Create a Plan for Upgrading Meeting Room Technology

Will you know when it’s time to refresh–or even replace–the technology in your meeting spaces? And if it is time, do you have a plan for implementing the upgrades? Unfortunately, by the time your teams are complaining about the technology, they’re already losing productivity. It helps to have a plan in place before you begin making piecemeal upgrades in a rush. 

Start by prioritizing employee needs. Employees—whether remote or in the office—want tools that are reliable and easy to use for collaborating and video conferencing. And employees who travel between their home workspace and the office want tools that are familiar and similar so they don’t need to adjust with each move. Here are some of the most important considerations when planning collaboration technology upgrades.

Comparing Bundled and Bespoke Collaboration Solutions

Should you build your own room system or choose a prepackaged solution like Microsoft Teams Rooms or Zoom Rooms systems? The answer depends on your budget and your needs for the room. A prepackaged bundle may come with tools like a display, microphone, all-in-one camera, speaker bars, and a touch-panel controller. One advantage to a bundled solution is that you can get the room up and running quickly because it will easily integrate with other solutions and you can operate it with a single button. However, such a solution may cost more than a custom solution, come with features you don’t need, and tie you to a single video conferencing platform. 

If you build your own meeting room solution, you have more control over which functionalities you get and what you spend. Just be aware that some trusted brands, like Poly, Cisco, and Logitech may cost more than lesser-known brands. Building a bespoke solution also requires more expertise to integrate and optimize, so it can pay to work with an audiovisual technology partner like Nationwide AV. They’ll ensure your system runs smoothly and includes all necessary components.

Upgrading Technology on a Budget

It’s important to keep up with hybrid work demands, so don't let your budget deter you from upgrading meeting room technology. Even if you don’t have the budget for a total overhaul, there are steps you can take to make necessary or gradual improvements. 

A technology partner can recommend a cost-effective solution within your budget or help you plan a phased approach to necessary upgrades. They can review your existing technologies and determine what needs to be replaced and when. With a long-term strategy, you can keep up with the needs of your business without overspending or investing in solutions that don’t make sense in the long run.

Plan for the Long Haul with Technology Upgrades

The strategic work doesn’t end with the system installation. You still have to ensure users are trained in the technologies so that they’ll make use of the investment. Users will also need ongoing support for unexpected issues that arise. 

Additionally, it’s important to schedule regular system updates and maintenance to maximize security and prevent downtime. Your internal technology team can perform these tasks, or a technology partner like Nationwide AV can help.

To learn more about upgrading your meeting room technology, read the white paper: "Pro Tips for Building Hybrid Meeting Rooms.”