Posts in category: News

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My kids like the show “Stranger Things.” It is an adventure/supernatural TV series set in the 80s that
follows a friend group. My kids like to ask me if things were really like that in the 80s. “Did kids just run around the neighborhood looking for things to do and adventures to have?” I tell them, “Yes, things were actually like that.” On weekends and throughout the summer we would leave the house in the morning looking for things to do and bouncing back and forth between the parks and friend’s houses all day long. “Wow,” my kids say. “That must have been amazing.”

I’ve been thinking about the office lately, and the changes we have seen in the past 20 years. Here are a few questions some younger employees might have about “the way it used to be”.

How the office used to be

Did employees really come into the office every day? Yes, before technology and the pandemic made remote working “a thing” nearly every employee worked every hour in the office.

Did cubicles used to be 10×10 sized with 8 ft. tall walls? Yes. At one point the larger cubicles and higher walls were coveted assets in the office.

Did employees used to smoke in the office? Haha, yes, you have to go back to the 60s but yes, there was a time when it was very normal for many employees to smoke right at their desks.

The office has changed a lot over time and keeps changing. I love being in the business of keeping on top of office furniture and technology trends. I guess it is almost as amazing as my childhood in the 80s running around the neighborhood with friends like it used to be.

Scott Galloway

President of Create Spaces

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Employee burnout is a state of emotional, physical, and mental exhaustion caused by prolonged or excessive stress. It’s characterized by feelings of cynicism, detachment, and reduced performance. When employees are burned out, it negatively impacts productivity, job satisfaction, and overall company morale.    

Causes of Employee Burnout 

• Overwhelming workload: Excessive tasks or unrealistic deadlines.    

• Lack of control: Employees feel like they have little autonomy in where they work and how they work. 

• Inadequate reward: Feeling undervalued or underappreciated. 

• Lack of support: Insufficient resources or a negative work environment.    

• Work-life imbalance: Difficulty separating work from personal life.    

Preventing Employee Burnout 

To combat burnout, businesses should prioritize employee well-being and implement strategies to create a healthier work environment.  

How Cultural Changes Can Reduce Employee Burnout:  

• Recognizing and rewarding employees for a job well done. 

• Promote time off, flexible work arrangements, and boundaries around disconnecting. 

• Employee development and trainings help employees grow and feel like they are improving in their roles. 

• Open communication with employees helps them feel heard and valued. Be willing to ask for their feedback on decisions. 

• Update job descriptions when necessary and ensure employees have manageable workloads. Set realistic expectations. 

How Physical Space Can Reduce Employee Burnout 

The physical workspace plays a crucial role in employee well-being and can significantly impact burnout levels. Here are some ways to design a space that promotes employee health and happiness:    

• Natural Light: Improve your employee’s exposure to natural light as much as possible. This improves mood, focus, and overall well-being by linking them with natural circadian rhythms.   

• Biophilic Design: Incorporate elements of nature, like plants and natural materials in your workplace to reduce stress and improve air quality.    

• Ergonomic Furniture: Provide ergonomic chairs, height adjustable desks, and other furniture to help prevent physical discomfort and reduce fatigue.    

• Acoustics: Minimizing noise distractions with sound-absorbing materials can improve concentration and reduce stress.  Providing focus rooms that are private and quiet is another great way to reduce stress while increasing productivity. 

Fostering Collaboration and Social Interaction 

• Flexible Spaces: Offering various workspaces, such as open areas, private offices, and collaboration zones, allows employees to choose the environment that best suits their task.    

• Breakout Areas: Providing designated areas for relaxation, socializing, and informal meetings can help employees recharge and connect.    

• Kitchen and Cafeteria: A well-equipped kitchen and cafeteria encourage social interaction and provide a space for employees to take breaks. Make this space work at maximum capacity by transforming it into a Work Cafe. 

Prioritizing Employee Well-being 

• Quiet Rooms: Creating quiet spaces for focused work or relaxation can help employees recharge and reduce stress.    

• Wellness Facilities: Offering amenities like gyms, meditation rooms, or shower facilities can promote physical and mental well-being. 

• Outdoor Spaces: Providing access to outdoor areas, such as balconies or patios, can improve mood and reduce stress. See our outdoor thought starters here. 

By investing in a well-designed and employee-centric workspace, businesses can create an environment that supports employee well-being and reduces the risk of burnout. While space can play a huge role in shaping the culture of an organization, taking steps to empower employees in their work is also tremendously important. Start with building a strong relationship with your employees, then create an environment that supports them. 

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The rise of remote and hybrid work combined with a changing economy has transformed how businesses operate, particularly regarding office space. With more employees working from home and the increasing popularity of hybrid work models, many companies are downsizing their office space to reduce costs and adapt to new work styles.  

General Trends in Office Downsizing 

1. Increased Remote Work: The shift towards remote work has allowed many companies to significantly reduce the need for traditional office space. Companies no longer need to maintain large offices for a workforce that primarily operates remotely. 

2. Hybrid Work Models: As businesses adopt hybrid work models, they require less office space per employee due to employees frequenting the office less. Many companies have moved to flexible work schedules where employees rotate between working from home and coming into the office. 

3. Cost Reduction: Downsizing office space can lead to substantial savings in rent, utilities, and maintenance. These savings are often redirected towards enhancing remote work capabilities or investing in collaborative technologies. 

4. Focus on Collaboration: Even as office space shrinks, there’s a growing emphasis on creating collaborative and flexible spaces. When employees do come into the office, they need spaces primed to support collaborative work. Businesses recognize this need and are beginning to shift toward creating spaces that foster teamwork and creativity. 

