partners, vendors, or clients. It allows for seamless communication, negotiation, and joint decision-making, fostering stronger business relationships. Collaborate like never before with partners that will help you reach your business goals.
10. Crisis Management and Business Continuity
Video conferencing helps businesses maintain essential operations and communication during crises or emergencies. It enables management teams to make timely decisions, coordinate response efforts, and communicate with stakeholders. When there is an emergency, getting up-to-date information is a must.
These are just a few examples of how businesses effectively utilize video conferencing to improve their daily operations and productivity. Video conferencing technology’s flexibility, convenience, and interactivity have revolutionized communication and collaboration, enabling organizations to operate efficiently across geographies and time zones. Whether you have a global company or operate in one location, video conferencing allows you to expand your business opportunities.
If video conferencing can improve how you do business, it may be time to find an experienced av integrator to help install your new technology. At OEC, our team of professionals can help design the perfect solution within your budget. We will procure, install, and train your team to use the product effectively. Contact us today for a free consultation on your new video conferencing solution.
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Many people think video conferencing was merely an effect of COVID-19. In reality, it has been around since the 1980s, with AT&T being the first organization to offer a reliable platform. COVID-19 simply accelerated an increase in platforms and solutions. Companies invested in them to reduce travel costs, connect teams from different locations, increase collaborations, and maintain productivity.
Video conferencing has proven to increase organizations’ productivity and collaboration rates. According to a study by Wainhouse Research, 94% of respondents agreed that video conferencing has allowed for shorter project lengths. In addition, they saw more flexibility, better work-life balance, and reduced company travel expenses by 30%. It is also a more effective communication alternative when compared to emailing and chatting because of its personal connection.
Most Popular Video Conferencing Solutions
Many types of video conferencing technology exist, and applications are constantly changing. Some of the most popular platforms available for businesses are Zoom, Microsoft Teams, Cisco Webex, Google Meet, and Skype. Each of these video conferencing platforms offer a free version to users. Additionally, they provide highly rated customer service support sites and 24/7 phone support. As of now, Zoom is the most widely used platform for video conferencing. Zoom offers users a free video-conferencing app and a subscription. Organizations can subscribe for more features and unlimited timed meetings. Due to its ease of use and the large number of users allowed on, features offered, reliability, cross-platform compatibility, and integration capabilities, Zoom is the most widely used platform. Zoom is not only useful for businesses but also for personal video conferences between friends and family.
Best Free Video Conferencing Platform
Video conferencing needs differ from organization to organization, but Zoom is widely accepted as the best video conferencing application for no cost. Unlike other known solutions, Zoom offers a free version that includes most of the same features as the paid version minus the time allowed for meetings and the number of users. Other applications such as Google Meet and Microsoft Teams offer free versions. However, but unlike Zoom, these systems are for business collaboration specifically. Zoom is the best video conferencing application if someone is looking for a free, limited version for their organization or personal use because it is easy to navigate.
Differences Between Zoom and Microsoft Teams
Although most video conferencing solutions offer similar features, there are a few differences between the two most popular: Zoom and Microsoft Teams. Although the platforms are similar, some differences are that Zoom allows for 100-1,000 users, depending on the paid plan, whereas Microsoft Teams can accommodate 250 users for most plans, and even reach up to 10,000 users in the most advanced plan. Additionally, Zoom offers more features that may not be essential for all business users. In contrast, Microsoft Teams focuses more on collaboration and business-focused features. Zoom offers more accessibility options such as closed captioning which is helpful for those with impaired hearing and disabilities.
Negatively, Zoom’s free plan only allows users in a group call to video call for 40 minutes. Meanwhile, those on one-on-one calls receive an unlimited amount of time. Meanwhile, Microsoft Teams allows users to call for an unlimited amount of time with their free option whether it is a group or individual call. Microsoft Teams thoroughly integrates with Microsoft Office Suite. Users can multitask easily and access other Microsoft applications while collaborating. Both Zoom and Microsoft Teams emphasize the importance of privacy and security, with each platform using extensive protocols to ensure user safety.
