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Future Proof your Business with AV Solutions

Why AV Solutions Are Essential for Future-Proofing Your Business

by Byond Group Blogs

For your office.

Why AV Solutions are Essential for Helping you Future Proof your Business.

The digital landscape is changing faster than most of us can keep up with. From hybrid work models to ever-evolving customer expectations, as business owners we need to adapt - and quickly - in order to stay competitive.

One crucial element that is often overlooked in this evolution is audio-visual (AV) technology. Far from being a luxury that only the biggest organisations can afford to invest in, AV solutions are the backbone of modern communication and collaboration, making them essential for future-proofing your business. Whether you’re a multinational corporation, a growing SME, or a startup with a remote team, the right AV solutions can help you stay competitive, innovative, and prepared for whatever the future might bring. In this blog, we’ll take a look at how AV solutions can help you to future-proof your business, sharing insights into scalability, innovation, and adaptability.

Staying Competitive in a Hybrid World

Though we are definitely seeing a push back from bigger companies insisting on a return to the office, it’s unlikely that ‘onsite only’ is going to make a full comeback. Hybrid work environments, where people have the opportunity to work remotely for at least a couple of days a week, are pretty much the new norm. This shift requires seamless communication tools to ensure that people stay productive and engaged.

How AV solutions can help:

• Enchanced video conferencing Advanced AV systems integrate with a range of platforms like Zoom, Microsoft Teams, and Google Meet to deliver crystal-clear audio and video. Features like noise cancellation and smart framing ensure professional communication, even from home offices (where the dog/cat may occasionally join the meeting).

• Collaboration Tools
Interactive displays like digital whiteboards allow your team to collaborate in real time, whether they’re all in a meeting room together or joining from the other end of the country.

• Unified Communication Systems
AV solutions unify video, voice, and data into one cohesive system, making hybrid collaboration simple and efficient.

By investing in modern AV technology, your business can bridge the gap between remote and in-office teams, ensuring that hybrid working remains a viable option for your organisation. Happy workers = happy work!

Scaling with your Business Needs

One of the biggest challenges many businesses face is scaling operations while remaining efficient and productive. Outdated technology can become a real bottleneck, limiting your ability to remain nimble as an organisation and expand or adapt to market demands.

How AV solutiuons can help:

• Modular Systems: Many AV setups are designed to grow with your business. Whether you’re expanding office space, hiring new employees, or opening satellite locations, scalable AV systems offer a cost-effective solution to expanding as and when you need to.

• Cloud-Based Solutions: Cloud-based AV platforms allow you to add new features or users without a complete overhaul of your existing infrastructure, reducing downtime and cost.

• Long-Term ROI: Investing in flexible and upgradeable AV systems means you won’t need to replace equipment as frequently. Better for your bottom line and better for the environment too.

Future-proof AV solutions will allow your business to evolve and adapt in a more cost-effective way without technical constraints.

Enhancing Customer and Employee Experiences

It’s tough out there right now. The businesses that are succeeding are the ones delivering exceptional experiences—not just for customers, but for employees as well. AV solutions play a key role in creating these experiences, ensuring your team feels supported and engaged, while your customers are happy to keep giving you their business.

For customers

• Immersive Digital Signage: In retail and hospitality settings, AV solutions like digital signage and interactive displays capture your customers’ attention (which is harder than ever to do), deliver tailored messaging, and enhance brand perception. .

• Top-class Presentations: Businesses that rely on client pitches or demos need high-quality AV setups, ensuring every presentation goes smoothly and leaves a lasting impression.

• Interactive Experiences: From touchscreens in lobbies to immersive VR showrooms, AV solutions can create memorable experiences that will help your business stand out in an increasingly competitive landscape.

For employees

• Improved Training and Onboarding: Interactive AV tools, such as training videos and virtual reality simulations, make onboarding more engaging and effective, helping your new employees to hit the ground running.

• Smart Meeting Rooms: Features like voice-activated controls, wireless screen sharing, and automated lighting enhance productivity and comfort during meetings where team members need to remain engaged and focused.

• Employee Well-Being: AV solutions contribute to well-being by ensuring your employees feel connected to their colleagues and can collaborate effectively when they need to. The right solutions can also support workflows, creative thinking and productivity. Simply put, your investment in AV technology can make the working day better.

By prioritizing AV technology, you’re not just adopting tools—you’re creating an environment where people want to work and do business.