Strategies for Shrinking Square Footage 

As companies rethink their office space needs, several strategies have emerged: 

• Activity-Based Working: Providing different workspaces for various tasks, such as focus rooms, collaboration areas, and quiet zones, allows employees to choose the environment that best suits their needs. 

• Office Redesign: Optimizing existing space through layout changes and flexible furniture solutions can make a smaller office more functional and efficient. 

• Reservable Rooms: By using reservation technology, companies are making different spaces reservable ahead of time, or on the spot, for hybrid workers. That includes, desks, focus rooms, and collaboration spaces. 

Trends in Workplace Design 

As office spaces shrink, workplace design trends are evolving to meet new demands: 

• Increased Flexibility: There’s a growing preference for spaces that can adapt to various work styles and meeting formats. Multipurpose rooms are becoming more common and replacing traditional conference rooms. These new spaces allow for different types of activities in the same space. 

• Technology Integration: Modern office spaces often incorporate advanced technology for virtual meetings, presentations, and collaboration, making it easier for remote and in-office employees to work together. 

• Space Optimization: Companies are focused on maximizing space utilization. Multipurpose rooms, which can serve multiple functions, are a popular solution for achieving this goal. 

Data That Will Help You Plan Your Space Better 

To ensure that your office space is optimized, consider investing in workplace analytics to track the following: 

• Room Utilization: How often is each room booked and used? This data can help identify which spaces are most valuable and which are underutilized. If you discover a room is being underutilized, you can transform it into something that will better meet your organization’s needs. 

• Room Purpose: What types of meetings or activities occur in each room? Understanding how rooms are used can inform future design decisions. 

• Room Size and Amenities: What size and features are most popular? This information can guide investments in new furniture or technology. 

• Employee Satisfaction: How do employees rate the different types of rooms? Employee feedback is crucial for creating spaces that meet their needs. 

Benefits of Multipurpose Conference Rooms 

According to recent trends, multipurpose conference rooms are growing in demand. Compared to traditional conference rooms, they offer several advantages: 

• Cost Efficiency: These rooms require less space than having separate rooms for different purposes, leading to cost savings.  

• Improved Utilization: Multipurpose rooms can be used for various activities, reducing idle time and ensuring that the space is always in use. Now meetings, training, or brainstorming sessions can happen in the same place with equal support. 

• Enhanced Collaboration: Flexible spaces foster creativity and teamwork, making it easier for employees to collaborate effectively. 

Products Built for Collaboration 

Investing in the right tools and furniture can significantly enhance the functionality of a downsized office: 

• Microsoft Hub: This mobile screen allows you to connect with remote participants with one touch and move them around the room, making them feel more involved in the discussion. It is also perfect for presentations in various settings. 

• Flip Top Tables: These tables on casters can be easily moved or stowed away, providing flexibility in how a room is used. 

• Whiteboarding Solutions: Products like the Flex Markerboard or Amobi cart allow teams to brainstorm and collaborate, even in small spaces. 

Challenges and Considerations 

While downsizing office space offers many benefits, it also presents challenges: 

• Employee Satisfaction: Downsizing can impact employee morale if not managed carefully. Transparent communication and involving employees in the planning process can help mitigate negative effects. 

• Company Culture: Maintaining a strong company culture in a smaller, more dispersed workforce can be challenging. Companies need to invest in tools and practices that keep remote and in-office employees connected. 

• Technology: Investing in technology for remote collaboration and communication is essential to ensure that teams can work effectively regardless of their location. 

Conclusion 

As economies and work styles continue to evolve, businesses must adapt their office spaces to remain efficient and effective. Downsizing square footage in favor of hybrid models presents challenges, but by designing spaces that employees need and want, companies can create a productive and satisfying work environment. Utilizing workplace analytics, collaborative furniture, and advanced technology can help organizations optimize their office space and thrive in the new world of work. Just make sure to keep your employees in the loop along the way to achieve buy in and meet their needs. 

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In today’s work environment, many employees, whether in offices or working remotely, spend most of their day seated. While it might seem comfortable, prolonged sitting has become a significant health concern, contributing to issues like obesity, heart disease, diabetes, and musculoskeletal disorders (MSDs). These health risks not only impact individual well-being but also drive up healthcare costs and reduce productivity. Purchasing an ergonomic task chair could be a viable solution for many companies.

The Impact of Sedentary Work 

Prevalence of Sedentary Jobs: A large percentage of the workforce is now engaged in roles that require them to sit for most of the day. This sedentary lifestyle is a key contributor to a range of health problems, with back pain being one of the most common complaints. Studies have shown that prolonged sitting is associated with a higher risk of obesity, cardiovascular disease, diabetes, and various musculoskeletal disorders. 

Health Risks: Prolonged sitting leads to muscle inactivity, which in turn can cause poor posture, stiffness, and a decrease in overall physical health. The lack of movement can slow down metabolism, contributing to weight gain and increasing the risk of heart disease and diabetes. Moreover, sitting for long periods puts strain on the spine, leading to back pain and other musculoskeletal issues. 

Economic Impact: The health issues associated with typical office jobs have significant economic implications. Employers face substantial costs related to healthcare, workers’ compensation, and lost productivity. Musculoskeletal disorders alone are responsible for billions of dollars in annual expenses, as employees require medical treatment, time off work, and in some cases, even surgery. 