What You Should Look for When Choosing a Video Conferencing Platform
When trying to select the best video conferencing platform for your business, there are many key factors you should look at such as the video and audio quality offered, screen sharing capabilities, recording and playback, chat and messaging, integration and collaboration, mobile support, and security and privacy. Although businesses and their needs with video conferencing differ, these are key features that should not be neglected when choosing the best video conferencing platform.
While the first step an organization must take is selecting a video conferencing platform that works for their needs, there are many other factors that play a role in seamless video conferencing. Those include, procuring the best technology within budget, installing those systems correctly, and integrating them into the organization’s regular work flows. At OEC, we help companies find the best video conferencing equipment to fits their needs. We offer all-in-one solutions, room controllers, cameras, sound bars, and more to cater to the growing need for video conferencing equipment. Visit our website to contact us with inquiries!
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The best video conferencingplatform depends on your business’s specific needs. The usage amount and features needed for remote meetings range. The simplest solution is Zoom, and Microsoft Teams is more exclusive to business-related features. If your business is looking for a platform that is designed for team meetings and conferences, Microsoft Teams is the best platform for you. Microsoft Teams offers business-related features such as unlimited group meetings for up to 30 hours, anytime phone and web support, file sharing, tasks, polling, data encryption, and whiteboards.
On the other hand, if your business is looking for a platform with basic features that work for both business and personal usage, Zoom is a great platform because it offers most of these features such as large-scale meetings, screen sharing, chat features, and 24-hour help, but is not focused on offering all in one access to users such as calendar integration and file access. Each business’s needs differ, so it is important to research the differences in each video conferencing platform before subscribing to it.
Privacy and Security on Video Conferencing Platforms
When choosing which video conferencing platform is best, focus on the privacy and security features of each platform. This protects your business’s private information, and the user’s information. Teleconferencing platforms focus on security and privacy for their users. They are seen as relatively safe because it is important to them that their customers feel comfortable using their services. Video conferencing security should be a priority when choosing which platform is right for your business.
Platforms such as Zoom and Microsoft Teams ensure privacy in many ways. Some examples include when the host is notified someone is trying to join the call, which offers another step of security and privacy for the meeting. Additionally, when screen recording is on during a meeting, it notifies all users in the conference, so they are aware. Before joining a meeting, a meeting ID and password is required. Lastly, ensuring encryption on calls, chats, and shared files protects your business.
Are Large-Scale Virtual Meetings/Webinars Possible on Video Conferencing Platforms?
Developers designed video conferencing platforms for large-scale virtual meetings or webinars. Conferencing platforms have transformed the business world by offering remote working and team meetings in the comfort of homes and different offices around the globe. Hosts can send out a meeting ID and password to large numbers of users where they can then join the video conference very simply. During these webinars and large-scale virtual meetings, the host can share presentations and create breakout rooms to engage users in the conference. By being able to hold large-scale virtual meetings, businesses are saving money by reducing traveling expenses and saving time for having to host events. Features offered on these platforms make successful interactions possible remotely, most businesses say that it has increased productivity and overall employee and company well-being.
How to Successfully Host Large-Scale Virtual Meetings and Webinars
To host a large-scale virtual meeting successfully, you must prepare adequately and remain focused on the goal of the webinar. To ensure useful interactions, hosts should make clear points and engage users through features like breakout rooms, polls, and chats. It is important to familiarize yourself with the tools and features that your video conference platform offers. Do this beforehand to avoid any technological difficulties and confusion.
Although video conferencing technology has greatly improved online communication, any technology can have some downsides. It is important to be patient and to clearly explain to users how the technology works. This is very important because although video conferencing platforms seem similar, some users aren’t familiar with the different features. Users should hold shorter, more frequent video webinars and conferences to be more successful. Video conferencing saves users time and energy compared to long, unengaging meetings.
