When technology was newer, it was easier to decide which equipment to install because there were so few options. Now, with an abundance of technology to choose from, these decisions are harder but still need to be made to enhance workplace efficiency. In order to have a truly efficient workplace, your meeting rooms must be optimized with the right audiovisual equipment. But if you aren’t tech savvy, how do you know what equipment your meeting rooms need? And if you’re on a budget, how can you distinguish between the necessary equipment and the supplementary equipment? This guide will go over the main pieces of equipment that are absolutely necessary in any meeting room for an advanced and efficient space.
The most overlooked part of any meeting room is the control panel. Like the name implies, control panels control the rest of the audiovisual equipment in your meeting room. Without one, you’d be left to turn everything on by hand, which isn’t too much of a hassle, but it does eat away at efficiency, especially if you have to go through these steps every time you have a meeting. On the other hand, control panel allow your meetings to begin almost as soon as you step into the room.
Control panels are programmed with different settings that allow you to use your meeting room in different ways depending on your needs. For example, hosting a videoconference would require different equipment than a presentation, and both of these would require different equipment than a brainstorming session. With a control panel, each of these uses is programmed with its own button that powers on everything you need for that specific meeting type. To start your meeting, all you need to do is press the button that corresponds to your desired meeting type and let the control panel do the rest.
A meeting room without a display is like a gaming console without games: useless. The whole point of a meeting room—on top of holding meetings—is to be able to host presentations and videoconferences. Without a display, these options aren’t possible. You’d have to resort to using a laptop, which means people around the room won’t be able to clearly see your presentation or the people on the other side of the videoconference. This ultimately destroys the purpose of your meeting room.
When choosing a display, the most important factor is size. Most displays nowadays have acceptable image quality, but image quality is useless if the display isn’t big enough to be seen from the back of the room. For a fully optimized meeting room, you need at least one display that’s large enough so it can be clearly seen from every vantage point in the room. This way, your presentations and videoconferences are fully accessible to every employee in the meeting room, and thus, these meetings are as efficient as possible since everyone receives the information at the same time without restrictions. If you have a larger conference room, you may need more than one display placed around the room to ensure everyone can accurately see the content being displayed.
Cameras, Microphones, and Speakers
While displays facilitate videoconferences in meeting rooms, cameras, microphones, and speakers make them possible. As you may have guessed, videoconferences are unattainable without an additional camera in the room. Once again, you could use the camera from your laptop, but you are almost guaranteed to leave some employees out of the frame, which will decrease participation from those employees.