The Role of Ergonomic Seating 

Reduced Musculoskeletal Disorders (MSDs): One of the most effective ways to mitigate the health risks associated with prolonged sitting is through ergonomic seating. Ergonomic task chairs are designed to support the natural curves of the spine, reduce strain on the lower back, and promote better posture. By providing proper support, these chairs can significantly reduce the incidence of back pain, neck pain, and other musculoskeletal disorders. 

Improved Productivity: Employees who are comfortable and pain-free are generally more productive. Ergonomic chairs help prevent discomfort and fatigue, allowing employees to focus on their work without being distracted by physical discomfort. Studies have shown that companies that invest in ergonomic furniture and train their employees how to use it, experience higher levels of productivity and lower rates of absenteeism. 

Increased Job Satisfaction: Ergonomic workstations contribute to higher job satisfaction and employee morale. When employees feel that their well-being is prioritized, they are more likely to be engaged and motivated at work. This, in turn, can lead to lower turnover rates and a more positive workplace culture. 

Proper Task Chair Ergonomics 

A properly adjusted task chair can significantly reduce discomfort and prevent injuries related to prolonged sitting. Here are the key elements of proper task chair ergonomics: 

Key Features of an Ergonomic Task Chair: 

• Adjustable height: Ensures your feet can rest flat on the floor or a footrest. 

• Lumbar support: Supports the natural curve of your lower back. 

• Adjustable armrests: Allow your arms to rest comfortably with your shoulders relaxed. 

• Seat depth adjustment: Prevents pressure on the backs of your knees. 

• Seat tilt: Allows for slight reclining to relieve pressure on the lower back. 

• Swivel: Enables easy movement around your workspace. 

• Casters: Allow smooth mobility. 

Proper Ergonomic Task Chair Adjustment: 

• Seat height: Adjust the seat so your feet are flat on the floor or a footrest, with your knees at a 90-degree angle. 

• Lumbar support: Position the lumbar support to fit the natural curve of your lower back. 

• Armrests: Adjust the armrests so your shoulders are relaxed and your upper arms hang naturally. 

• Seat depth: Adjust the seat so there’s about 2-3 inches of space between the edge of the seat and the back of your knees. 

• Seat tilt: Experiment with slight reclining to find a comfortable position that reduces pressure on your lower back. 

Download our ergonomic seating guide here.

Steelcase Ergonomic Task Chairs 

Steelcase offers a full line up of ergonomic task chairs. To help you find the task chair that is best suited for how you work, we have ranked three of our chairs on a scale of good, better, and best. The criteria are as follows:  

1. Active Sitting: which encourages movement and posture variation 

2. Smart Fit: Intuitive adjustments with appropriate range to accommodate diverse users and sizes 

3. Connection: Mechanism, back, seat, and arms work in unison to keep user supported while actively sitting 

Good, Better, Best: Based on these criteria, here are our results: 

Good: Steelcase Think Chair 

This chair is smart, simple, and sustainable. It is versatile for many environments with intuitive and automatic adjustments and a sustainable design. It performs well across each of the criteria categories. 

Better: Steelcase Leap Chair 

This pair provides a perfect fit with an exceptional range of adjustments. The Leap chair delivers full support for various body shapes and sizes. It possesses highly adjustable ergonomic support and excels in highly focused work environments. The Leap chair ranks a little higher than the think across each criteria. 

Best: Steelcase Gesture Chair 

The Gesture chair ranks the best across all categories and is the first of its kind to be designed specifically to support our interactions with today’s technologies. It excels in a highly mobile and collaborative work environment and is Steelcase’s greatest in ergonomic performance. 

Download our free Seating Thought Starter here. View it here.

Conclusion 

At the end of the day, the more employees move, the healthier they will be. By providing them with seating that moves with their bodies, organizations can help significantly improve their employees comfort and reduce their risk of musculoskeletal disorders associated with prolonged sitting. Investing in ergonomic task chairs is not just a matter of comfort—it’s a crucial step toward promoting employee health, productivity, and overall well-being in the workplace. 

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From September 30^th – October 18^th (3 weeks) Create Spaces will be hosting an education pop up in its Boise showroom. At this pop up event, you will:

• Discover how modern furniture and technology create better learning spaces that spark creativity and encourage students to ideate, collaborate, and problem-solve together.
• See you the furniture, technology and tools to support teaching and learning.
• Experience today’s best learning spaces that inspire people to become engaged, active learners both inside and outside of the classroom.
• Learn our newest insights and applications that support better experiences for learning

Spaces you will see

This pop up is helpful for educators in both k-12 and higher education levels. During your tour, you will see many examples of:

• Collaboration spaces
• Active learning spaces
• Student focused spaces
• Maker spaces

Sign up to attend the pop up today!

Technology you will see

Throughout the tour, you will also see an assortment of technology including:

HyFlex Classroom:

Display: 

• MaxHub
  • XBoard V7
  • OR Smart Blackboard B8610

Video:

• HyFlex via MTR 
  • MaxHub MTR Kit Pro (Codec + User Interface)
• Crestron AirMedia 
  • Wireless content ingest and collaboration 

Cameras:

• Huddly Canvas
  • Whiteboard Camera
• Huddly Crew

• AI driven multi-camera setup with speaker tracking 

Audio

• Nureva HDL310

As a side demonstration we will be showing Humly Desk Reservation 

RSVP HERE

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Welcome to Create Spaces, where we excel in office furniture design and implementation for your office environment. As one of the leading commercial office furniture dealers, we offer a diverse range of solutions that cater to all your workspace needs. Our expertise lies in not just providing furniture but also crafting complete corporate office furniture design solutions that transform spaces into vibrant, functional, and aesthetically pleasing environments. With Create Spaces, you don’t just get office furniture; you also get a partner dedicated to bringing your vision to life and turning your office into a place where productivity thrives.