At OEC, our goal is to provide businesses with the tools to make them the most successful. Our team offers support and guidance to companies. We help them choose the right video conferencing technologies so they can be their most successful. Contact us to let us help you grow your business to reach its full potential.
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In today’s rapidly evolving business landscape, video conferencing has become an indispensable tool for communication and collaboration. With the advent of globalization, remote work, and virtual teams, businesses are increasingly turning to video conferencing. They are using it to bridge geographical gaps and streamline operations. However, like any technology, video conferencing comes with its own set of advantages and disadvantages. In this article, we explore both sides of the coin. Our goal is to help businesses make informed decisions about integrating video conferencing into their operations.
Advantages of Video Conferencing in Business:
Enhanced Communication. Video conferencing facilitates face-to-face interactions, fostering a sense of connection and understanding among team members, clients, and partners. Visual cues such as body language, facial expressions, and other nonverbals help avoid misunderstandings and strengthen relationships. They also give remote participants a feeling of telepresence that mimics the human connection.
Cost and Time Savings. Video conferencing reduces the need for travel, saving both time and expenses associated with commuting or flying to different locations for meetings. This leads to increased productivity and cost-effectiveness, especially for executives who are in high demand with little time to waste.
Global Collaboration. With video conferencing, businesses can collaborate with teams and stakeholders across the world, breaking down geographical barriers and enabling seamless international partnerships. Global companies with dispersed workforces can collaborate from different time zones more easily than ever before.
Flexibility and Remote Work. Video conferencing empowers employees to work from anywhere, promoting a flexible work culture and attracting top talent regardless of their physical location. In some cases, employees will even take work vacations where they will work from an exotic place. In this way, they can experience a new culture without missing a beat at work.
Increased Productivity. The convenience of video conferencing reduces meeting setup times and enables quick decision-making, leading to increased efficiency and productivity.
Real-time Document Sharing. Video conferencing platforms often provide features for screen sharing, allowing participants to present documents, slideshows, and other materials in real-time. This helps decision makers consider all their information in one easy place so they can move forward more quickly and efficiently.
Environmentally Friendly. By reducing the need for travel, video conferencing contributes to a smaller carbon footprint and aligns with sustainable business practices. For businesses focused on sustainability, this is a major win.
Disadvantages of Video Conferencing in Business
Unfortunately, every great innovation has its downside. Here are a few disadvantages of using video conferencing solutions for business purposes:
Technical Issues. Unstable internet connections, audio or video glitches, and software malfunctions can disrupt meetings, leading to frustration and decreased efficiency. If you plan to use video conferencing, ensure you have the proper hardware and bandwidth ahead of time to mitigate these problems.
Lack of Personal Interaction. While video conferencing provides face-to-face communication, it may not fully replace the personal touch and camaraderie that come with in-person interactions. This may change as we see conferencing solutions continue to improve in the years ahead.
Security and Privacy Concerns. Video conferencing platforms may be vulnerable to security breaches or unauthorized access if not adequately protected, potentially compromising sensitive information. Making sure your information is protected ahead of time is of the utmost importance.
Dependence on Technology. Video conferencing relies heavily on technology, and any hardware or software failures could disrupt crucial meetings and decision-making processes.
Cultural and Language Barriers. Global collaboration can introduce cultural and language barriers that may hinder effective communication and understanding among participants. To help in this process, it is a good idea to train your employees how to ask questions, so they get the answers they need. Patience and clarity will be key for global collaboration.
Meeting Fatigue. Frequent video conferences can lead to meeting fatigue, causing participants to feel drained and less engaged over time. Make sure your workforce balances their virtual and in-person interactions.
Distractions and Multitasking. In remote settings, participants may be tempted to multitask or become distracted during video calls, reducing their focus on the meeting’s objectives. This creates an opportunity to improve presentations and interactions with the audience to keep them engaged the whole time.
Video conferencing undoubtedly offers numerous advantages that modern businesses can leverage to enhance communication, collaboration, and productivity. It connects remote teams, saves time and money, and fosters a globalized work environment. These factors make it an invaluable tool for organizations of all sizes. However, businesses must also be aware of the potential challenges. Those include technical issues, security concerns, and the need for proper etiquette to ensure that video conferencing is used effectively.
