AUDIOBASICS

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NEW RESPONSIBILITIES FORIT PROFESSIONALSThe role of an IT professional is a varied and changing one. While outsiders may think the focus is on maintaining and installing hardware and software, in reality the scope of the department is much more extensive and it continues to grow.

Not only that, but IT now has a central role to play in facilitating business goals, whether that’s delivering competitive advantage through technological innovation or demonstrating ROI on digital upgrades. In this way, IT impacts on multiple departments meaning it is often a driving force behind business agility.

With so much pressure on IT’s shoulders it is important to keep abreast of the latest developments in both technology and business strategy, and no where do these two combine more than in meeting rooms.

Meeting room technology is now very much under the control of the IT team, and with this change comes the need to be aware of how to create and manage a space that meets the needs of its users, enabling them to communicate effectively.

CREATING THE PERFECT MEETING SPACEThe aim of a meeting space is to enable ideas to be shared, decisions to be made and discussions to be had, and to do this all attendees have to be able to hear every detail of what’s going on without being distracted by unwanted sounds such as traffic noise, mechanical or construction interference or other sounds from the local environment. In a meeting room environment, the aim is always to enhance the

sounds we do want to hear and minimize the external influences.Speech, for example, is all about clarity – being able to easily understand what is being said by the people you are talking too, whether you’re in the same room or conference calling the other side of the world. Interference from unwanted sounds can have a profound effect on our ability to accurately perceive speech, yet clarity of speech

is of primary importance in many types of spaces – perhaps none more so than the corporate environment.You want the CEO’s speech to sound great; you want education sessions to be fully understood, you want webinars to be delivered seamlessly.To achieve that, anything that affects a participant’s ability to clearly hear the words being delivered needs to minimised or eliminated.

In other words, you need high-quality audio to get the most from your meeting and collaboration spaces.Effective meeting room audio can be achieved by being aware of ambient noise – common background sounds such as fans or traffic that can make it harder for participants to hear – and being aware of the technology available to help make conferences as effective as possible.

Small meeting rooms sitting up to 6 people accounts for 49% of meeting rooms in Western Europe and North America

49%

20% of meetings are being held in non-traditional areas such as in kitchens, breakout spaces, receptions and foyers

20%

11% of employees work from home three or more days a week

11%

There are 11 million meeting rooms in Western Europe and North America

11million

THE CHANGING WORKPLACE

Source: Futuresource Consulting: Collaboration, Innovation, Flexibility - Making Sense of Meeting Room Technology Spend

CREATING THE PERFECT MEETING SPACE

ENSURING EFFICIENT, PRODUCTIVE MEETINGSWhen it comes to creating a functional and effective meeting space your setup needs to consist of more than the speakers and microphone you use with your computer. Space and ambient noise can have a big impact on sound quality in audio-video conferencing, and poor equipment will not be able to counter either. Finding the right solution can mean the difference between efficient, productive meetings and situations in which participants struggle to hear what is said, conversations need to be repeated and attendee fatigue sets in. Nobody wants to walk into a meeting room, spend time setting up a call and then not be able to interact naturally with the people you’re speaking to, instead falling in to the frustrating situation of talking over one another and straining to hear what’s being said due to a poor microphone or low-quality speakers.

SIMPLE STEPS TO REDUCE AMBIENT NOISE

Turn down air conditioning, close windows

Opt for thick carpets, heavy curtains and fabric wall coverings in acoustically troublesome rooms

Don’t rustle papers and documents close to microphones

Put mobile phones on mute

ENSURING EFFICIENT, PRODUCTIVE MEETINGS

THE RIGHT TECHNOLOGY INSPIRES COLLABORATION Audio equipment designed specifically for conferencing will enable better conversational experiences while adapting to the quirks and preferences of the users – whether they choose to sit or stand when they speak, whether they move around the room or present at a central screen, for example. It is important that any technology intuitively helps the user to achieve their desired outcome, and audio is just the same. For example, central table mics will ensure everyone can be heard without having to pass a microphone from person to person, while ceiling mics can be effective in larger rooms, enabling all participants to be heard equally on the far end of the call no matter where they are in the room.Knowing your user, as well as knowing your room, can help to achieve good audio.

FOCUS ON ROI

High-quality audio offers a clear return on investment:Higher user uptake if the technology is effective and intuitive

More productive meetings if audio is clear and participants don’t have to repeat themselves

More efficient decision making if users can share information clearly and naturally

Audio can even generate revenue…More effective client meetings resulting in better outcomes

More natural and regular collaboration between disparate teams

Better engagement with customers and the ability to build trust and rapport

More professional, reliable webinar experiences

THE RIGHT TECHNOLOGY INSPIRES COLLABORATION

A BASIC AUDIO SETUPAchieving high-quality audio in rooms of different shapes and sizes does not have to be a difficult task. By following a number of guidelines, both technical and non-technical, it is possible to improve the acoustics of a room and create a space that is not only comfortable but fit for purpose – facilitating communication and collaboration, sharing information and making decisions.

SUMMARY

Meeting spaces should be functional, comfortable and encourage creativity and productivity

Clear sound is essential to every meeting and every business transaction

External influences can affect audio quality but steps can be taken to minimize this

Simple and intuitive conferencing equipment will encourage user uptake

High quality microphones are central to successful meetings

Audio can offer a clear ROI while also generating revenue opportunities

A BASIC AUDIO SETUP