Do you need to turn an empty or outdated office into a thriving, beautifully designed space?

Step into a new era of workspace excellence, where we don’t just furnish offices, we craft transformative solutions that elevate empty spaces into brilliantly designed environments.

Solutions For Any Company

Let’s face it – you’re busy and don’t have time to spend hours researching the latest office trends or find the best quality at the right prices.

That’s where Create Spaces comes in.

No matter how big or small your company is, we have the solutions for you. We will be there for you every step of the way. Think of us as your all-in-one workspace partner.  

• Moving or updating your space?
• Have existing furniture and want it to match?
• Attracting + Retaining talented people?
• Laking time and resources to research everything yourself?

Are You Facing Any Of These Challenges?

Get started today!

“What started as a potentially stressful experience was quickly fixed by Cailey and Create Spaces.”

Hailey Duncan: Client Associate at BR Wealth Management

Create Spaces Is Your Secret To Success!

Create Spaces can help you with comprehensive design solutions. From an empty canvas to a masterpiece, we’ve got the expertise to transform your workspace. Our team specializes in creating a commercial environment that inspires, enhances productivity, and reflects your brand identity.

Create Spaces can help with guiding your design process. Don’t worry about the complexities of design – we’ll hold your hand every step of the way. Our seasoned designers will work closely with you, ensuring that your vision aligns seamlessly with the practicalities of a modern office.

Create Spaces can help with employee retention strategies. Attract and retain top talent by providing a workspace that prioritizes comfort, functionality, and aesthetics. Our designs focus on creating an environment that fosters collaboration and well-being, enhancing overall job satisfaction and employee retention.

Create Spaces can help with prefab construction. Embrace the flexibility of modular furniture. Our office furniture solutions adapt to your evolving needs, allowing you to reconfigure your space as your business grows and changes. Say goodbye to the limitations of a static office layout!

Create Spaces can help with open floor plan dilemmas. Not sure what to do with that open floor plan? We’ve got you covered. Our experts will craft a design that optimizes space, encourages collaboration, and provides privacy when needed. Say hello to a harmonious and efficient workspace.

“The Create Spaces team was so responsive and scheduled a meeting right away. We told them our deadlines (which were rushed), so we broke the project into two phases addressing the top priorities first. They immediately saw our vision; even the first drafts blew us away.”

Bre Cohen: Marketing Manager/Project Coordinator at SRA

Ready To Embark On Your Office Transformation Journey?

Schedule a consultation with our sales team today. Whether you’re starting from scratch or looking to revamp your current space, Create Spaces is committed to bringing your vision to life. Let’s create a workspace that not only meets but exceeds your expectations.

Remember, we’re not just a furniture company – we’re your partners in creating a workspace that reflects your brand, enhances productivity, and keeps your team excited to come to the office. Let’s make your office the place to be!

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Video conferencing is a technology that allows individuals or groups to communicate and interact in real-time using audio and video transmission over the Internet. It allows people in different locations to see and hear each other, replicating the experience of an in-person meeting or conversation. 

Through video conferencing, participants can join virtual meetings, conferences, or discussions using their computers, smartphones, or other internet-connected devices. It involves using webcams, microphones, speakers, and network connectivity to facilitate communication. 

Video conferencing offers several features and functionalities beyond essential audio and video communication. These include screen sharing, file sharing, chat messaging, virtual whiteboards, recording capabilities, and more. It allows participants to share presentations, collaborate on documents, view and discuss visual content, and engage in interactive discussions. 

Video conferencing advantages for businesses include collaboration with remote participants that reduces travel, saving time and money while increasing productivity. Access to live video provides face-to-face interactions and non-verbal communication cues and fosters more engaging and personal connections than audio-only communication methods. 

Various industries use video conferencing to drastically change who they can connect with on any day. Industries, including corporate business, education, government, and healthcare, are just a few that have seen significant benefits using this technology. It has become an essential part of connecting people across distances and enabling effective communication and collaboration regardless of geographical constraints. 

One-Touch Solutions

There are all kinds of resources to help you connect virtually. When it comes to monitors, we can help find the right fit for you. We supply all-in-one conferencing solutions that include audio and visual working through a single device. Other solutions include separate cameras, mountable sound bars, and room controllers that connect to your display panel. 

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What are some common pain points of video conferencing?

While video conferencing has revolutionized how we work, it is not without its problems. A few of the top pain points of video conferencing include: 

User Experience

The top issue facing remote collaborators is overly complicated technology. Some users find video conferencing interfaces complex or confusing. This leads to difficulty managing meetings, adjusting settings, or using all the features effectively. When users experience issues it can be frustrating and hinder the effective collaboration they seek. Not only that, but when technology is hard to use, people quickly lose faith in the system and stop using it altogether. This is bad news for organizations who have spent a lot of time and money to provide these resources that no one wants to use. 

Device compatibility

Making sure that operating systems are compatible with various devices can be a challenge. Users may face challenges joining meetings or accessing system features due to device limitations, outdated software, or incompatible platforms. Incompatibility results in the inability to meet quickly and easily when the moment arises. 