Ultimately, striking a balance between video conferencing and in-person interactions can optimize its benefits while addressing the limitations. Businesses can make this their most powerful communication tool to stay ahead in the competitive landscape. They must simply stay informed about the latest advancements and invest in reliable hardware and software solutions.
Working with OEC
Can video conferencing improve how you do business? If so, it may be time to find an experienced av integrator to help install your new technology. At OEC, our team of professionals can help design the perfect solution within your budget. We will procure, install, and train your team to use the product effectively. Contact us today for a free consultation on your new video conferencing solution.
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Businesses around the world are constantly asking themselves the question, “How do I communicate better with my employees and my customers?” Businesses aren’t alone in this struggle either. It is part of the human condition to struggle with effective communication. We all want to be heard and understood, but in a world full of distractions, we often fail. Communication isn’t easy, especially when you are not even in the same room as the other person. Luckily, thanks to advancements in technology, communication in the business world and beyond is improving thanks to video conferencing.
Video conferencing is significantly improving communication in the business environment. Here are a few of the ways it is making a positive impact for businesses trying to share their message both internally and externally.
Visual Cues
Unlike past conferencing solutions that only allow a few phone lines to connect and communicate simultaneously, video conferencing enables participants to see each other. This simple change has opened up a world of better communication by providing non-verbal visual cues visual cues such as facial expressions, gestures, and body language. These visual cues enhance understanding, empathy, and overall engagement during the conversation. They also help people feel more connected. Instead of talking to a microphone while staring at a wall, participants talk can see the other person in real time. It simulates the experience of being in the same room together which is imperative for building trust and comradery both between coworkers and clients.
Real-time Collaboration
What started with hand-written letters and telegrams before moving to phone calls has evolved to real-time communication. Gone are the days of waiting to hear back for a time-sensitive response, now video conferencing is providing instant feedback regardless of the participant’s physical location. It enables teams to work together on projects, share ideas, brainstorm, and provide instant feedback, fostering a sense of unity and productivity.
Enhanced Engagement
In tandem with visual cues, seeing participants’ faces and reactions can help keep everyone engaged during meetings. Rather than staring a a wall, it minimizes distractions and encourages active participation. Individuals are more likely to pay attention and contribute when they can be seen by others. It also helps end exclusionary meeting practices common in conference calls where one side can mute themselves and have an entire side conversation the remote participant is unaware of. Seeing people face to virtual face helps everyone stay engaged in one conversation at a time.
Global Reach
Since video conferencing works for anyone with the right hardware and an internet connection, geographical barriers have been virtually eliminated allowing businesses to connect with partners, clients, and colleagues around the world. This global reach enables teams to meet quickly and easily reducing travel costs, and expediating decision-making processes. When it comes to expanding business worldwide, reaching global markets with the right message is easier than ever.
Flexibility and Convenience
Since video conferencing allows you to connect online anywhere that has a strong internet signal, work can be more flexible and convenient than ever. Some people enjoy taking a workcation. That means they work while travelling using cafes and other coworking spaces wherever they can find them. For those less adventurous, participants can join a meeting from their car on their way to an appointment without missing a beat. If a meeting is only going to take a few minutes, it also saves people extensive travel time while helping solve the same problem they would have done in person.
Scheduling
Scheduling important meetings is also quick and easy to do when platforms are integrated into calendar platforms. Take a quick look at a coworker’s calendar to see if they are available. Then schedule a meeting with a link to the virtual meeting room.
Document and Screen Sharing
Most video conferencing platforms support document and screen sharing. These features enable participants to present slides, share important documents, or collaborate on shared files in real-time. This feature improves information sharing, collaboration, and productivity during meetings.
Record and Playback
Many video conferencing tools offer the option to record meetings. This allows participants to review the discussions later or share them with absent team members. Keeping a record of an important discussion can save a lot of time in future discussions.
