Category Video Collaboration

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.

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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 new 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” >

Webinar Recording: Choosing a Wireless Presentation Solution

Get the recording of our webinar, “Choosing a Wireless Presentation Solution: Cut Through the Clutter.” During this event, Tom LeBlanc, editorial director of Commercial Integrator and My TechDecisions introduces the topic by asserting the value of collaboration in today’s work culture.
 
Lieven Bertier, director of go-to-market strategy and services, meeting experience, for Barco, then touches on topics like:
  • What makes a perfect meeting
  • Statistics based on surveys about business meetings
  • How to add value to meetings
  • What we need from our collaboration technology
  • Benefits to expect from collaboration meeting solutions
  • Barco ClickShare and its value as a wireless collaboration solution

Get the recording for “Choosing a Wireless Presentation Solution: Cut Through the Clutter” >

 

InfoComm 2019: Take AVI-SPL’s Guided Tour of New Solutions

Make the most of your time at InfoComm 2019 by taking AVI-SPL’s Guided Technology Tours of select partner booths, where we’ll highlight prominent digital workplace video and UCC solutions. Each of our five tours is curated by AVI-SPL and features the guidance of subject matter experts from our leading vendor partners as well as your AVI-SPL hosts.
 
We’ll begin the tours at AVI-SPL booth 3852 in the Orange County Convention Center. From there, we’ll spend about 15 minutes at each partner booth to learn about solutions that improve collaboration, engagement, productivity, and talent attraction/retention in your workplace. At the conclusion of each tour, we’ll raffle prizes at our booth. 
 
Register early to reserve your space. Registration will also be available prior to each tour at our booth. Tours include:

  • How to Optimize Your Huddle Rooms
  • Enterprise Video Production and Management
  • Connected Smart Spaces
  • Wow-factor displays and projection
  • AV over IP

Our tours will visit the booths for Barco, Biamp, Cisco, Crestron, Exterity, HARMAN, Legrand, LG, Mersive, MultiTaction, NEC Display, Onelan, Poly, Samsung, Shure, Sonic Foundry, and Sony. There will be plenty to learn from these vendor partners, and taking our guided tours is a great way to efficiently allocate your time while at the show.

Register for AVI-SPL’s Guided Technology Tours at InfoComm 2019 >

Webinar Recording: Collaboration for the 21st-Century Classroom

This AVI-SPL webinar looks at Newline Interactive’s TRUTOUCH X Series, an immersive collaboration system that makes students feel like they are in the same classroom with their remote peers and helps teachers focus on teaching.

Tim Garber, manager of professional development at Newline Interactive, explores the X Series’ educational applications, built-in whiteboard, and IdeaMax collaboration software. The X Series enables participants to interact via voice and video and to annotate shared content. Other features include:

  • InGlass interactive touch technology
  • Content annotation
  • Object recognition
  • Video conferencing
  • Windows shortcuts
  • Newline Assistant

Get the recording for “Collaboration for the 21st-Century Classroom” >

About the presenter
Tim Garber is the manager of professional development at Newline Interactive. He manages the day-to-day execution, priorities, and scheduling of the team conducting in-person training sessions. He has developed training materials for K-12 schools and higher education institutions.