Meeting Etiquette and Engagement

Keeping participants engaged throughout a meeting is a challenge. Between meeting fatigue, distractions, multitasking, and a lack of non-verbal cues, there are enough issues facing remote participants. Using technology that doesn’t work right is even more excruciating. Without proper etiquette and equity for collaborators, organizations can sacrifice active participation and effective communication. 

What is the Video Conferencing One-Touch Solution?

As we noted, the main pain point users face is overly complicated technology. In the past, audio-visual integrators had complex systems for cameras, microphones, and speakers with racks of data ports sitting in a back room. They could solve any issue that came up with except one, how to quickly and easily hold a virtual meeting without having a degree in technology. 

Today, leading companies like Crestron, Logitech, DTEN, and Neat are making it easy to join a virtual meeting with one touch of a button. They have designed all-in-one solutions that combine the camera, speaker, and microphone into a single camera bar. That camera bar connects to your display and a room controller that allows you to start a meeting and adjust settings from one place. Other companies combine the processing system and a display to simplify it even further. In this case, users can touch a button on the large display to begin a meeting. 

These one-touch technologies integrates with your chosen video conferencing software to host meetings in real time. They also integrate with your calendars accepting meetings via email to schedule your collaboration space. This room reservation makes it easy for other users to see when a room is busy either via their online calendar, or by walking by the room’s physical display. 

Gone are the days of overly complicated systems. One-touch solutions are simple and easy to understand, earning trust and enthusiasm with users.  

What is the best video conferencing technology for my company?

There are numerous video conferencing solutions on the market offering all kinds of special features for your online meetings. Ultimately, the best video conferencing software is the one that is within budget, meets the organization’s needs, and is easy to use and maintain.  

Some of the most popular software are Zoom and Microsoft Teams. We give a full comparison of the two systems in our blog Zoom vs. Microsoft Teams: Which is Better For Your Org? For a quick comparison, both software offers many of the same exceptional features, however, each shine for different reasons. Zoom excels at hosting online events and webinars, streaming to social media, and hosting large amounts of people even when their connection is poor. In essence, it is great for external marketing. Microsoft Teams on the other hand is an excellent all-in-one tool with video conferencing, meeting tools, and a robust chat feature integrating seamlessly with Microsoft products and supporting internal marketing efforts.  

When choosing between systems, organizations should first consider what other software they are using. If Microsoft products are in use, Microsoft Teams is the natural choice, whereas Zoom integrates well with Google products and thousands of other apps. 

When asking, “what are some free video conferencing solutions?” keep in mind that both Zoom and Microsoft teams offer a base-level free version. Both software solutions give users around an hour of free meeting time and can hold up to one-hundred participants. However, if you are looking to gain more features, you will have to pay for it. At that point, Microsoft Teams is the more budget-friendly video conferencing solution per user with easy to manage licensing. 

Should I make one video conferencing software standard?

While the new one touch solution devices are making video conferencing easier than ever before, you can take things one step further to achieve maximum simplicity. How? By standardizing all of your devices to work with one primary software. The software could be Zoom, Microsoft Teams, GoToMeeting, Google Meet, you name it. Regardless of what you choose, by standardizing with one software, staff can easily learn how to use one system for everything. Since building trust between technology and users is imperative to improving user experience, using one system everywhere helps staff learn quickly and comprehensively. 

Another reason to standardize is due to the current limitations of technology. While the one touch video conferencing solutions are improving, they are still limited and lack the ability to flip between video conferencing software. Therefore, choosing one software is crucial for creating the best user experience. 

Room Controllers

No matter the conferencing solution, having a room controller can help your meetings run more smoothly. Such controllers allow you to seamlessly connect to and control other tech like cameras, microphones, and screens from one central place. Gone are the days of constantly fighting with the technology. With a one touch-to-start you can begin a prescheduled meeting quickly and easily. 

What if I want to bring my own meeting?

Sometimes organizations choose not to standardize on one software solution, and instead leave their one touch solutions software agnostic. In these cases, meetings are run using the individual’s personal device and whatever software they know and prefer. This video conferencing solution is known as BYOM or Bring Your Own Meeting.  

The primary advantage of using BYOM is the flexibility it provides users. Some may be familiar with one system and its features while another feels more comfortable using something else. With BYOM, their individual device becomes the controller for the conference room system. The user can walk into the space, connect their computer to the one touch solution camera bar using an HDMI or USB port and then start the meeting from their device. Employees who feel in control of the technology are more effective and more inclined to collaborate in hybrid meeting environments.  

To learn more, read our blog “How BYOM Is Making Technology Simple | OEC Technology ”. 

Does BYOM work with a standardized system?

Want the best of both worlds and complete flexibility in running your meetings? Combine BYOM with your standard software. One of the reasons companies may choose to do this is for easy connection with clients sharing a meeting invite. While one company may standardize on one software, another company will choose something completely different. When these two companies want to meet virtually, there will be a conflict of software and both systems need to support the other’s software to meet effectively. BYOM working with a standardized system does that.  

For daily functions, staff can reserve a room from their calendar, share a meeting link, and join with one touch. If they want to host a meeting with a client while not using their software, they can reserve a room without sending a meeting link and run the meeting using their personal device. Both options allow the user to access the full functionality of the one touch solution while supporting their precise need.  

Camera + Sound Bars

Camera and sound bars are an excellent addition to any conferencing and collaboration space. Not only do they make is easy to be heard and seen, but they also combine multiple pieces of equipment into one keeping the space both clean and manageable. Some of our solutions can even stitch (zoom in) on individuals in a meeting giving every participant their own box which is great for creating meeting equity. Additionally, sound bars can create zones so no sound can be heard beyond so many feet. Want to see this conference room technology in action? Contact us to visit our space for a free demo.