Personal Connection
Above all, video conferencing helps people build and maintain personal connections among team members, even when they are physically apart. When people feel connected and care about each other, they have a better chance of communicating well. That is the goal for any business.
If you need help designing a video conferencing solution for your workplace, contact OEC today for a free consultation. We want to help you look and sound your best no matter who you are working with.
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In recent years, video conferencing has become an integral part of our lives, revolutionizing our communication and collaboration. With the global pandemic forcing organizations and individuals to adapt to remote work and virtual interactions, the importance of video conferencing has surged exponentially. We will explore the significance of video conferencing in the current landscape, common online meeting providers, industries that extensively use this technology, popular use cases, effective ways to leverage video conferencing, the types of video conferencing rooms, security questions, bandwidth requirements, software installations, integrations with other collaboration tools, and common hardware.
Why is Video Conferencing Important Now?
Video conferencing has become more critical than ever for several reasons:
It enables seamless communication regardless of geographical barriers, fostering global collaboration and teamwork.
The COVID-19 pandemic accelerated the adoption of remote work, making video conferencing the lifeline for businesses and educational institutions alike.
Video conferencing reduces travel expenses and carbon footprints while improving productivity and employee well-being.
Common Online Meeting Providers
Several online meeting providers offer video conferencing solutions tailored to different needs. Some of the most popular ones include:
Zoom: Renowned for its user-friendly interface and high-quality video, Zoom has become a household name during the pandemic.
Microsoft Teams: Integrated with the Microsoft Office suite, Teams provides a comprehensive collaboration platform, including video conferencing.
Cisco Webex: Trusted by businesses for its security features and scalability, Webex is a favorite for large-scale meetings.
Google Meet: Part of Google Workspace, Meet offers straightforward video conferencing functionality for businesses and educational institutions.
Skype: While primarily known for personal use, Skype still serves as a reliable option for one-on-one video calls and smaller group meetings.
Video conferencing is widely used across various industries. Some sectors that frequently rely on this technology include:
Business and Corporate: Companies of all sizes utilize video conferencing for virtual meetings, webinars, and interviews with remote teams, clients, and partners.
Education: Educational institutions have adopted video conferencing for remote learning, virtual classrooms, and online seminars.
Healthcare: Telemedicine has gained prominence, allowing medical professionals to conduct remote consultations and collaborate with experts worldwide.
Government: Governments use video conferencing for remote hearings, diplomatic conferences, and interagency collaboration.
How People Commonly Use Video Conferencing
The applications of video conferencing are diverse and continually evolving. Everyday use cases include:
Team Meetings: Virtual team meetings allow geographically dispersed employees to collaborate effectively and maintain a sense of camaraderie.
Client Meetings: Video conferencing enables businesses to connect with clients and prospects from anywhere, saving time and resources.
Training and Webinars: Conducting remote training sessions and webinars empowers organizations to reach a broader audience.
Job Interviews: Video interviews have become standard practice for recruiting candidates from different locations.
Family and Social Gatherings: Video conferencing connects friends and families, especially during special occasions or distant living situations.
10 Ways to Effectively Use Video Conferencing
To make the most of video conferencing, consider these ten effective tips:
Prepare in Advance: Plan your agenda, share relevant materials, and send meeting invites well ahead of time.
Test Equipment and Connection: Ensure your devices, microphone, and camera function correctly and you have a stable internet connection.
Choose the Right Environment: To minimize distractions, select a quiet and well-lit space, preferably with a neutral background.
Dress Professionally: Dressing appropriately demonstrates professionalism and respect, even in remote settings.
Be Punctual: Start and end meetings on time to maximize productivity and respect participants’ schedules.
Encourage Active Participation: Engage all participants by encouraging questions, discussions, and brainstorming sessions.
Utilize Screen Sharing: Share presentations, documents, or software screens to enhance communication and collaboration.
Use Breakout Rooms: For larger meetings, divide participants into smaller groups for focused discussions.
