Category AVI-SPL

How to Promote Video Collaboration in Your Workplace

As we use video conferencing systems more often in the workplace, we are working together to address challenges and complete projects. The use of video conferencing in companies of all types and sizes reflects a need to improve employee engagement and productivity.

To promote video collaboration in your organization, deploy user-friendly video conferencing systems in your meeting rooms. That’s one of the major takeaways from a recent paper by Wainhouse Research, “Profiting From a Business Video Culture.” The study notes that end users consider video conferencing in a dedicated room essential to the workplace video experience.

This also holds true for those of you working in mid-market companies, where PC-based collaboration is the most common use of video conferencing. Forty percent of mid-market employees use video conferencing at their desktops on a daily basis. Think that would make room systems unnecessary or unwanted? Think again.

According to Wainhouse, the frequency of use leads to a better impression of video conferencing, with most respondents saying they would participate in it more often if it were available in dedicated rooms. 

Some major takeaways from the Wainhouse report:

  • Among those who attend video calls at least once a week, they prefer dedicated room conferencing over PC-based video calls.
  • The availability of room-based systems makes end users more likely to take part in video conferencing in other venues (huddle rooms, desktop, mobile).
  • Companies of most sizes overwhelmingly prefer video meetings in conference rooms

Room-based video conferencing systems mitigate the background noise and interruptions you have to deal with when taking calls you take at your desk. Other benefits include:

  • Trimming travel costs
  • Enhancing teamwork with internal and external stakeholders (colleagues, clients, customers, partners)
  • Attracting the talent that expects a collaborative culture 

If your company is like others, with a high percentage of PC-based video, you already have a solid foundation on which to build and extend these benefits across your organization. As you do your research and talk with potential service providers, you’ll want to make sure they can provide the same quality of meeting-room video collaboration you’d expect is afforded to the largest companies. That includes a consistent, positive user experience that promotes adoption. The services supporting that quality and your users must be global or nationwide in reach while also addressing the challenges of individual offices and ensuring that all locations are receiving consistent service. 

Read the Wainhouse Research paper as you consider an expansion of video conferencing that would improve productivity, employee engagement, and talent retention at your company. 

Download “Profiting From a Business Video Culture” >

How to Calculate the Value of Your Digital Workplace Solutions

Just about any significant expenditure you make in business needs to be justified with an estimated return on investment (ROI). Because AVI-SPL provides the digital services that are designed to improve how your business operates, we’ve created a calculator that you can use to figure out the financial value of digital workplace solutions.

Our new productivity calculator will factor in your company’s information and show the benefits of solutions that improve the employee experience and productivity in the workplace.

Forrester Consulting’s “Total Economic Impact of AVI-SPL’s Digital Workplace Solutions” shows the kind of value you can get from improving your collaboration solutions and outsourcing their support to AVI-SPL. Based on a three-year model, the study showed a meeting productivity increase worth $11.9 million. Other findings from the report, which aggregated four different AVI-SPL customers into a composite company, found:

  • 14.3% net reduction in total cost of ownership of digital meeting solutions 
  • 20% increase in meeting-room utilization
  • $1.5M in savings on management and support costs

To estimate your savings, go to this landing page to access the calculator. Once you’ve downloaded the spreadsheet, you can enter information like:

  • The number of meeting rooms in your company
  • How many rooms will be equipped with video conferencing systems
  • Hourly cost of your full-time employees
  • Cost per square foot of meeting spaces

Take a few minutes to gather the info needed and a few seconds to enter it into the spreadsheet. Our calculator will then determine the value delivered by higher meeting-room utilization, improved staff productivity, and AVI-SPL’s managed services. And you’ll have the ROI numbers that clear the path for digital workplace transformation that improves the culture, productivity and efficiency of your business.

Download the AVI-SPL Digital Workplace Solutions ROI Calculator >

Five Ways Displays Help Students Join the Workforce

Read AVI-SPL’s eBook “From Sim Labs to Huddle Spaces” to find out how to attract more students to your school with interactive displays and stand out in a competitive market. Providing modern technology like simulation labs and huddle spaces can also encourage alumni to support your organization after graduation.

To give but one example, technologies like augmented and virtual reality are expanding the opportunity for immersive experiences. Interactive displays are helping deliver those experiences in spaces that benefit learners who are making discoveries on their own, and those who are collaborating and solving challenges as a group.

This eBook, made with insight from NEC, shares five ways your school can use technology to help students enter the workforce. It also explains how interactive displays support workforce readiness by helping students build communities, drive research and innovation, support collaborative learning, and more.

Fill out the form to download “From Sim Labs to Huddle Spaces: 5 Ways Interactive Displays Help Students Join the Workforce” >

See the Real-World Impact of AVI-SPL Symphony

We know that AVI-SPL Symphony improves your collaboration experience. Now we’re excited to share real-world statistics from one of our clients to demonstrate how large that improvement can be.

The Royal Melbourne Institute of Technology (RMIT) relies heavily on distance education and online collaboration to overcome the challenges in delivering education across such a vast region. Our RMIT case study explained the positive impact that Symphony had on the user experience and the support staff.

Since that study, an audit of the Institute’s 2019 data found:Issues RMIT resolved with AVI-SPL Symphony

  • 580 auto-detected faults
  • 761 proactively resolved critical tickets
  • 30% fewer client-led tickets

These led to the following savings:

  • 380 teaching hours
  • 1,160 classes and events
  • 750 tech hoursTeaching and tech support hours RMIT saved with AVI-SPL Symphony

Overall, Symphony has helped nearly 32,000 students and faculty avoided a negative impact.  This impact avoidance increases end user confidence and adoption of the technology provided – thus increasing ROI of the environment. 

