Building a collaboration space requires thought in understanding what the user experience will be like. To make this process easier, we've compiled a list of 5 steps to walk you through the process of designing your collaboration space.
1. UNDERSTAND YOUR GOALS
How does your team collaborate today? Is it within your organization or do you collaborate with outside parties? Do you have remote employees? Will your team be sharing content?
Your internal team’s experience with your collaboration tools are crucial to the success of a meeting space. If it is not easy to use you will hear about it. This is where software plays a crucial role. There are a myriad of choices including Skype, Zoom, Blue Jeans, Go to Meeting, the list goes on and on.
While this may seem overwhelming Vivo can consult with you and setup a proof of concept featuring the different platforms – ensuring your selection will meet your team’s needs.
2. CONSIDER YOUR SPACE
How is the lighting? How high are the ceilings? How many people will be using the space at one time?
While all of these factors may seem overwhelming, the good news is there are some great solutions for meeting rooms of all shapes and sizes.
3. THINK ABOUT AUDIO
How far away is the table from the equipment? What are the natural acoustics like in the room?
Audio is the most important element of any meeting. We have all been on a call where the audio is not up to par. It is frustrating, and the concept of open collaboration is quickly shut down.
Omni-directional speakerphones are critical when you have multiple participants in the room. It is extremely frustrating to have a speaker sitting too far away from a single mic.
4. CHOOSE THE RIGHT CAMERA
How many participants will be in a meeting? How far will they be sitting from the camera?
It is a major challenge for participants on the far end to be able to see everyone in the room. More importantly it is hard for them to know who is speaking and when.
Having video communications is a major benefit for collaboration. Video adds an element of non-verbal communication or body language that would be missing from your typical conference call. Make sure you are capturing it well.
5. DISPLAYS ARE EVERYTHING
Do you need one or two? Will you be sharing content? Do you want a touch screen?
Make sure you choose a display that is large enough for your space. You may even want to consider two displays if you want to be able to share content and interact with your participants simultaneously.
Mounting your display is as important as choosing it. The position in a room can play a crucial role in the effectiveness of your meeting.