Record Meetings: Recording sessions allow absentees to catch up and serve as a valuable reference for future discussions.
Follow Up: Send meeting minutes, action items, and follow-up emails to ensure everyone is on the same page.
Video conferencing can be conducted virtually anywhere with a stable internet connection. Some of the best places include:
Home Office: The most common location, providing comfort and familiarity for remote workers.
Coworking Spaces: For freelancers and small teams seeking a professional environment outside their homes.
Conference Rooms: Businesses often use designated conference rooms for official meetings.
Educational Institutions: Virtual classrooms or designated areas for remote learning and webinars.
Types of Video Conferencing Rooms
There are four primary types of video conferencing rooms, each catering to different needs:
Huddle Rooms: Small, informal spaces designed for quick ad-hoc meetings or one-on-one discussions.
Training Rooms: Equipped with advanced audiovisual technology, ideal for larger group training courses or educational settings.
Conference/ Boardrooms: People often reserve these sophisticated rooms for high-level executive meetings and strategic discussions.
Focus Rooms: Small spaces with high auditory privacy that can seat 1-3 people. These spaces include private offices and phone booths where employees can work with limited distractions.
Is Video Conferencing Secure, and What Measures Are Taken to Protect Privacy?
Security and privacy are paramount concerns when it comes to video conferencing. Providers have implemented robust security measures for when individuals share sensitive information and the risk of unauthorized access. The level of security may vary depending on the platform, but some standard measures include:
Encryption: Most reputable video conferencing services use end-to-end encryption to protect data during transmission, ensuring only authorized participants can access the information.
Meeting IDs and Passwords: Unique meeting IDs and passwords are generated for each session, preventing unauthorized users from joining.
Waiting Rooms: A waiting room feature allows the host to control who enters the meeting, allowing them to admit participants individually.
Host Controls: The host can manage participant privileges, screen sharing, and chat functions, adding an extra layer of security and control.
Secure Data Centers: Video conferencing providers often store data in secure data centers, complying with industry standards and regulations.
Despite these measures, users should still exercise caution when sharing sensitive information during video conferences, and it is advisable to keep the software up to date to benefit from the latest security patches.
What Are the Bandwidth and Internet Connection Requirements for Smooth Video Conferencing?
Video conferencing quality largely depends on the available bandwidth and internet connection speed. Insufficient bandwidth can lead to choppy video, audio lag, and overall poor user experience. While exact requirements can vary based on the platform and the number of participants, the general guidelines are as follows:
Minimum Bandwidth: A minimum of 1 Mbps upload and download speed is recommended for one-on-one video calls. However, for group calls or high-definition video, higher bandwidth is necessary.
Recommended Bandwidth: To ensure smoother video conferencing with multiple participants, a bandwidth of at least 2.5 Mbps is recommended for both upload and download.
Wired Connection: Whenever possible, use a wired Ethernet connection for a stable and reliable internet connection, especially when Wi-Fi signals fluctuate.
Test Your Connection: Many video conferencing platforms offer a pre-meeting connection test feature to assess your internet speed and compatibility.
Can I Join a Video Conference Without Installing Any Additional Software?
The accessibility of video conferencing has dramatically improved, and many platforms now offer browser-based solutions that allow users to join meetings without installing additional software. These web-based clients enable participants to connect using their web browsers, eliminating the need for downloading and installing applications. However, while browser-based access is more convenient, some features may be limited compared to using dedicated software. It’s essential to check with the specific video conferencing platform for their web-based capabilities.
Can I Integrate Video Conferencing with Other Collaboration Tools, Such as Project Management Software or File-Sharing Platforms?
Many video conferencing platforms offer integrations with a wide range of collaboration tools, allowing users to streamline their workflows and enhance productivity. These integrations often enable seamless sharing of documents, project updates, and other relevant information during video conferences. Some platforms also offer APIs (Application Programming Interfaces), allowing the developers to create custom integrations tailored to their organization’s needs.
