Outdated or ineffective technology is a quick way to sour your relationship with those who use your facility. After all, companies want the best conference room technology — tools that are modern, easy to use, and adaptable.
No matter whether you’re a facility manager, team leader, or an IT professional, it’s your job to ensure that your conference rooms are equipped with solid tech. That’s why we’re here. At OfficeRnD, we help leaders manage their facilities every day. In this article, we walk you through specific tech features we recommend incorporating into your conference room. We also discuss how to choose and set up the right technology.
Quick Summary:
No matter if your team works mostly hybrid or fully on-site, you need the right conference room technology to have a productive meeting. Remote employees want to be able to collaborate in real-time and feel as if they’re in the same room.
As a manager, your responsibility is to provide your team members with what they need to do their best work. That means you must keep up-to-date with conference room technology trends and equipment that enables top-notch productivity and collaboration.
But budgets aren’t unlimited. You may need to choose a single meeting room to have everything you want and need.
Other meeting rooms might have smaller sets of tech features. Some may even have only the bare essentials.
Your goal as a facility manager is to invest in tech that attracts clients and avoids the cost of constant maintenance or turnover. With tools and equipment that serve diverse audiences, you can keep your hybrid workplaces humming.
Here’s a quick guide on how to set up a meeting room for success.
Now, let’s dive into the conference room specifics.
There are many areas where you can improve your conference room to give your attendees that sought-after immersive experience and ultimately, create high-tech conference rooms. Here are the main ones:
It doesn’t make sense to invest in expensive cameras and display tech if the room’s lighting is poor or even average. Remote conferencing and filming in-person presentations require proper lighting.
Well-lit workspaces also play a crucial role in keeping people focused, attentive, and productive. Plus, if you choose the right system, such as a smart system or motion sensors, you can reduce your facility’s energy consumption, which aids sustainability.
Here’s a good list of the best office lighting options.
And here are three popular brands known for their conference room lighting systems:
Wireless connections remove the need for cumbersome cables. They make meeting setups easier and provide a more organized environment.
Many technologies depend on strong wireless connectivity. Examples include the following:
If you’re managing a facility, make sure your conference rooms can handle high-bandwidth demands, as multiple hybrid companies will likely need them simultaneously at times.
Hybrid work is simply part of the equation now. After all, it’s been shown to improve work-life balance, increase productivity, and foster healthier lifestyles.
But to keep virtual meetings and brainstorming sessions engaging, you need tools that offer effective visuals and facilitate full participation. So, the software you choose should support high-definition video. Features like screen sharing and remote control access allow presenters to deliver more dynamic presentations.
Here are some important presentations and collaboration tools to consider:
Working under a hybrd work model? Here’s an extensive article on the best hybrid meeting equipment.
To ensure effective collaboration between team members, regardless of their individual locations, you need digital whiteboards for delivering presentations. Users can also share documents and photos and interact across devices with these tools.
Interactive displays add functionality that lets people interact directly with content, add notes, or make changes in real time. Touch screens, stylus pens, and advanced software help teams brainstorm new ideas and visualize together.
Here are three popular brands known for their digital whiteboards and interactive displays:
Sound is another area that requires careful attention when setting up or refurbishing a modern conference room. Clear audio facilitates focus and participation.
Fortunately, there are solutions available that use noise and echo cancellation technology. Some even feature AI-powered mixers so users can optimize sound levels on the fly.
These things give the conference room a professional vibe.
Here are three popular brands known for their audio conferencing equipment suitable for modern conference rooms:
Now, let’s be more specific with the audio equipment and talk about the microphones.
Remote participants need to hear and be heard by all other meeting participants. Quality microphones can capture sounds from all over the room.
A large venue may benefit from one or more ceiling-mounted microphones or speakers. But a smaller meeting room might be perfectly equipped with more conventional microphones and wall-mounted speakers.
Advanced microphone systems with directional capabilities or automatic speaker detection can adapt to who’s speaking and where they are in the room.
