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Stop Struggling With Technology: How Facility Managers Can Streamline Their Meeting Room Workflow

How often do you find yourself saying, “I wish there was an easier way to do this”? Well, it’s likely that there are quite a few facility managers that use this phrase every day.

One of the biggest challenges they face today is the ability to effectively manage their meeting room space so that they can satisfy the needs of the business and its employees. These needs include access to user-friendly and secure meeting room technology. The good news is that there are much easier ways to streamline your meeting room workflow.

The way we attend and hold meetings is rapidly changing with the steady rise of video conferencing. Pre-Pandemic, most meetings were held face-to-face. However, since the Pandemic we have had a huge rise in hybrid meetings. Therefore, it’s important that meeting rooms evolve to meet the expectations of employees, such as secure, up to date-tech and sufficient space. Up-to-date and user-friendly meeting room technology can help streamline meeting workflows and processes. It takes the mundane tasks off the shoulders of employees and facility managers, so they can spend more time focusing on the work that matters. Plus, it allows employees to have more time to be productive during the workday.

However, when it comes to meeting room technology, organisations sometimes encounter issues with technology failure and incompatibility. According to a recent survey from Kinly, approximately three out of ten people routinely worry about technology failure, and 28% of respondents worry about incompatible technology. This is often due to outdated and difficult to use technology in the meeting room. When an organisation lacks consistent, user-friendly technology, users often experience frustration and stress—which can then lead to unproductive meetings.

Problems caused by outdated and difficult to use meeting room technology

Employees expect that the tools they use will support their current workflows rather than adding any difficulty – which is far too frequently the case. When users are forced to connect different cables such as HDMI, or manually configure the meeting audio and video to different software, meetings are often delayed, users are frustrated, productivity decreases and attendees are less engaged.

Here are 3 common issues in meeting rooms that facility managers should be aware of and prevent:

1. Complex logins

Many meeting room tools have an extremely complex log in process. By the time users figure out the password settings and log in to the meeting, they are already running late. When deciding on meeting room software, simple is better, but of course still making sure it is safe and secure at the same time. Our Launcher solution will do just that. With Launcher added to your meeting room screens, users have quick and easy access to all their calls (regardless of the platform) and favourite apps – without compromising on security or locking into a single UC vendor.

2. Delayed meetings due to HDMI cables

Nothing is more frustrating than preparing for a big meeting only to find that HDMI cables are causing connectivity problems such as loss of audio or poor screen resolution– not to mention these cables can make your meeting room look cluttered and messy. Furthermore, connecting and disconnecting HDMI cables to various devices takes time. A cost-effective and easy fix to this problem is to integrate wireless technology into the meeting room, such as screen sharing software, to have a clutter-free, hassle-free set up.

3. Device incompatibility

Getting a hybrid meeting started can be difficult for some people, and more times than one it comes down to device incompatibility. There are many outdated vendor-locked conference room technology systems that are incompatible with the latest laptops, smartphones and tablets, which limits the connections to particular software or operating systems. This is a huge issue, especially with the rise of hybrid meetings and the need for up-to-date technology.

Meeting room technology can streamline meeting room workflow for facility managers

If meetings are said to be the vehicle of productivity, then the technology inside the meeting room is the engine. Here are 3 examples of meeting room technology that could be useful for facility managers to consider.

1. Wireless presentation systems

Meeting room technology should support meetings, empower employees, and provide a better work environment, and wireless presentation systems such as screen-sharing allow numerous presenters to easily share information with no time wasted when switching between presenters. Screen-sharing allows for flexibility and is intuitive and user-friendly – not to mention require minimal cost and setup.

With our wireless screen sharing tool, Montage, anyone can present their content to the front of the room from any device. Plus, no network dependencies mean room users can connect their devices to the screen across any network. And as a software-only solution, there are no adaptors or cables needed.

2. 4K Displays

4K displays are now the standard in many businesses. The high pixel density of a 4K screen isn’t just for gamers; these displays offer capabilities for various applications in the meeting room. The high-quality detail means product developers can show off new designs in all their glory, or healthcare and engineering professionals can take their clients through detailed imaging and walkthroughs. These displays also increase visibility for all in the room under varying ambient lighting conditions, thanks to brightness and contrast levels.

3. HD Audio

An EPOS survey revealed that workers spend on average, five hours and nineteen minutes daily on activities related to sound and meetings – whether virtual or face-to-face. Worryingly, nearly every respondent said their concentration and efficiency had been negatively impacted as a result of these sound issues.

As hybrid meetings become the norm, having a good quality speaker and microphone in the meeting room is essential for creating a clear and natural experience for those both in and outside of the room.

Streamline your meeting room workflow with DisplayNote Launcher

With Launcher added to your meeting room screens, users have quick and easy access to all their calls (regardless of the platform) and favourite apps – without compromising on security or locking into a single UC vendor. Plus, with Launcher’s Kiosk Mode, IT Administrators are in control of what users can and can’t access on the meeting room system. You can easily customize the screen with the apps and tools you choose, so meeting room attendees can’t meddle with the settings or download any unapproved software.

Originally published by DisplayNote Launcher


approximately three out of ten people routinely worry about technology failure, and 28% of respondents worry about incompatible technology