Coming to the Collaborative workplaces, here are the basic requirements that need to work well. Whether this is a huddle room, a 2 seater, an 8 seater, a lounge setup, a war room, a massive boardroom, a think space or any other zone of the office designed around collaboration, the basics remain the same:
• The projector or TV
• Connection for HDMI, VGA, Miracast, wireless
• Charging ports for portable devices like iPads, laptops, phones
• An audio device or conference calling system
• Good internet
• Camera for video conferencing
These are the bare essentials needed to operate efficiently for the employees to be able to get their tasks done. A normal office environment usually has multiple conference rooms or meeting rooms that can be utilized by the employees. But how to monitor and maintain records of the usage of such environments? Not to mention, maintaining the lights and climate control usage of these rooms when they aren’t occupied.
For this, there are scheduling solutions that can be integrated with the automated infrastructure of the office as well as with the calendar or management software employed by the office.
So in an ideal environment, "say an employee has a meeting scheduled over Skype® at 2 pm on Wednesday, he will go on his office calendar and make an entry for booking the required meeting room for the appointed time. If the room is available, it will be booked, and the scheduler device outside the room will be updated with this entry. At 10 minutes before the meeting, the room will be programmed to come on automatically if it isn’t in use (if it’s in another meeting, those occupants will get a warning to wrap up their meeting and vacate the room), with the climate control turning on and the lights coming on. Once the meeting is over and the room vacated, the sensor in the room will detect that there is zero occupancy and no other scheduled meetings, it will automatically switch off all the devices within that room."
For unified communication or communication through different devices in a conference room, there are specific UC based devices available that offer excellent quality conference room management through a seamless audio and video control over wired and wireless communication. The conference room must be uncluttered and must never cause delays to work. The presentations should be seamless, switching between presentations, or having multiple screens at once, good audio without latency, pleasant room environment with intuitive climate control are just necessities in today’s workplaces.
At the end of the month, the calendars can quantify the amount of usage of a room and for what purpose. This helps management assess what spaces are efficiently, inefficiently utilized, and assign changes accordingly.