Here are three popular brands known for their microphones used in conference rooms:
Google Meet, Microsoft Teams, and Zoom aren’t always adequate. It can be awkward when some team members are around a table in a meeting room while others are connected virtually.
You need video conferencing software and tools to capture clear video. You also need to project images of the remote participants and content on a big screen or video wall.
Putting all that together with a great sound kit enables a seamless experience that sets the stage for highly effective communication — and productive meetings.
Here are three popular brands known for their video conferencing equipment suitable for conference rooms:
A key component of any video conferencing system is the camera.
There are many options to choose from, including the following:
Some models use facial recognition features and AI to track and zoom in on whoever is speaking. This is useful for remote participants but distracting if the images are projected live on a big screen in the room.
Allowing for personal preference is also important. Your conference room setup should allow participants to opt in or out of camera use.
For example, they may feel certain cameras are invasive or they need to restrict their camera use while sharing sensitive info.
You want to make sure each client feels comfortable and in control of their environment.
Here are three popular brands known for their high-definition cameras:
Large screens are standard in most conference rooms. They used to be intended for presentations or playing video clips, but nowadays, they also function as a roll call for everyone in a meeting when discussions are underway.
There are many options when it comes to these screens, such as the following:
These tools are a central feature of conference and meeting rooms and are used constantly.
And here are three popular brands known for their conference room displays:
A meeting room booking system streamlines the process of reserving meeting rooms and helps prevent double bookings and scheduling conflicts.
It makes room availability transparent, allowing teams to plan and coordinate accordingly. Plus, it helps ensure meeting spaces are used to their fullest potential.
In other words, they’re important.
OfficeRnD Workplace is a powerful, yet easy-to-use hybrid work management solution that has a user-friendly meeting room booking system.
It allows you to:
Often, the last piece of business in a meeting is deciding on a date and time for the next meeting with that same group.
Meeting room displays are often an extension of meeting booking systems, showing the room’s availability in real time. This allows users to set a date and reserve the same room for a future meeting.
Meeting attendees can also consult the meeting room display before each meeting to make sure they’re in the right place.
OfficeRnD Workplace offers intuitive meeting room displays that increase visibility, eliminate booking confusion, and integrate with Outlook and Google.
When we talk about choice, you need to know the best conference room technology for you.
It is also crucial to think ahead as you invest in technology. Virtual reality and voice recognition tools are becoming more commonplace in conference rooms. Look out for those.
Keep in mind, too, that each facility has site-specific factors, including the following:
The precise mix of technologies and products you choose is entirely up to you. Balance your budget with the demands of your target users.
If you’re a facility manager, it’s probably worth consulting your clients directly to gain their insights here. It’s a far better idea to use real client data than to try to guess what they want.
Choosing the right conference room technology for your hybrid workplace involves considering several factors to ensure seamless communication, collaboration, and productivity. As hybrid work models are currently prevalent, it’s crucial to equip conference rooms with technology that supports both in-person and remote participants effectively.
Start by understanding your team’s specific needs. Evaluate the types of meetings you typically hold—whether they are small huddles, large presentations, or collaborative brainstorming sessions. Determine the number of participants, both in-person and remote, and consider the level of interaction required during meetings.
Crystal-clear audio is essential. Choose microphones that capture voices accurately and reduce background noise. Shure MXA910 Ceiling Array Microphone and Audio-Technica ATND971a Cardioid Condenser Boundary Microphone are top choices. Ensure your audio conferencing system includes reliable speakers for clear sound output.
Interactive displays facilitate collaboration by allowing participants to share and annotate content in real-time. Consider displays like the Samsung Flip 2 or the LG 86TR3BF-B, which offer touch capabilities and high-resolution screens. These displays can transform any meeting into an engaging, productive session.
Select a unified communication platform that integrates video, audio, and collaboration tools. Platforms like Microsoft Teams, Zoom, and Cisco Webex provide comprehensive solutions that support seamless interaction between in-person and remote attendees.
Ensure the chosen technology integrates well with existing systems and is user-friendly. Complicated setups can hinder productivity and frustrate users. Opt for plug-and-play solutions that require minimal technical expertise to operate.
