Bring Your Own Device (BYOD) is starting to become the norm for meetings and work gatherings. As companies begin to provide access to multiple devices, like smartphones, tablets and laptops, these tools should promote productivity and the changing styles of communication. In today’s marketplace the concept of BYOD is becoming commonplace as users have grown accustomed to the personal and portable characteristics of tablets and smartphones. BYOD is no longer just an emerging trend, it is here and it will continue to transform the way businesses work. The one place that needs BYOD the most is the meeting room. And a professional solution should be integral to every company strategy, as it can significantly improve the quality of meetings, and reduce the amount of time spent in them.
Unengaging meetings and boring conferences are a thing of the past. Today, meeting rooms and huddle spaces have taken their place in how groups communicate. But, how do the participants become more involved in these events? BYOD can bring significant benefits to the meeting room. Sharing content across tablets and smartphones makes these devices useful for many different meeting scenarios, ranging from sales presentations, to training, to planning sessions. Bringing one’s own device to meetings is now an acceptable practice that allows everyone involved to participate and exchange ideas, files and plans. So, part of this new age of holding meetings requires us to redefine how we present, collaborate, communicate and share.
Presentation – Presentations that consist of “death by PowerPoint” are no longer a desirable practice during meetings and conferences. Rarely are participants able to exchange thoughts and ideas with others in a meaningful or impactful way. Nor does anyone take anything meaningful away from a one-sided presentation that feels more like a lecture. That’s why wireless presentation systems are making a big impact in the way people participate in meetings with their own devices.
Collaboration – Collaborate truly means to work together. But how do people work together when they are simply looking at a presentation on a projector screen or display? The true meaning of collaboration starts to take place when participants are engaging each other throughout meetings. This ultimately leads to a more effective use of meeting time and productivity from team members.
Communication – For meetings, all invited parties need to be able to access the conference from various locations. If any members are working remotely, their devices need to have the capability to connect with the home office’s conference room or line through audio and/or video. In line with wireless presentations and networks, the connections need to be stable to allow for clear communication exchange.
Streamline your presentations – Multiple people sharing a presentation can be a common occurrence, and one that can become seriously time-consuming, especially when each presenter has to plug their laptop into the projector, give out their own hand-outs, etc. By introducing BYOD, employees can use their own smartphones and tablets to give their presentations, using mobile apps from A/V specialists, to project their presentations wirelessly on to a single monitor. This allows presentations to run more quickly and smoothly.
Share your information – Wireless collaboration technologies, can bring participants’ devices together at the touch of a button, making meetings more productive. A wireless connection to a shared display from participants’ seats will remove the need for complex configuring and cabling. Get wireless or upgrade your wireless infrastructure. If you’re not wireless, get there! If you are wireless, make sure you are up to standard. Ensure that your Wi-Fi network provides the optimal speed and connections to support multiple devices and platforms, especially for audio and video communication, for internal and external team members.
Meeting Rooms and Huddle spaces have been evolving, and as a result, require more technological advancements that allow for a more productive and engaging experience. The wireless presentation and collaboration systems have a host of features to make more effective use of meeting time and productivity. Technology companies especially are exploring how it can increase productivity, employee happiness and efficiency in the workplace. Investing in the right technology is key to the success of bringing BYOD in to a meeting room environment. Mainly because technical issues are one of the foremost factors that negatively impact the effectiveness of meetings. Choosing a streamlined solution from A/V specialists which is fail-safe and easy-to-use, and you will quickly see meeting room performance improve.
Selecting an appropriate wireless collaboration solution will bring all of the devices together regardless of the operating system. With so many options for wireless collaboration, which product suits your current and future requirements for your meeting room? How can you begin the task of updating your conference room technology to support BYOD? Fortunately, there are several solid vendors that bring unique strengths to the wireless presentation and collaboration systems market. Barco’s ClickShare is an early pioneer in this realm, while Kramer’s VIA Collage & Connect PRO models have other features and benefits. Even AMX has its hand in the game with its relatively new ENZO product. Each product has its own unique strengths and benefits that can satisfy different meeting room requirements and sizes. Start checking out hardware and run it through a vetting process to whittle down your ideal selection.
Hardware – Review your current conference room set-up and how it is being used. If you are working with mostly internal employees, look at how the equipment works with different devices, especially smartphones and tablets. You will need to determine how the different hardware will work in connecting with multiple users for any teleconferencing or video conferencing with clients and vendors. Other considerations that must also be factored in to make certain that the hardware can support it include: the number of participants, number of displays supported, number of simultaneous sources displayed, Android/iOS APP support for mobile devices, security features, file sharing, moderator capability, and whiteboard annotation.
Software – Software on BYOD devices should be similar across platforms to ensure all team members can connect and share content. If your BYOD policy does not permit certain software usage, review what current software will meet conference room needs. If there is anything missing, it may be time to invest in new software tools.
The rising trend of Bring Your Own Device (BYOD), whether as an official enterprise policy or an informal practice by employees, has resulted in additional devices being increasingly used in the workplace, with inherent benefits for employees and organizations. It makes mobile and flexible working more straight-forward and improves the opportunities for collaboration.
Simple Control – Once the presentation and collaboration systems are in place, there is something else left to address. Using a simple control system would be the ideal method of controlling your sources and inputs on the displays and projectors in use. With the touch of a single button a control system can set the entire meeting room up including lighting, shading, projector/display power control, and so much more. Toggling between inputs on a remote control is an antiquated concept, and a waste of productive time. Not to mention, lost remotes and lost time spent changing settings, inputs and adjusting screen resolutions affect the bottom line. The result is increasing productivity while reducing costs and maximizing employee time. This also makes it both secure and easy for your users.
The goal of BYOD should be to provide both flexibility and empowerment to employees while promoting productivity to reach assigned targets and goals as a team. To do that, there needs to be a clear policy with the proper tools to support all.