Preparing for Technological Advances

The pace of technological innovation is accelerating at a speed that is hard for most of us to wrap our heads around. Whether this is entirely positive is the subject for another blog but what we can say with a degree of certainty is that businesses that rely on outdated tools risk being left behind as competitors embrace more cutting-edge solutions. Futureproofing means staying ahead of the curve and being ready to integrate new technologies quickly and seamlessly.

How AV solutions help

• IoT Integration: Many modern AV systems are compatible with the Internet of Things (IoT), enabling smart building features like automated climate control, lighting, and security.

• AI-Powered Features: From AI-enhanced video conferencing to predictive maintenance for AV equipment, artificial intelligence is transforming the AV landscape.

• Compatibility with Emerging Tech: Future-proof AV systems are designed to integrate with technologies like augmented reality (AR), virtual reality (VR), and 5G connectivity.

By embracing adaptable AV solutions, your business will be prepared to make the most of the next wave of technological advancements.

Supporting Sustainability Goals

Sustainability is no longer a ‘nice to have’ for businesses. Customers, investors, and employees all want the companies they do business with and work for to take meaningful action to reduce their environmental impact. AV technology can support sustainability goals by improving energy efficiency and reducing waste.

How AV solutions help

• Energy-Efficient Equipment: Many AV devices are designed with energy efficiency in mind, consuming less power without compromising performance.

• Reduced Travel: High-quality video conferencing tools reduce the need for non-essential in-person meetings, cutting down on travel-related emissions.

• Paperless Communication: Digital signage and presentations eliminate the need for printed materials, reducing paper waste.

Sustainable AV solutions not only help the environment but also enhance your brand reputation as a forward-thinking, eco-conscious organisation that takes its commitment to the planet seriously.

Protecting Your Investment with Expert Support

What to look for in an AV Partner

To ensure you’re getting the best return from your investment in technology, it’s important to have the right maintenance and support in place. Partnering with a reliable AV provider ensures your investment continues to deliver value.

• Customisable Solutions: Choose a provider that tailors AV systems to your specific needs, rather than offering one-size-fits-all solutions.

• Proactive Maintenance: Regular checkups and updates keep your AV systems running smoothly and prevent costly downtime.

• Training and Support: A good AV partner will train your team to use the technology effectively and offer ongoing support for any issues.

By working with the right partner, you can maximise the lifespan and impact of your AV solutions, ensuring that your money is well spent and that your people get the most from the technology available to them in the workplace.

Investing in AV solutions makes good business sense if you want to ensure your business is set up for the workplace of tomorrow. Whether you’re adapting to hybrid work models, scaling operations, enhancing experiences, or preparing for new technologies, AV solutions provide the foundation for success. Future-proofing isn’t about predicting every change – it’s about equipping your business to adapt to change. With the right AV systems in place, you’ll be ready to thrive in an ever-evolving world.

Ready to Future-Proof Your Business?

Book your free consultation today and we’ll help you get the ball rolling. Email [email protected] or give us a call on
03301-756-544 - We’d love to help!

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Modern Meeting Room

Top Things to Consider when Designing a Meeting Room for your Office

by Byond Group Blogs

Top Things to Consider when Designing a Meeting Room.

For your office.

The meeting room plays a massively important role in any business – regardless of its size or sector. It’s where the big conversations are had, big ideas are exchanged, and clients are hosted face to face. It’s also a hub where the whole team can get together, either in person or remotely, to connect and collaborate.

Designing a meeting room that meets the needs of a growing and evolving business is about so much more than simply setting up a table and chairs. In our experience, putting time and thought into the design and layout of your meeting room can have a big impact on the overall experience, resulting in powerful conversations and more meaningful collaboration.

Here are some of the key things to think about when creating the perfect meeting space for your office:

1. Define the Purpose of the Meeting Room

Before diving into design details, identify how the room will be used. Are you designing a space primarily for team brainstorming sessions, client meetings, presentations, or video conferencing? The room's purpose will help you to make some key decisions on layout, technology, furniture, and more. For example:

• Brainstorming Rooms will need flexible seating arrangements, whiteboards, and touchscreen displays.

• Presentation Rooms could require larger screens or multiple displays, high-quality audio, and plenty of seating to facilitate the whole team.

• Video Conferencing Rooms will need an optimised layout, integrated AV technology, and soundproofing for the best possible audio and video.

2. Prioritise Audio-Visual Technology

Today’s meeting rooms need to cater to both in-person and remote participants. This means AV technology will be one of the most important considerations – and arguably, where a decent chunk of your budget should go. Here are some tips to ensure your AV setup adds real value to the meeting experience:

• Display: Opt for high-resolution screens or projectors with sizes that suit the room’s dimensions. A 4K display can make content clearer and more engaging – especially important for rooms that will host larger groups.