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Why is telepresence important in video conferencing?

The final pain point companies face with their technology is creating a virtual meeting experience where attendees participate fully and feel equal and included. While removing distractions is primarily dependent on the participant, companies can put policies in place for their remote workers. However, the most effective way to improve participation is by creating telepresence. 

Telepresence is a technology-driven experience that helps virtual participants feel like they are physically present in a meeting. Its goal is to provide a more immersive and realistic experience for attendees so they feel like they are sitting in the same room. Telepresence goes hand-in-hand with the idea of meeting equity.  

Meeting equity in an online meeting refers to the principle of ensuring fairness, inclusivity, and equal opportunities for all participants in a meeting. An example of meeting equity looks like remote participants equally participating, contributing ideas, and engaging in discussions.   

When participants feel they have a telepresence and can equally contribute to a discussion, they are more likely to stay engaged and be more collaborative. 

How do you create telepresence in video conferencing?

The goal of telepresence is to overcome the limitations of distance and time, allowing people to interact, collaborate, and communicate as if they were in the same physical space. Video conferencing systems that create telepresence typically use high-definition audio and video and advanced display technologies. They often include life-sized screens, high-fidelity audio, and even haptic feedback to enhance the feeling of presence.  

Stitching

Since telepresence works to improve the experience for remote participants, it can also improve meeting equity at the same time. One such example of improved meeting equity is camera stitching. Camera stitching is the process of combining multiple camera views or video feeds into a single, seamless panoramic or wide-angle image or video. It is commonly used in virtual or augmented reality experiences.  

When used in a video conferencing setting, stitching can be used when a conference room has multiple cameras positioned to strategically cover different angles or areas. By stitching these camera feeds together, participants can have a comprehensive view of the meeting space picking up on nonverbal cues like never before.  

The one touch solution camera bars have a stitching component of their own as well. Rather than combining multiple images, their cameras will focus on multiple individuals within a space. It then displays larger images of each person on the remote participants screen at the same time. For example, if there are four people in the room with one remote participant, the camera will create a box for each person in the room and display it for the remote attendee. Rather than looking at a panoramic view of the entire space, the remote worker will feel as if they are interacting with each person on an individual level. In many cases, the remote attendee may not even be able to tell the office attendees are sitting in the same room. 

Placement

In addition to stitching, camera placement is very important. To create telepresence and equity, the camera should be placed where the remote participant is looking directly into an individual’s eyes. The experience should feel like they are sitting at the same table with the person having a discussion. Some technology will even track your movement. Say you like to pace while you think, some cameras will smoothly follow your movement, so your virtual attendee won’t miss a second. 

Noise

Beyond video, audio is also very important. Eliminating background noise is imperative for communicating clearly. Many camera bars have settings that will block or just not register sound beyond a certain distance. While the in-person attendee doesn’t notice a change, the remote user greatly benefits from the improved audio.   

Cameras

When you are connecting with someone virtually you want to put your best face forward. Using a quality camera is critical to creating solid connections. Whether you are streaming live or joining a conference call, we can help find the right camera for your needs. 

How do I get started creating my one-touch solution?

The One-Touch Solution 

In the past, audio visual solutions for video conferencing have grown increasingly complicated. IT departments were bogged down with user complaints, system fixes, and software management. Complex systems connecting myriad hardware made users feel like they had to be rocket scientists to use them effectively. With new technology, complex systems don’t have to be the norm. One touch solution technologies are making it easy for IT teams to manage systems, update software, and teach non-tech staff to use the technology quickly and easily.  

The steps to realizing your own one touch video conferencing solutions is as easy as 1,2,3.

Step 1: Select your video conferencing space 

There are various shapes, sizes, and styles of meeting spaces in the modern workplace. They range from a one-person focus rooms meant for heads down work to a 20-person executive board rooms for leadership meetings. Each space serves a specific purpose and choosing the right technology for the space is crucial to its proper functionality. Let’s start by breaking the potential meeting spaces into three categories: Focus rooms, Huddle rooms, and Conference rooms. 

Focus Room

This space is typically used for one or two individuals maximum. A user may retreat to this space to focus on work that needs their full, undivided attention or to take a private call. Examples of technology for this space include a desktop conferencing solution or a small display, camera bar, and control panel. The goal is to provide technology to support whatever work function the employee needs. 

Huddle room

This room is a little larger and can hold anywhere from 3 to 5 individuals at one. This space usually will have a small to medium sized footprint and will be used for short-term collaborative meetings of no longer than an hour. This kind of space would benefit from utilizes a medium sized camera bar, display, and control panel.  

Conference room

Conference rooms are typically larger spaces that can hold anywhere from 6-20+ people. They can remain in use for hours at a time and need to have technology that will keep everyone engaged the entire time. The solutions vary depending on how large the room needs to be. For many modest conference rooms, a large camera bar, two to three displays, and control panel is all that is necessary.  

The size and purpose of your meeting room will determine what kind of technology to use. Working with a knowledgeable integrator is the key to knowing what is best for your space. 

To learn more about conference space options, read our blog “4 Types of Video Conferencing Rooms“.

Step 2: Determine your software 

Whether you standardize on one software across your organization or choose to remain software agnostic is up to you. Just make sure you evaluate which features you need your software to have and your budget for licenses. Choosing to standardize will make it easier for your IT department to manage licenses, upgrade software, and teach your full team how to use the technology quickly and easily. 

