Video conferencing systems are more in demand now than ever. As a result of the lockdown imposed to which we have been subjected in order to try to prevent further spread of the Covid-19 virus, video calls have skyrocketed exponentially. Not only to communicate as closely as possible with our families and friends, but also as the only remedy for students of all academic levels to continue receiving their training, to name one of the many sectors that have been affected by this situation. As for the business sector, these virtual tools have become an essential solution to be able to continue working together and in harmony with the rest of their colleagues.
In this post, we will try to focus on this new situation in view of a not-too-distant future in which we will increasingly be conditioned by the most novel and innovative digital methods. First, we will identify the advantages that videoconferencing can bring to your business and, later, a series of tips that will help you adapt your room so that this experience leads to the most satisfactory results for the teleconference participants.
From Inspira Workspaces, we have always been very aware of the importance of these systems that greatly facilitate the holding of meetings in which not all participants can always be physically present. We have this itinerary Logitech brand video conferencing system, suitable for medium and large meeting rooms, to which we have added two expansion speakers to maximize audio quality throughout the room. Through the famous application of Webex, we create a corporate account We offer each of our clients the ability to hold video conferences whenever they want. What do they have to do? Absolutely nothing. There is no need to install any software, they simply inform us of the time of the meeting and the email addresses of each participant and we organize everything, notifying each attendee and leaving everything scheduled and ready for that digital conference.
Below, I leave you a video that explains very well how to use the Webez tool in a very simple and visual way:
Obviously, after the “Boom” of the health alert, this service has increased a lot, and we are very happy to be able to provide our clients with this service so that they can continue with their business as comfortably as possible. We have even been organizing virtual meetings through our platform so that our clients can meet even if they are each at home.
But, long before all this happened, we realized that open offices are becoming more and more common, providing numerous benefits for companies but also disadvantages in terms of factors such as intimacy and silence. This is why many business professionals request it every day. meeting rooms in our facilities with the aim of finding a space in which to hold a meeting between company members that offers the privacy they cannot find in their offices.
Well, although it may seem surprising, according to a study carried out by the publishing house Business Publications Spain (specialized in the field of Information Technology), it is estimated that "Of the 30 to 40 million meeting rooms in the world, less than 2% of them are video-enabled."
I honestly think it is essential that a room offers me the possibility of holding a video conference. We must be aware that times are moving forward and more and more functions are being digitalized and, from the core of each company, we have to do everything possible to adapt to this situation.
In addition, more and more companies are opting to hold these types of virtual meetings. Why? Because of the following advantages they provide:
Advantage #1. Reduction in travel costs.
When a meeting brings together people from different geographical locations, the company must take into account the costs involved in travel. Transport, accommodation and meals. Money that is invested to hold a meeting that only lasts a few hours.
Advantage #2. Time saving.
Because the person who needs to meet doesn't have to waste time travelling. Without leaving their workplace, they can hold the meeting without having to spend hours waiting to get on a train and make the journey.
Advantage #3. Environmental factor.
Let us not forget this, because by saving ourselves travel we will be contributing to not further damaging the ozone layer with the pollution caused by means of transport.
Returning to the article I mentioned earlier, how do we adapt a room for conducting such video conferences?
Step #1. Success lies in simplicity.
It is very important that each of the audio and video devices that you install in the room are easy to understand and easy to use. We must realize that not everyone is familiar with technology or has extensive knowledge of these types of systems, so it is key that these systems are accessible to everyone's use and understanding, that is, that no technical assistance is necessary.
Step #2. Visual quality.
We must match the field of view with the physical space of the room. Not all devices are suitable for all types of spaces. In the case of very large rooms, designed to accommodate a large number of people, the ideal would be to have a wide-angle camera that guarantees the correct vision of both the people closest to the camera and those furthest from it. As I mentioned at the beginning of the post, we already have this Logitech brand video conferencing system, which I really recommend to everyone because it is of optimal quality and above all adaptable to any need, a key point for us. However, to give you another alternative, a very good idea is this all-in-one Conference Camera with ultra wide-angle lens, MEETUP. I leave you HERE the link so you can get an idea of the features of the device I am telling you about.