Lastly, consider the scalability of your technology. As your team grows, your conference room technology should be able to accommodate more users and adapt to evolving needs. Investing in modular systems can help future-proof your conference room setup.
By carefully evaluating these factors, you can select the right conference room technology that enhances collaboration, supports hybrid work, and drives productivity.
Buying and installing conference room technology isn’t a plug-and-play scenario. Setting it up for your facility can be a complicated process.
Here are some considerations to help ease the transition:
If you want your meeting room to provide optimal audio and visual experiences for users, pay attention to the room’s layout and acoustics.
There are four key aspects to consider here:
Businesses need to feel safe with their confidential and company-specific info at your facility.
The amount of security necessary will depend on the sensitivity of the information and the unique variables of your clients. But all companies are bound by at least some data privacy regulations and privacy concerns.
Here are several security mechanisms you can have in your arsenal:
Making tech improvements to an existing or new facility isn’t cheap. To ensure you get a solid return on your investment, deepen your understanding of what your target clients (or team members) want. You can survey users or analyze data on how your facilities are currently being used.
Also, new technology is often misunderstood. It can be misused or even broken if not used correctly.
One of your responsibilities as facilities manager is to train your staff on the new technology you install. All staff members should also be well-versed in the latest conference room technology trends.
No matter the workplace you manage, it relies oninnovative conference and meeting rooms for optimal team collaboration and communication. These spaces are right at the nexus of in-person and remote work.
As a facility manager, you want to serve your clients as well as protect your investment in these rooms. That’s best done with an efficient and easy-to-use workplace management platform like OfficeRnD Workplace, which not only allows you to book desks and meeting rooms, but to create a workplace where both people and work thrive.
Get started for free with OfficeRnD Workplace to see everything it can do for you.
Conference room technology is any product that helps to improve the quality of meeting room discussions. This includes audio or video equipment and shared resources.
An immersive experience in a conference is the feeling of being part of — and surrounded by — colleagues and fellow team members. Everyone is actively participating in the meeting, no matter their location. This experience may or may not involve virtual technology.
A smart meeting room is a conference or meeting space that features automated systems or integrated technology to deliver an interactive and productive experience.
In a conference room, essential technology includes a reliable high-speed internet connection, a projector or large display screen for presentations, and audio-visual equipment for clear sound and video conferencing capabilities. Additionally, having a speakerphone system, HDMI and USB connections, and possibly interactive whiteboards enhances the functionality and productivity of meetings, supporting both in-person and remote collaboration.
The best video conferencing system for conference rooms often depends on the specific needs and size of the organization. Systems like Zoom Rooms and Microsoft Teams Rooms are highly regarded for their ease of use, integration with other software, and reliable performance. Cisco Webex and Google Meet hardware also offer robust solutions with excellent video and audio quality, suitable for various room sizes, ensuring seamless communication across teams.
While the Meeting Owl Pro is popular for its 360-degree video and audio capture, alternatives like the Logitech Rally or Poly Studio might offer advantages depending on your needs. The Logitech Rally provides superior video and sound quality with a modular system adaptable for different room sizes. Poly Studio is noted for its advanced audio features and speaker tracking technology, making it ideal for dynamic discussions and larger rooms. Each system has unique features that can be better suited to specific conferencing demands.
The best technology for hybrid meetings typically includes a combination of high-quality video conferencing software and hardware that supports both in-person and remote participants effectively. Zoom and Microsoft Teams are top choices for their robust features, such as screen sharing, real-time collaboration, and integration with other productivity tools. Hardware like the Poly Studio X series or the Logitech Rally series enhances audio and video quality, ensuring that all participants, whether remote or onsite, can interact seamlessly and effectively.
For virtual meetings, the primary technology used includes video conferencing software such as Zoom, Microsoft Teams, and Google Meet. These platforms provide comprehensive features like video and audio calling, screen sharing, chat functions, and the ability to handle large numbers of participants simultaneously. They are widely adopted for their user-friendly interfaces and compatibility with various devices, facilitating effective communication and collaboration across locations.