Daily Archives: August 5, 2023

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. 

To learn more, read our blog, “Examples of Video Conferencing Communication” 

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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Benefits of Video Conferencing 

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.  

For even more comparison between the two systems, check out our Zoom vs. Microsoft Teams: Which Is Better For Your Org? Blog. 

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.  

To learn more, read our blog, “Examples of Video Conferencing Communication” 

How OEC Can Help 

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 conferencing platform 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.

To learn more, read our blog, “Video Conferencing for Business”. 

How OEC Can Help Your Business 

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. 

To learn more, read our blog, “Video Conferencing for Business”. 

Conclusion

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.  

To learn more, read our blog, “Video Conferencing for 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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