Step 3: Partner with an audio-visual integrator 

Now that you have determined the size of your meeting space and selected your video conferencing software, it is time to work with an audio-visual integrator. One of the most common mistakes organizations make when bringing audio-visual technology into a space, is trying to do it themselves. They either use cheap solutions that do not integrate with their existing platforms and function poorly, or get the wrong thing entirely. In the end, they frustrate their teams and create a poor image with their customers using technology that wasn’t designed to properly support their meeting needs. 

Selecting an audio-visual integrator to partner with saves organizations time, energy, and a lot of headaches. Integrators will walk with companies through discovery, design, and delivery of their one touch video conferencing solutions. They will remove the guesswork of which products will work best in the space while helping companies find solutions that will work within their budget.  

Partner with Create Spaces on your video conferencing project

 At Create Spaces, we are an audio-visual integrator with a mission to deliver Exceptional Spaces – On Time, On Budget. Our team of consultants, designers, and installers will walk with you through every step of the technology selection process. When you contact us, we will meet with you at your site to get an idea of your organization’s needs. We can also invite you to our downtown Boise showroom where we will demonstrate different solutions that may work for your company as well. After discussing your budget and agreeing on your priorities, we will provide you with a quote for your space. Then we will begin designing your one-touch solution. Once you have approved the design and quote, we will order your technology and our team of expert integrators will install everything and help your team understand precisely how it functions. 

If at any point after installation you have questions or concerns, our team is ready and available to answer questions or come on site to problem solve. 

Servicing Existing Technology

As an integrator, Create Spaces can also service existing technology. Whether you need help managing software, keeping licenses up to date, or fixing unruly products, our install team can help.  

Get started creating your simple and easy to use video conferencing system.

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In today’s office environments where footprints continue to shrink, distractions are an ever-present challenge. Despite the modern advancements designed to enhance productivity, employees often find themselves battling interruptions that hinder their focus and efficiency. Understanding the negative impact of these distractions and implementing strategies to counteract them is essential for fostering a productive and healthy workplace. 

The Toll of Distractions on Productivity 

Distractions at work can have a profound impact on productivity. Research shows that employees lose up to 720 work hours per year due to distractions, equating to nearly three full work weeks of lost productivity annually. After being distracted, it takes an average of 23 minutes to fully refocus on the original task. This time lost to distractions accumulates, significantly reducing overall productivity and efficiency. 

Multitasking, a common result of frequent distractions, leads to a 40% drop in productivity. Furthermore, distracted employees are twice as likely to make mistakes, which not only affects the quality of their work but also contributes to feelings of overwhelm and stress. Constant interruptions can lead to burnout, creating a cycle of decreased productivity and mental well-being. 

The Organizational Impact 

For organizations, the cumulative effect of distractions translates to substantial financial losses. Excessive noise levels alone can hinder concentration and reduce productivity by up to 66%. Coworker interruptions and poorly designed workspaces exacerbate the issue, leading to increased errors, stress, frustration, and reduced creativity. These factors not only impact individual employees but also hinder overall organizational performance. 

Common Workplace Distractions 

• Noise: Excessive noise levels disrupt concentration, reducing productivity and increasing stress. 

• Coworker Interruptions: Brief interruptions can disrupt workflow, requiring significant time to regain focus and leading to increased errors and stress. 

• Poorly Designed Workspaces: Lack of privacy, sound insulation, and ergonomic considerations can cause constant interruptions, physical discomfort, and decreased focus. 

Strategies to Combat Distractions 

Organizational Strategies 

• Dedicated Focus Time: Organizations can help by establishing specific times when employees can work uninterrupted, fostering an environment of deep focus and productivity. 

• Open Office Layout Considerations: By implementing soundproof booths, sound masking, acoustic panels, or quiet zones, organizations can minimize noise and create areas for focused work. 

• Employee Well-Being Programs: On the mental health side, organizations can support their employees by offering stress management workshops and wellness initiatives to improve overall focus and well-being. 

Individual Strategies 

• Create a Focused Workspace: Employees can take matters into their own hands by organizing their workspace to be free from clutter and using noise-canceling headphones to block out environmental noise. 

• Time Management Techniques: Employing methods like the Pomodoro Technique, which involves working in focused 25-minute bursts, can enhance concentration. 

• Digital Detox: If employees find themselves increasingly distracted, they can schedule specific times for checking emails and social media to avoid constant interruptions. 

• Mindfulness and Meditation: Whether at their desk, on a walk, or in a wellness room, employees can practice mindfulness and meditation to improve their focus and reduce stress. 

• Clear Communication: By clearly communicating thier work hours and availability to colleagues, employees can minimize interruptions. 

Office Solutions to Reduce Distractions 

Sound Masking 

Sound masking has proven benefits in reducing distractions and enhancing focus. It effectively masks unwanted noise, leading to fewer interruptions and improved concentration. Additionally, it enhances speech privacy, making conversations less intelligible and reducing overall noise levels. This contributes to higher employee satisfaction, improved privacy, and increased productivity. 

Acoustic Panels 

Acoustic panels are widely used to reduce noise reverberation and maintain confidentiality in various settings, such as offices, studios, and classrooms by absorbing, blocking, and covering noise. They can also provide visual privacy in open offices, creating defined spaces without complete physical separation. This helps to create a quieter and more focused work environment. 