Commonly integrated collaboration tools include project management software like Asana or Trello, file-sharing platforms like Google Drive or Dropbox, and team communication tools like Slack or Microsoft Teams. These integrations facilitate the exchange of information, promote real-time collaboration, and simplify communication for teams working remotely or in different locations.
What is Commonly Used Video Conferencing Hardware?
Common video conferencing hardware includes a range of equipment and devices designed to enhance the video conferencing experience and ensure smooth communication. These hardware components are essential for setting up a comprehensive video conferencing system and can vary based on the scale and requirements of the organization. Some of the most common video conferencing hardware include:
Primary Hardware
Camera: A high-quality camera is fundamental to any video conferencing setup. It captures video feeds of participants and meeting spaces, ensuring clear and sharp visuals during video calls.
Microphone: Clear and reliable audio is crucial for effective communication. External microphones, especially high-quality omnidirectional or directional ones, help reduce background noise and ensure everyone’s voice is heard.
Speaker: External speakers or speakerphones provide better audio output, delivering sound clarity and minimizing echo or feedback issues during video conferences.
Display Screen: A large display screen, such as a TV or monitor, can showcase remote participants and shared content during video calls. Higher-resolution displays offer better visual quality.
Codec: The codec is the hardware or software that compresses and decompresses audio and video data for transmission over the Internet. It plays a crucial role in maintaining video quality and reducing bandwidth usage.
Controller: A dedicated controller or remote allows users to manage video conferencing functions easily, such as starting or ending meetings, muting participants, and sharing content.
Computer or Video Conferencing Endpoint: A computer or a dedicated video conferencing endpoint is the central processing unit that connects all the hardware components and runs the video conferencing software.
Secondary Hardware
Webcams and Headsets: For individuals or small-scale setups, webcams and headsets with built-in microphones are often used to facilitate video calls.
Multipoint Control Unit (MCU): An MCU manages the connections and ensures smooth communication among all participants for larger-scale video conferencing sessions involving multiple participants.
Room Control System: In more sophisticated setups, a room control system allows users to manage lighting, temperature, and other environmental factors in the video conferencing room.
Document Cameras: Document cameras or visualizers help display physical documents, drawings, or objects during video conferences.
Whiteboard Integration: Interactive whiteboards or smartboards allow participants to collaborate and share ideas in real time, enhancing the virtual meeting experience.
Network Infrastructure: A robust network infrastructure, including routers and switches, is essential to handle the high data demands of video conferencing without disruptions.
Green Screens or Virtual Backgrounds: Some setups use green screens or virtual backgrounds to replace the background during video calls, offering privacy or adding a professional touch.
The specific hardware components chosen for a video conferencing setup depend on the organization’s needs, budget, and the scale of the video conferencing deployment. From simple configurations for individual use to elaborate conference room installations, the right combination of video conferencing hardware ensures a seamless and productive virtual communication experience.
Conclusion
Video conferencing has undoubtedly become a crucial aspect of modern communication and collaboration. With various online meeting providers offering seamless solutions, this technology has enabled businesses, educational institutions, healthcare, and many other industries to bridge the gap between remote participants. Providers have put significant effort into ensuring the security and privacy of users. They employ encryption, passwords, and other measures to protect sensitive information. Users should meet the recommended bandwidth requirements and opt for a stable internet connection to ensure smooth video conferencing.
Additionally, the accessibility of browser-based options makes joining meetings more convenient. Furthermore, integrations with collaboration tools further enhance productivity and teamwork. Video conferencing can revolutionize how we interact, making distance a mere number on a screen. Simply follow effective practices and leverage suitable environments. With the continuous advancement of video conferencing technology, the future promises even more exciting possibilities for a connected and collaborative world.
Working with OEC
If video conferencing improves your business’s communication, it may be time to find an experienced av integrator to help install your new technology. At OEC, our team of professionals can help design the perfect solution within your budget. We will procure, install, and train your team to use the product effectively. Contact us today for a free consultation on your new video conferencing solution. Contact us today!
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