Having problems with your meeting and conference rooms? You may not even realize just how much better your experience with these spaces could be, but Dobil is here to teach you! Read along as we point out some obstacles you likely have come across… and how to fix them!
Problems With Meeting and Conference Rooms
Properly working conference room spaces are extremely important, especially in the days of Zoom video conferencing. The top 3 problems that offices experience with meeting and conference rooms include room scheduling issues, device connection problems, and the art of having WAY too many options to choose from – technology wise.
1. Room Scheduling:
First things first, can you find a room in your office building that isn’t booked? Has Conor claimed the room you need for your presentation all week? There is nothing worse than a conference room squatter. Maybe there is a conference room squatter that doesn’t even use the room! We’ve all been there and have had to deal with people like Conor.
It is time to implement an intelligent room scheduling system. We’ve all seen the panels that light up green for vacant or red for occupied outside of a meeting room but those don’t help much if the light is red and no one is in the room. Make sure that when you make the investment in a room scheduling system that the system is able to tell if that room that Conor booked all week is actually in use or not. With an occupancy sensor and a little bit of programming the scheduling system is able to know whether the meeting rooms are occupied or not. If he’s not in there for a predetermined time after the meeting is supposed to start, the room becomes free again. Problem solved!
2. Device Connections:
Second, you’ve booked the meeting room that you need and you’ve prepared for your presentation all week. The meeting is about to start and you don’t have the right dongle to connect to the system. Or you have to embarrassingly crawl under the table to find the right wire to connect. Now you’ve wasted the first number of minutes of the meeting trying to get connected to the system and you have an audience sitting there watching you struggle.
The easiest way to avoid this situation is to use wireless presentation. By going this avenue there is no worrying about cables, dongles, or even what kind of computer/tablet/phone you’re sharing with. Wireless presentation makes all of these problems go away. Most of the manufacturers of these devices are very simple to use, and gives you the ability to connect to the display in seconds and in most cases more than 1 user can share content. When proposing this as a solution 99/100 IT departments raise an eyebrow until they find out how secure these devices actually are and how they’re designed to flourish on an enterprise network. Again, another problem solved!
3. Too many options:
Have you ever been in a room with a system that is overly complicated for no reason? You’re looking at a table of remotes and a touch panel with infinite options and you feel like you’re in NASA’s Mission Control Center. Next you pick up the packet of instructions that are nicely laminated next to you and you have 5 minutes to read through it and figure out how to launch the next Apollo mission, and all you wanted was to plug in your laptop and make a conference call… Good luck!
What if you walked into the meeting room and the system turned on for you? What if whenever you plugged in your laptop the system automatically displayed on the screen? What if you were able to dial into your conference with your cell phone and the room sound system paired with it? What if it was that easy? What if the system knew what you wanted to do and helped you instead of fought you? All of these things are not ideas of the future, they’re happening right now. Companies like yours are using these technologies to meet more effectively, to save time and resources and it doesn’t break the bank, and third problem solved!