Commercial Sound and Video Systems
Boardrooms are where your company’s most important decisions are made. Traditional board meetings often include directors spread around the country or world, and boardrooms are also repurposed for important virtual meetings with clients, partners, and prospects. The fastest way to undermine these essential meetings and their critical business is to experience technology issues.
Video conferencing technology should work when you need it to — every time. That’s the bottom line.
But too often, IT managers or other staff have to intervene and troubleshoot video and audio issues before a meeting starts, leading to delays, frustration, and embarrassment for the meeting hosts.
If you’re like most decision-makers at corporations, you’re beginning to reevaluate the technology used for your video conferencing in boardrooms. You’re seeking technology that works on-demand, but there are so many options on the market and so much information to wade through as you consider your options.
That’s why we created this guide to key considerations for video conferencing for boardrooms. When you want effortless, reliable video conferencing that supports productivity and collaboration, start by looking at these seven factors.
The first priority is defining how a space will be used. What types of meetings will be held in the space? How many people attend? Where will they be seated? How will the room be laid out?
Boardrooms are unique spaces with a specific size, function, and layout. Your video conferencing system should be customized to those characteristics. For example, the number of people who attend and where they sit will dictate camera placement and visibility and the ideal locations for microphones and speakers (to ensure sound clarity with little distortion or echo).
At CSAV Systems, we start our projects by understanding how a space will be used. That understanding serves as the foundation for creating custom solutions that allow the space to fulfill its purpose without issue or delay.
For better or worse, the quality of your video and audio equipment can send an implicit message about your organization’s professionalism. That’s why quality matters — especially in video conferencing for boardrooms, where many important conversations occur.
We typically recommend HD or 4K cameras for boardrooms. We also recommend noise-canceling technology to reduce background noise and higher-quality microphones and speakers that ensure even sound distribution across the room. Sound masking can also enhance privacy and clarity in boardrooms and other meeting spaces. Large video walls or multi-monitor setups can enhance the experience, especially in larger boardrooms, reinforcing your organization’s commitment to professionalism.
Video conferencing in boardrooms should be easy to use. For example, imagine your organization’s CEO needs to have an impromptu call with a key client and would like to use the boardroom. Launching a video conference should be intuitive, fast, and easy.
Control panels or touch interfaces should allow users to quickly switch inputs, start/stop calls, and adjust settings easily. No one should wonder how they can share a screen, and never should there be an issue of one party on a call being unable to hear the other. Video conferencing is meant to streamline communication and enhance productivity. If launching a simple call requires significant troubleshooting, there’s nothing streamlined or productive about it.
At CSAV, we provide user training after every installation. We believe that the success of a video conferencing system is highly dependent on the team’s ability to use the system whenever needed. Our training ensures that video conferencing is accessible with minimal interruptions.
Anyone who’s worked in the corporate world since the pandemic started knows that different organizations have different video conferencing tools. While the tools may change, your system remains the same, which means it needs to be able to facilitate calls across Zoom, Google Meet, Microsoft Teams, and other video conferencing services.
The ultimate goal is flexibility and compatibility. No matter the meeting type, it should be simple for even guests in your office to quickly launch or join video conferencing calls, communicate clearly with others, present from devices wirelessly, and otherwise collaborate with remote participants.
As you consider vendors for video conferencing technology in boardrooms, ask about ongoing support and maintenance. Rather than choosing a vendor to install a video conferencing system, look for a true partner invested in your long-term success using the system.
At CSAV, we offer an unmatched three-year warranty. This extended warranty delivers our clients peace of mind and ensures that they have access to solutions if problems arise. We also provide ongoing support post-installation. We’re here to help when questions emerge or if your team needs guidance in maximizing its investment in a video conferencing solution.
As you create a budget for your video conferencing system, consider the initial investment and the long-term value it yields. If you choose the least expensive system and lowest bid for installation, you may find that the lack of quality and ease of use detract from productivity—and that there’s no ongoing support available to help you as issues emerge.
Rather than choosing the lowest price and bid, look for a blend of quality and affordability. When you secure a high-quality video conferencing system at a reasonable price, plus a vendor for installation that provides a long-term warranty and ongoing support, you’re far more likely to enjoy long-term value for your investment.
Customization is also one key to maximizing ROI. When you work with someone who customizes a solution to your unique room layouts and specific business needs, that tailored solution is more likely to deliver the value you’re looking for in video conferencing for boardrooms.
The goal is to make a remote meeting feel as much like an in-person meeting as possible, so enhance video conferencing in your boardroom with additional features like interactive whiteboards, annotation tools, and other features to increase engagement.
As you consider additional features, consider other purposes for the boardroom. Some boardrooms double as training rooms or collaboration spaces. With the right setup, tools, and features, you can build flexibility into the space, making it a productive setting for multiple purposes.
Make the Most of Your Video Conferencing for Boardrooms With CSAV SystemsAt CSAV Systems, we specialize in helping corporate clients throughout New Jersey and surrounding states transform their boardrooms into highly productive collaboration spaces by using a high-quality, easy-to-use video conferencing system.
We spend time getting to know your space and how it’s used so that we can recommend the perfect custom solution. We’re committed to delivering the right video conferencing solution for your boardroom, and we also commit to your ongoing success through employee training, on-demand support, and a three-year warranty.
If you’re ready to reinforce your professionalism with high-quality video conferencing in your boardroom, we’re here to help. Get started with a free system analysis.
