Conference Room Automation: What Is It and What Are the Benefits?

Did you know that one-third of meetings are unproductive? This lack of productivity is costing companies around $37 billion a year.

One of the factors affecting workplace productivity is the workplace environment. The workplace condition affects the mood of employees and the time spent in the meeting.

Equipment malfunctions, for instance, interrupt meetings and presentations. Meanwhile, lengthy prep time delays starting time and extends the meeting duration.

Technological innovations such as conference room automation are here to save the day. Learn more about conference room automation and how it can benefit your organization!

What is conference room automation, and how does it work? Well, have you heard of homes where unmanned blenders make fruit shakes? Houses where lights self-activate as homeowners pass by?

These home devices are all connected to a network via the internet. This connection allows homeowners to control and manage them from a distance.

Conference room automation works similarly to home automation. However, this time, the subject of automation is the devices inside conference rooms.

An average conference room contains manually-controlled technology devices to host meetings. When you automate your conference room, this variety of technologies will also be directly linked to a network. From there, these technologies will work together, and you’ll be able to control them in one device automatically.

Hence, conference room automation uses a technology system that enables one to manage devices and tools inside the boardroom. Usually, this can be via a simple interface such as a touch panel, keypad, or mobile app.

What technologies do you need for conference room automation? The key features that every modern conference room should have include:

• >Audio/Visual solutions
• HVAC control system
• Internet access
• Scheduling automation
• Smart device connectivity
• Media convergence

A typical automated conference room should have video conferencing and interactive displays for an enhanced audiovisual experience. For instance, i.e. Smart systems offers interactive display tech for note-making, drawing, and navigating, which fosters collaborative work during meetings.

Integrating a unified control system for audio, video, lighting, and HVAC is vital. Also, extensive connectivity coverage and an automated boardroom scheduling system are necessary. Meanwhile, more sophisticated types of conference room automation include advanced security solutions.

One of the most significant benefits of conference room automation is that it saves you time. Typically, you’ll have to go through several steps to start a video conference. Usual steps include:

• Adjusting room lighting and temperature
• Turning on the display TV and projector
• Connecting cables and wires
• Mixing audio system
• Setting up cameras

You can execute these steps with room automation with a single tap in your control panel. Then, when a meeting is about to begin, the lights and shades will automatically adjust to fit the scenario.

Meanwhile, your AV systems will power up, so you don’t have to wait for the technology to start. As a result, you get a conference room ready for any meeting at any time.

Moreover, conference room automation can include professional installment of cable and wiring fixtures. This means you no longer have to go through the trouble of connecting cable wires as they’re pre-wired.

Automation systems use a control panel to manage the various features of a room. The good news is that the interfaces of these control panels are simple.

A lengthy training period isn’t needed, thanks to the breeze menu of the control panel. Hence, organizations can save their resources for more important matters.

Centralized automation control systems can also improve the workflow in your organization. It does so by preventing delays caused by manual adjustments in equipment.

For example, many conference room automation systems have a predetermined presentation mode. With the swipe of a finger, you can initiate any predetermined presentation mode configured on your system. As a result, you can fast-track your process and have more time to focus on essential matters.

Have you ever run back to the office to check if you turned off all the lights or projector? With conference room automation, this will never be a problem.

There are two ways that automation can help you with this. One, you can program the occupancy sensors to conserve energy when the room is vacant. The system will turn off all electronic devices once it senses no movement.

Another is that you can access the system from home and enter the command yourself. In the end, conference room automation for business allows you to save money on energy costs.

When you invest in conference room automation, you also invest in a top-notch communication system. This communication system is vital in fostering collaboration among your employees.

When your employees can communicate well, conflicts and mistakes are inevitably prevented. Instead, they’ll be able to reach a consensus faster and get more work done.

Finally, conference room automation is one of the best ways to show commitment. When your clients see that you invest in your employees’ equipment, they’ll have confidence that you take your work seriously. This kind of sincerity is something that most people value more than profit margin.

Conference room automation is custom designed to meet the unique needs of clients. As a result, prices vary depending on the level of complexity and technology that clients choose.

As such, it’s challenging to label conference room automation with a single price. For an accurate cost estimate, it’s best to contact your favored provider and ask for a quote.

When run poorly, meetings not only waste employees’ time but also drain them of their energy. This, in turn, leads to diminished workplace productivity affecting your organization’s performance. Fortunately, you can avoid all these dilemmas with conference room automation.

i.e.Smart Systems is a Houston, TX based technology integration partner that specializes in design and installation of audio/visual technology and structured cabling. For more than three decades, our team of in-house experts has partnered with business owners, architectural firms, general contractors, construction managers, real estate developers, and designers in the Houston market, to deliver reliable, scalable solutions that align with their unique goals.