In any case, it is also interesting to have vision devices that offer the possibility of 360-degree recording, such as this system called Meeting Owl, or Conference Owl video.
It's great to have these technologies that ensure that all attendees in the room who are also projecting can see each other. In this way, the person who is not present at the meeting can see, just like the rest of the attendees, what is being projected on the screen in the room.
Step #3. Flexibility.
En Inspira Workspaces We are very fortunate to be able to offer our clients the possibility of configuring and creating a room according to the needs of their meeting. We have rooms separated by movable modules that allow us to transform spaces by simply expanding or retracting these panels. In this way, we can adapt to the number of attendees. In addition, we have a system of retractable furniture, that is, we can hide them when not needed and quickly appear if necessary. Folding tables, projection systems and modular walls, among other things, mean that we have versatile, flexible spaces that can be adapted to every type of need.
Step #4. Network width.
Essential to ensure the highest quality connection and navigation through the virtual world. We must bear in mind that several meetings are held simultaneously in the workspace, and we must ensure that all of them have optimal digital fluidity and connection quality. In addition, we must not forget that very important and often confidential issues are discussed in these meetings. Therefore, we must assure our clients that we have the necessary privacy and security systems to ensure maximum discretion and confidentiality. At Inspira Workspaces, several years ago we made the decision to make a strong investment in a network infrastructure that gives us speed, simplicity and security at the same time. We have the possibility of creating a private VLAN for your meeting, prioritizing traffic, balancing traffic according to needs, creating rules of different types... We work with CISCO, PEPLINK and UBIQUITY, hardware that offers us the maximum guarantees so that there are no surprises
In summary, if you are thinking of adapting your rooms to carry out these highly demanded video conferences, you must first consider the following criteria:
- Room size.
- Turnout.
- How many locations you will need to connect to at once.
- Safety criteria
- Participation needs of the different participants
- Need to display all meeting attendees on the same grid
- Needs to control, project and share said projection
- Need to control the projection from different devices wirelessly (laptops, mobiles, etc.)
- Powerful network system that ensures a smooth, drop-free connection.
- Systems/Platforms for sharing documents online.
Taking these parameters into account, all you have to do is choose:
- Camera that allows all meeting attendees to see.
- Microphone (may or may not be integrated into the camera) and speakers. Another solution that we have in Inspira Workspaces It is a wireless microphone, ideal for very large groups in school or theater to participate and all virtual locations can listen.
- Screen that plays videos and presentations.
However, as I mentioned at the beginning of this article, time is moving at an unstoppable speed and more and more incredible and convenient virtual solutions are emerging that leave us (or at least I am amazed) with our mouths open. I say this because, very recently, I came across an article that I found really shocking:
Yes, as you read. Hold virtual meetings through a device as immersive as virtual reality glasses. This idea arose to fill a gap in conventional videoconferences: the lack of interaction and closeness when not sharing the same environment. But what do these meetings consist of? You may be wondering. Well, let me tell you. Each participant creates their own character, as if it were an avatar. Yes, yes, you design your own digital “self”. Once you have your character, you begin to share a simulated space with the rest of your colleagues in this virtual reality. Well, although it may seem incredible, the objective of this system is to offer the “attendees” the possibility of being able to look at each other directly and even touch each other, which makes these meetings much closer and more interactive than a traditional videoconference.
In addition, this system continues to allow you to share all multimedia material in all formats with the rest of the attendees, and also to be able to interact virtually with it, having a space in which to upload different documentation, being able to download materials and being able to upload your own version with your notes and modifications.
I was struck by the fact that this system also allows participants to draw graphs virtually, graphs that can be modified in real time.
I conclude by stating that I am completely sure that the era of virtual conferences is beginning to gain momentum these days and I think it is here to stay. As more and more videoconferences begin to take place, the systems will become more specialized and every day new and modern video communication tools and applications will be released that will leave us all with the feeling of living in a futuristic world that is getting closer to our present reality every day. Our work from Inspire Wokspaces It will always be about meeting expectations and ensuring that all our clients have the most cutting-edge technology that successfully meets all their needs, both in person and virtually.
