The conference room. It used to be so simple. You walked in, sat down, and immediately began to discuss critical business decisions. You may have even used a whiteboard or flipchart to brainstorm. Ideas flowed. People left energized and ready to tackle the next business challenge.
Now? It can take 20 minutes just to figure out how to turn on the video system and connect your laptop so you can include remote guests. Or, you end up contacting the IT department only to discover your video platform isn’t compatible, and you need an HDMI connector instead of a USB-C.
When did the conference room become so complex and frustrating?
Truth is, audio-visual (AV) technology in itself is a challenge that needs to be overcome in many businesses. Top AV integrators know how to address these and other pain points to help organizations recapture time spent trying to figure out their system and keep their teams connected.
RELATED: Get the AV Purchasing Guide
Questions to Ask About AV System Needs
For a typical business, AV systems are most often used in meeting rooms and include a combination of audio and visual elements to provide a multimedia experience.
An AV system seems pretty straightforward at first. You just need a display screen and speakers, right? While those elements are critical, there are numerous other factors to consider:
- What type and how many displays do you need (flat panel or projector and screen)?
- What type of microphones are needed, and based on the size and sound quality of the room, where should they be positioned?
- Where should speakers or sound bars be mounted (display, wall-mount, ceiling, etc.)?
- Will cameras need to be added to display people in the room?
- How will users connect to the system (wirelessly, HDMI, VGA, USB-C plug-ins, etc.)?
- Which video conferencing applications are used (Zoom, Microsoft Teams, Google Meet, etc.)?
- What operating systems are used, and will presenters have to bring their own devices?
- How will users turn the system on and operate it?
For as much as technology has streamlined processes and made it possible to connect with colleagues around the world, it’s also proven to be a hindrance when it hasn’t been thoroughly planned and implemented. That’s why it’s critical to work with a top AV integrator to help determine your needs and evaluate your business processes and software tools.
RELATED CASE STUDY: State-of-the-Art Training Center & Conference Rooms
Advanced AV Features to Consider
When someone hears that an AV system is robust or has advanced capabilities, the first concern is ease of use. However, many of today’s systems are being designed with simplicity and the user in mind.
Devices can be configured to be either native or agnostic. A native system is tailored to work with your company’s designated video conferencing platform. An agnostic system, however, is not tied to a specific operating system or video conferencing software. So, if a client prefers Zoom, and your office uses Microsoft Teams, you can switch to the other cloud platform and still connect easily.
Special cameras can be installed to provide group framing; they open and close the view to only capture people in the room. This type of AI-enabled system can even track a speaker to frame the person who’s talking.
A conference room’s AV system can be assigned an email address for scheduling and quick connectivity. This enables the user interface to create the same experience as would be had on a computer; just click a button in the calendar invite, and you’re connected.
These are just a few of the options available in modern AV systems that your team will want to consider.
Complexity is the Enemy
There’s no single “best” solution. The right AV solution for you is one that empowers your employees and encourages collaboration, discussion, and innovation. If you work with a company that designs and installs a complex system with a difficult user interface or poor audio and video quality, people simply won’t use it.
Choosing the right AV integrator is just as important as choosing the right system. You’ll want a user-friendly, scalable AV solution from a partner who conducts a thorough assessment of your needs and recommends a practical, right-sized solution. They’ll also determine how to integrate with existing systems, design and implement any necessary cabling, and install cameras, speakers, microphones, and more.
A true partner can also ensure your system is scalable and standardized across your company, whether in the same building or at other facilities across the country. If team members travel from one location to another, they’ll know how to operate the system just as if they were at the home office.
ASD’s expertise in designing, installing, and servicing AV equipment helps ensure project success, and our nationwide service and personalized approach make it an enjoyable experience. Contact our team of AV professionals today for a consultation, and remember to access our Audio Visual Purchasing Guidebook.
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