Reservable Focus Rooms 

Focus rooms offer employees control over their work environment, which is highly valued. These rooms provide a quiet escape from interruptions, allowing for improved concentration and cognitive performance. They also contribute to enhanced well-being by reducing stress and providing a space for uninterrupted focus. Making these focus rooms reservable provides in-office and hybrid employees much needed control over their work environment. 

Conclusion 

Distractions at work can significantly impact productivity, mental health, and organizational performance. By understanding the negative effects of distractions and implementing strategies to mitigate them, both organizations and individuals can create a more focused, productive, and healthy work environment. Embracing solutions such as sound masking, acoustic panels, and reservable focus rooms, along with fostering good organizational and individual practices, can lead to a significant improvement in workplace well-being and efficiency. 

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In today’s corporate world, desk jobs are the norm, often requiring long hours of sedentary work. This lifestyle, while sometimes unavoidable, poses significant health risks. However, integrating active movement and exercise into your workday can counteract these negative effects, fostering a healthier and more productive workplace. Here’s why and how you can be more active. 

The Risks of a Sedentary Lifestyle 

Increased Risk of Heart Disease Prolonged sitting is linked to higher blood pressure, bad cholesterol, and larger waist circumference, all of which increase the risk of heart disease. Studies have shown that desk job workers have a 2.2% higher risk of cardiovascular disease over a 10-year period compared to those with more active jobs. 

Obesity and Mortality Risks Daily sitting time significantly impacts your health. For every additional two hours of sitting, there’s a 5% increase in the risk of obesity and a 7% increase in mortality risk. Over 12 years, those who sit for prolonged periods have a 1.4 times higher risk of premature death. 

Musculoskeletal Disorders Prolonged sitting can lead to musculoskeletal disorders, including back pain, neck pain, and joint stiffness. These issues can significantly impact your quality of life and productivity at work. 

Encouraging Movement in the Workplace 

Fortunately, having a desk job does not have to sentence someone to poor health forever. In fact, there are many ways companies and employees can take their health into their own hands. 

On-Site Facilities Many companies recognize the importance of health and wellness for their employees and seek to help by providing on-site facilities. Gyms, fitness classes, and recreational areas can encourage employees to take breaks and engage in physical activity. 

Walking Meetings Employees can make a difference in their health (and often their productivity) by transforming their traditional sit-down meetings into walking meetings. This simple change not only promotes physical activity but also can enhance creativity and reduce stress. 

Corporate Competitions Introducing corporate competitions that recognize and reward employees who consistently engage in a wellness activities can foster a culture of health and fitness. These competitions can be fun and motivating, encouraging everyone to participate. Companies can start small with a simple step competition. Whether it is a challenge for a week or for a month, engaging in a corporate competition can give employees the motivation they need to improve their health, build good habits, and stay active. 

Easy Desk Exercises 

Exercise can happen at your desk too! Incorporating simple exercises into your workday can make a significant difference. Here are a few to get you started: 

1. Seated Leg Raises 

• How: Sit up straight in your chair and extend one of your legs forward at a time, holding it for a could of five or ten seconds. Do a few reps of this throughout your workday. 

• Benefits: Strengthens the quadriceps and improves circulation in your legs. 

2. Chair Dips 

• How: Find a stationary chair (doing this on a chair with wheels is a recipe for disaster). Sit at the edge of your chair and place your hands beside your hips.  Slide off the edge of your chair and lower your body by bending your elbows. Push back up. Do as many reps as your are able and slowly increase them over time. 

• Benefits: Targets triceps and improves upper body strength. 

3. Neck Stretches 

• How: Cross your arms behind your back and gently roll your head from one side to the other stretching out your neck muscles. 

• Benefits: Relieves tension and reduces the risk of neck strain. 

4. Seated Torso Twist 

• How: Sitting upright, place your right hand on the back of the chair, twist your torso to the right, hold, then repeat on the left side. 

• Benefits: Enhances spinal mobility and relieves back tension. 

5. Standing Calf Raises 

• How: Stand and hold onto the desk for support and raise your heels off the ground before slowly lowering them back down. You can do this quickly or slowly depending on your preference. 

• Benefits: Strengthens calf muscles and boosts circulation. 

Making Movement a Habit 

In addition to desk exercises, consider integrating other habits into your workday so you get up and move: 

• Taking the Stairs: Opt for stairs over elevators whenever possible to stay active.  

• Take a lap: When you feel like you need a break, take a lap around the office before returning to your desk. 

• Standing Desks: Alternate between sitting and standing to reduce prolonged sitting. 

Products That Improve Health 

A BIFMA certified height adjustable desk 

What is BIFMA? 

BIFMA sets the standards for furniture safety, performance, and sustainability standards that impact people’s lives. 

A BIFMA certified height adjustable desk ranges from 22.6”-48.7”. With this range, the desk supports a resting elbow height of as low as the 5th percentile of women and as high as the 95th percentile of men. Comparatively, a height adjustable desk with a basic range does not accommodate the resting elbow height of 95% of women and 50% of men. When the desk is in full standing position, 30% of men are not accommodated. This translates to poor posture, tension in the neck and shoulders, and an increased chance for pain. When it comes to choosing a height adjustable desk, you don’t want basic, you want BIFMA! 

Moving Forward 

By incorporating these practices into your daily routine, you can significantly reduce the health risks associated with a sedentary lifestyle. Encouraging active movement and exercise in the workplace not only benefits individual health but also enhances overall productivity and well-being. 

Let’s embrace a culture of movement and wellness, making our workdays healthier and more dynamic. Start today with these simple steps and inspire others to join you on the path to a healthier lifestyle. 

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