• Audio: Poor audio quality can be really distracting in any meeting. Consider ceiling or wall-mounted speakers, and place microphones strategically to capture sound from all parts of the room. Echo-cancellation technology and omnidirectional microphones are also helpful in eliminating background noise and ensuring your audio is crystal clear.

• Video Conferencing: Invest in high-definition cameras with a wide field of view to capture all participants in the room. Auto-tracking cameras can follow the active speaker, which can create a more dynamic experience for anyone attending remotely.

We can help you select technology that integrates seamlessly with the room’s layout, improving usability and ensuring a smooth user experience for both tech-savvy and not-so-tech-savvy team members!

3. Focus on Ergonomics and Comfort

Meeting rooms should be as comfortable as possible – particularly if they’re going to be used on a regular basis or for prolonged periods of time. Consider the following when planning seating and furniture:

• Flexible Seating: Modular furniture that can be rearranged to accommodate different meeting styles is a great way to ensure the space remains versatile.

• Comfortable Chairs: Ensure that chairs offer adequate lumbar support, especially for longer meetings. Adjustable chairs are ideal to accommodate different preferences and ergonomic requirements.

• Work Surfaces: Generally speaking, the bigger the better when it comes to choosing a table for your meeting room. Opt for one that can accommodate laptops, printed documents, and other materials – and of course the all-important drinks and snacks needed during meetings! Consider power outlets and cable management solutions to keep the table area organised, functional and as free of clutter as possible.

4. Design with Acoustics in Mind

Acoustics play a significant role in how well people can communicate in a meeting room. Rooms with poor acoustics can create echo, distort audio, and make conversations hard to follow. To improve the room’s acoustic quality:

• Soundproofing: Soundproof walls or acoustic panels can reduce external noise interference, making it easier for attendees to focus.

• Ceiling and Floor Treatments: Carpeting, acoustic ceiling tiles, and even curtains can help absorb sound and prevent it from bouncing around the room.

• Furniture and Wall Panels: Soft, sound-absorbing materials in seating and wall decor can further reduce echo and create a comfortable sound environment.

5. Prioritise Lighting

Lighting can have an impact on mood and productivity and harsh lighting can be a particular challenge for your neurodivergent employees. It can also affect how people appear on video. Natural lighting is ideal, but not all rooms are equipped with large windows. Here’s how you can ensure optimal lighting:

• Adjustable Lighting: Invest in dimmable lighting options to allow for different lighting needs, whether it’s a presentation or a video call.

• Avoid Harsh Overhead Lights: Overhead lights can cause glare on screens and create harsh shadows. Wall-mounted or indirect lighting solutions provide softer, more balanced lighting.

• LED Lights: Energy-efficient LED lights that mimic natural light can create a comfortable, professional atmosphere and reduce eye strain, especially during long meetings.

6. Simplify with Integrated Controls

An overly complex control system can create ‘tech faff’ at the beginning of your meeting, which can waste time and lead to frustration. Not a great way to kick things off! Consider integrated control systems that allow users to manage audio, video, lighting, and temperature from a single device. Some key elements include:

• Touch Panel Controls: Install intuitive touch panels or wall-mounted controls for easy access to AV settings.

• Voice-Activated Systems: Voice-controlled systems add convenience by allowing users to start a video conference or adjust settings hands-free.

• Automation: Automated systems that activate the equipment and adjust lighting when someone enters the room can simplify the process and ensure a smooth start to meetings.

7. Think About Connectivity

The meeting room should cater to the various devices that team members may bring with them. Reliable connectivity, including wireless presentation systems and multiple HDMI/USB ports, is essential for a smooth meeting experience. Wireless screen-sharing options will mean that anyone can connect their device without the need for cables. This makes the collaboration process much easier, faster and more flexible.

8. Keep Scalability in Mind

As your business grows, your meeting room should adapt. Choose modular technology and furniture that can be reconfigured or expanded if needed. For example, a video conferencing system with additional mic and camera inputs allows for scalability as your business evolves and new people join the team. Having a room designed to “grow” with your business can save costs in the long term and ensure the room remains fit-for-purpose as things change.

A well thought out a meeting room will have a good balance of technology, comfort, and functionality. Get these key elements right and you’ll create the perfect space for collaboration, clear communication, creative thinking and sharp decision making.

Need some help getting it just right?

