Odds are fairly good that your organization employs various rooms for different kinds of meetings. There aren’t any hard and fast rules dictating which meetings happen where--sometimes it might just come down to a matter of availability--but if you have ample space, it’s a good idea to establish different spaces conducive to different kinds of collaboration and connection. Once you’ve done that, you’ll want to figure out how to incorporate video and audio solutions suitable for these specific spaces and the ways ideas circulate in them. Below are some suggestions for getting the most out of huddle rooms, meeting rooms and boardrooms.
The Huddle Room
Huddle rooms provide an intimate and less formal setting for small groups (we’re talking five or six people, tops) to get together for brainstorming sessions and impromptu meetings. Huddle rooms are small, so a fairly unobtrusive multi-function device is the way to go here. Something like Polycom Group Convene, which works together with the RealPresence Group Series, is a great solution for a smaller room that you’ll want to keep streamlined and clutter-free, but without sacrificing video and content-sharing capabilities. Don’t break the bank adding bells and whistles to a huddle room--this is the kind of space where ideas should run no risk of being overpowered by technology.
The Meeting Room
This is where the majority of your everday videoconferencing business will be conducted, and since you’re likely to pack the room with people on a regular basis, you’ll want a versatile array of audio and video solutions suitable for any kind of call or collaboration session. This means at least one high-quality camera with pan, tilt and zoom functions; multiple microphones; at least two HD video displays; and support for wireless presentation and content-sharing. Avaya’s Scopia XT Telepresence Platform is a great place to start for video-based communication and collaboration. With two simultaneous video channels, H.239 data collaboration, a digital microphone with CD-quality audio, and multi-touch control, this solution provides a solid foundation for A/V-assisted collaboration.
The Boardroom
The boardroom should be treated like a theater or auditorium. This is the place for high level conferences, important presentations and recorded announcements. A little razzle dazzle is called for. Consider Cisco's TelePresence TX9000 Series, which boasts three 65-inch screens and a three-camera set-up that will give your viewers a great view of the entire room. Your needs don’t end with top notch technology, though. Unlike huddle rooms and meeting rooms, which don’t require much in the way of furnishings, the boardroom should be carefully designed to convey the personality of your company. Consider furnishings and artwork that project a sense of order, authority and warmth. You don’t want to go so big and bold that you look forbiddingly powerful, but don’t go so casual that your viewers think you run your company out of a dorm room.
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