Will Your Meeting Spaces Ever Be Effective?
We’ll make collaboration & communication really work in the meeting room.
One of the big workplace concepts is Activity Based Working; setting up the physical and technical environment so that staff can undertake their key activities – quiet work, team discussion, downtime, etc.
A second and overlapping concept is effective Collaboration. Research by Deloitte Access Economics shows its importance in improving operational efficiency and competitive advantage (see below for detail).
Architects are great at designing those physical collaboration spaces – breakout and huddle spaces, meeting rooms, offices, common and outdoor areas. And ICT is great at providing the tools for the individual – BYOD and software tools – one person to one device, and the associated Unified Communications (UC) tools for interacting with remote participants.
But too often, the C&C (Collaboration and Communication) piece falls down when the team needs to meet, with failures and short-comings such as:
- Different tools in the meeting room for collaborating and communicating with external participants than what you would use at your desk.
- Poor technology choices for video, audio, touch and control for when the meeting spaces get larger and so viewability, audio clarity, distracting noise need to be dealt with properly.
- Different and inconsistent connections to the room’s video and audio systems, especially for visitors with their presentation materials
- Equipment failure leading to the tools not working when required.
These gaps in functionality, lack of tool familiarity and issues with reliability delay meeting start times, often lead to the team huddling around a laptop or smartphone or just not including the remote others, or cancellation of the meeting altogether. So effective Collaboration and Communication (C&C) is replaced with meeting frustration, and the costs in terms of wasted time and lost opportunity are enormous.
Why is it so?
Firstly, a definition…
Audio Visual (AV) = Communication and Collaboration in the Meeting Space
East Coast Audio Visual has been in business for over 20 years, so we’ve seen how these issues arise, and why they occur so often. We’ve identified 4 basic reasons why they arise, and so we’ve developed our eleVAte AV™ methodology to minimise their likelihood and so maximise your success:
|Reasons for why these issues arise||EleVAte AV™ elements|
|Business and technical requirements for C&C in the meeting space are poorly considered, let alone the project lifecycle from specification to use, support and evolve.||From Concept to Reality|
|ICT should own the technology solution for C&C but often aren’t involved in the requirements phase or don’t have the expertise to define AV needs, determine effective and integrated solutions, or support the AV environment||Integration with ICT|
|The default construction and tendering processes virtually ensures that the resulting C&C solutions in meeting spaces will be suboptimal||Smart Construction|
|AV that is poorly specified, and not owned or considered up-front from the operational and service perspectives will always be problematic until diagnosed and cured||Real world, Real time Support|
What To Do
Our eleVAte AV™ methodology is based on our belief that “Corporate AV should be Exceptional”.
We accept that this involves a journey from today’s realities, but to achieve that “Exceptional” goal, the organisation’s eyes must be elevated to see to the horizon. We believe that the best way to achieve that is with a trusted and proven AV partner able to take you on that journey.
So if your organisation has started on the Activity Based Working journey or you’re looking to upgrade you meeting rooms and you don’t think you’ve got the right team or partner to develop your Collaboration and Communication requirements for your meeting spaces, then give ECAV a call or email us.
If you’re not sure if the team currently working on this has the experience or methodology, ask to see:
- The questions they will ask your staff regarding meeting space requirements for C&C.
- The questions they will ask of ICT in regards the meeting spaces.
- Examples of how they translate those answers into specifications.
Background – Deloitte’s Collaboration research
The Deloitte Access Economics research paper “The Collaboration Economy” (link) highlights the benefits to business of improving your workplace collaboration. When employees collaborate:
- They work 15% faster, on average;
- 73% to do better work;
- 60% are innovative; and
- 56% are more satisfied.
Businesses with a collaborative strategy are:
- Twice as likely to outgrow their competitors; and
- More likely to improve their profit.
From the call, we will assess the customer and determine if:
- A grade opportunity – send the C&C questionnaire and offer a free consulting session
- Other – send the C&C questionnaire and offer charged consulting