Book your free consultation today and we’ll help you get the ball rolling. Email [email protected] or give us a call on
03301-756-544 - We’d love to help!

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Microsoft teams meeting

Enhancing Productivity with Microsoft Teams | Our Top Tips and Hacks

by Byond Group Blogs

Enhancing Productivity with Microsoft Teams.

Our top tips and hacks.

As the world of work continues to digitise, we now have access 100s of tools and platforms all promising to help us maximise productivity and improve our workflows and processes. However, while new apps seem to appear almost daily, Microsoft Teams is more than holding its own as a pivotal platform that continues to offer a comprehensive set of tools to help teams collaborate, communicate and manage projects.

If Microsoft Teams is the platform of choice within your organisation, read on for some practical tips that will help you make the most of what the platform has to offer.

1. Mastering the basics

Before diving into some of the more advanced features, it's crucial to master the basics of MS Teams first. Spend some time familiarising yourself with the interface, understand how to create and manage teams, and explore the core functionalities such as chats, calls, and meetings. The more comfortable you are with the basics, the easier it will be to leverage some of the more sophisticated features.

2. Organise teams and channels effectively

Structuring your teams and channels in a way that makes sense to you (and your teams) will really help to enhance your productivity. Create teams based on departments, projects, or functions, and use channels to segregate discussions on specific topics. For example, if you head up the marketing team, you could have different channels for social media, content creation, and analytics. Organising your work this way ensures that conversations and files are easy to locate, meaning you spend less time asking, ‘can anyone remember what we agreed re LinkedIn content for next month?!’

3. Tabs for quick access

Tabs in Microsoft Teams can be a game-changer for quick access to essential tools and documents. Add tabs for frequently used files, OneNote, Planner, or third-party applications directly within your channels. This feature allows team members to access important resources without leaving the Teams environment. This saves time, reduces distraction and improves workflows.

4. Leverage the power of integrations

Microsoft Teams integrates seamlessly with various Microsoft 365 apps like Outlook, SharePoint, and OneDrive, as well as a wide range of third-party applications. These integrations mean you can bring all your favourite tools together in one place, helping you stay focused and giving you access to everything you need in just a couple of clicks. For example, you can create a Planner tab in Teams to manage tasks and track progress or integrate Trello to keep all your project boards in one place.

5. Enhance communication with chat and meetings

Efficient communication is the foundational pillar of productivity. You can quote us on that! The easier it is to send quick messages, jump on a one-to-one call or organise meetings, the better your working day will be. Utilise chat for quick messages and document sharing and aim to keep threaded conversations in separate channels to keep discussions organised. For meetings, make use of features like screen sharing, meeting recording, and live captions to ensure everyone is on the same page. Scheduling meetings directly from Teams, and using the meeting notes feature, can also help to document and effectively track everything on your actions list.

6. Don’t forget the command box

The command box at the top of the Teams interface is a very handy tool that can save you lots of time when you use it properly. You can use it to search for messages, files, and people, or to quickly perform actions like setting your status or starting a call. Use commands like /files to see recent files, or /unread to view unread messages.

7. Keyboard Shortcuts

Keyboard shortcuts can significantly speed up your workflow in Microsoft Teams. Some essential shortcuts include:

• Ctrl + Shift + M : Mute/unmute yourself
• Ctrl + E : Go to the search bar
• Ctrl + N : Start a new chat
• Ctrl + 1/2/3 : Navigate between Activity, Chat, and Teams.

By incorporating these shortcuts into your daily use, you can navigate Teams much more efficiently.

8. Automate with power automate

Power Automate (formerly known as Microsoft Flow) allows you to automate repetitive tasks and workflows within Teams. For example, you can create a flow to automatically save Teams meeting recordings to OneDrive or send a notification to a channel when a new task is assigned in Planner. Automations are great for ensuring that things get done even on the busiest days - when brains are overwhelmed and there’s a chance some tasks will get overlooked. We’ve all been there!

9. Customise notifications

Managing notifications effectively will help you maintain focus and avoid being distracted by messages or chat that isn’t relevant. We all enjoy a bit of Teams banter every now and then but it’s also important to be able to tune out when you need to get your head down on something so you can hit that deadline! Customise your notification settings in Teams to ensure you only get an update if it’s important. For example, you can set notifications for mentions, direct messages, or specific channel activities while muting less important channels.