These results provide evidence of the improved user experience that attracts and keeps talented students and faculty engaged with each other and enhances the ability to reliably collaborate across locations. By ensuring that its collaboration technology is available and ready for use, RMIT has experienced overall adoption increases and collaboration satisfaction.

 

How to Build Huddle Rooms That Increase Employee Engagement

Employee engagement is a crucial success factor for staff retention and company profitability. Gallup reports that “companies with highly engaged workforces outperform their peers by 147 percent in earnings per share.” Meanwhile, “87 percent of employees worldwide are not engaged.” What does this mean for you?

The challenge is on to create workplaces like huddle rooms that inspire collaboration and employee engagement.

How do you deliver a digital workplace where on-site and remote coworkers can easily connect and share ideas? Offer plenty of video-enabled huddle spaces for small, impromptu working sessions. Need inspiration? Follow this roadmap to build huddle rooms that increase employee engagement.

Create your huddle room success team

Start by creating a huddle room success team. Include stakeholders who support or will benefit from attracting and retaining top talent through employee engagement. Consider the desired huddle room user experience or UX, before you build or upgrade collaboration spaces.

  • It’s essential that the group represents the departments that hold the project’s purse strings too.
  • Consider huddle room build, design, video conferencing systems, support, and software budgets.
  • The team may consist of C-Suite members, end users, human resources managers, workplace strategists, IT staff, and facilities managers.

Define employee engagement benchmarks and goals

Next, define what successful engagement looks like by identifying benchmarks and setting goals. Example benchmarks include average employee tenure and current conference room utilization and the number of video meetings booked each month. 

Third-party focus groups and one-on-one interviews can also help you define current engagement levels and collaborative workspace preferences. Now set goals based on how much you want to improve these metrics each quarter, or annually after you’ve installed your huddle rooms. 

Develop a huddle room video adoption plan

Beautiful huddle rooms outfitted with the latest digital workplace solutions won’t necessarily increase employee engagement if your small collaboration spaces sit empty. Before the team starts construction, write a video adoption plan to encourage huddle room utilization.

  • The adoption plan should include employee training and a way to measure room and technology use.
  • Staff must know how to reserve huddle rooms and use new video conferencing and collaboration tools.
  • It’s also helpful to identify an influencer at every level from executives to end-users to champion video adoption and encourage employee engagement.

Design a user-friendly huddle room

Ever have to wait 10 minutes for a video conference to start? To encourage video adoption and engagement, ensure that huddle room equipment is easy to use. Include equipment and software staff members prefer, and that IT can easily support. Refer to your research to review which collaboration tools staff members like to use.

You can track current conference room usage via existing support software, or your scheduling system such as an Outlook calendar. Look at which rooms employees reserve most often. Study what type of video conference equipment is in your small meeting rooms.

Also, track how many employees were in the room and the number of remote employees that logged in to each meeting. Use this information to determine how many huddle rooms you need, and the room sizes that work best for your teams. Consider how to support bring your own device (BYOD) preferences when designing your digital workplace.

Use Room Standards to Create a Replicable, Positive User Experience

Based on your research and goals, develop huddle room equipment and software standards. Your standards are a finite set of hardware and software options. Most importantly, stick to these guidelines when building new collaboration spaces.

With standardization, employees will be familiar with meeting room controls. End users can walk into any huddle room and start the meeting quickly and easily. Remember that meeting that took too long to start? Standards help eliminate wasted meeting time. Limiting available options can streamline the IT support process also.

Positive user and IT staff experiences can lead to increased video conferencing adoption and employee engagement. Ask for staff suggestions on how to make meeting room control more user-friendly too. Allow users to provide feedback anytime through apps or email.

Consider Huddle Room-Specific Devices and Software

The popularity of huddle rooms has sparked suppliers to create hardware and software specifically for use in huddle rooms. When outlining your room standards, consider these collaboration solutions designed specifically for small meeting spaces. Huddle room gear can be more affordable than hardware designed for larger areas. Streamlined collaboration solutions can also be installed faster than more complex systems.

Cisco Webex® Room Kit Mini

Cisco’s Webex Room Kit Mini huddle room solution is easy to install and use. It’s a single device includes the codec, speakers, microphone, and camera.  This Cisco hardware is ideal for teams of two to five people. It allows users to connect to laptop-based video conferencing solutions via a USB connection.

Barco Clickshare CS-100 Huddle

Barco’s Clickshare CS-100 Huddle wireless presentation system helps small teams collaborate with fast and easy screen sharing. Users can share content from any laptop, tablet or smartphone using the Clickshare app or button.


Monitor huddle room devices and track room utilization

Tracking the goals your team set at the start of your project is essential to measuring room utilization and employee engagement. AVI-SPL’s Symphony user experience application makes it easy to monitor global room and device usage on a single screen, from anywhere.

Symphony proactively monitors conference room equipment. Your staff can address issues before they negatively impact huddle room user experiences and employee engagement. If your IT resources are already strained, consider a managed services solution as well.

Keep in contact with end users and IT support

While you deserve to celebrate your huddle room success, don’t disband your team once your small conference rooms are in use. Review end-user feedback to find ways to improve the meeting room experience and increase room utilization rates.

With your huddle room utilization rates in hand, measure them against changes in staff turnover. Look for correlations between employee engagement via collaboration in huddle rooms, and longer employee tenure. Update your room standards as needed.

Get more huddle room planning ideas

Ready to get started? Check out the How to Create Inspiring, Collaborative Huddle Rooms guide for further details on how to build small collaboration spaces that increase employee engagement. Read ideas on how to determine the number of huddle rooms you’ll need and how to estimate costs. Download the huddle room guide now.

Subscribe to blog updates to get fresh digital workplace ideas delivered to your inbox.