10. Explore the help and training resources

If you haven’t checked out the training resources provided by MS Teams, including tutorials, webinars, and a robust help centre – make sure you set some time aside to take a look. These resources will help you stay up to date on new features and best practices. This continuous learning can help you and your team to leverage the full potential of Teams, ensuring you stay on top of your game and ahead of the curve!

Remember, there’s so much more to Teams than the basics, and as competitor apps and platforms continue to jostle for market share Microsoft know they must keep upping their game in order to maintain theirs. If you’ve only scratched the surface with Teams to date, it’s well worth setting some time aside, or better still, booking one of our User Adoption training workshops to ensure your people are making the most of everything the platform has to offer.

Find out more:

To find out more about our bespoke workshops email our User Adoption Specialist: [email protected]

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Business People Working In The Modern Office

Demonstrating the true ROI of a Meeting Room Project through User Value: A People-Centric Approach

by Byond Group Blogs

Demonstrating the true ROI of a Meeting Room Project through User Value.

A People-centric Approach

When it comes to designing and deploying technology in the workplace, a people-first approach will always lead to a better return on investment. And a people first approach means prioritising user value – in other words, ensuring the new technology meets the needs of the people who are going to use it.

Let's look at User Value in more detail:

User value refers to the benefits or satisfaction that users (your people) gain from a product or service. This can include both tangible and intangible aspects of their interaction with the product or service, all of which either enhance or detract from the overall experience.

In essence, user value is how a product or service fulfils the users' requirements, wants, and needs. It's about connecting with the hearts and minds of your teams—a do-with, not a do-to approach and is a key concept in designing and deploying technology in the working environment.

This inclusive approach at the planning stage results in positive and continued engagement from your team, which is crucial for the success of any technology rollout. Neglecting to consider it from the outset could cost you massively in the long run.

How do we achieve this all-important buy-in early on in the process?

Cross-section workshops

Individual interviews

Stakeholder interviews

Defining user types

Meeting types

Specific applications required for certain roles

Ultimately defining what success looks like for teams

Measuring the benefits - To demonstrate the ROI of a meeting room project through user value, we need to measure both business and human metrics.

Business metrics

Efficiency: When a product or service helps people complete tasks more quickly or with fewer resources, it adds value. For example, video conferencing technology that simplifies communication, improves collaboration, and helps to innovate teamwork. The typical employee spends an average of 51 minutes a day trying to get their technology to work effectively for them. Anything that can reduce this stress and win back that time is going to add value.

Cost Saving: If a solution reduces expenses for people (e.g., reduced energy consumption, less travel), it delivers tangible value. More hybrid working environments can contribute to real cost savings, not to mention the positive impact it can have from an environmental perspective. Fewer people commuting = reduced carbon footprint for the business they work for.

Quality and Reliability: People appreciate products that consistently perform well and meet their expectations. Having an efficient, reliable meeting room environment improves the quality of the experience for everyone involved. It also reduces downtime, ultimately improving the bottom line for the business.

Human metrics

User Experience (UX): A positive UX enhances user value. If the meeting environment is set up to make it easy and intuitive to use, and is supported with effective user adoption, then the UX will only be good. Good UX = User Value and a clear ROI on the investment made in the project.

Emotional Satisfaction: When a product resonates with people emotionally (e.g., delight, trust, nostalgia), it creates intangible value. For example, iPhone users will often overlook glitches with the iOS because the quality of the photos is so good, and our phones act as libraries for our memories. As a result - once an iPhone user, always an iPhone user. Presenting and managing meeting dynamics can be stressful, so the easier we can make it, the better the user will feel about managing this stress and the better the value and ROI.

Brand Perception: Think of your business as a brand. A strong brand image can positively impact user value. Brands associated with trust, innovation, or social responsibility often have loyal customers and will find it easier to hire and retain talent.

Data-driven insights

Remember, the importance of user value doesn’t end when the technology is installed. Continued engagement with your team plus ongoing data collection can help identify areas where users will benefit the most from the new technology. This leads to higher adoption rates, lower churn, and, ultimately, increased average revenues per user (ARPU).

The consequences of neglecting User Value

Failing to consider user value can lead to massive costs in the long run. According to a study by McKinsey, companies that invest in understanding user value are 2.5 times more likely to achieve their business goals. Additionally, a 10% increase in user adoption can lead to a 30% increase in revenue.

Conclusion

The largest investment any organisation will ever make is in its people – the users of the technology. So it makes sense to both consider and protect your biggest investment by recognising the needs of your people and ensuring that the technology enhances their experience or solves their problems. In doing so, you can greatly increase the likelihood of a successful technology adoption and integration into daily operations.

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