Issue link: https://epubs.iltanet.org/i/98946
www.iltanet.org 10 Key Factors for Improvement In order to maintain effective and reliable videoconferencing systems, you must focus efforts on the people, processes, equipment and environment affecting the operations and quality of the experience. Listed below are the critical components that must be addressed to provide useful experiences for both internal and external communications. Correct Acoustic Issues: Issues that affect privacy and speech intelligibility must be corrected. All types of meeting rooms — from small touchdown spaces to large, divisible multipurpose rooms — are prone to acoustic issues based on heating, ventilation and air conditioning (HVAC) noise, reflections/echoes from hard surfaces, excessive reverberation and compromised privacy from insufficient wall constructions and door specifications. In recent years, the focus on sustainability in construction has resulted in a proliferation of spaces with a high degree of hard surfaces, including glass walls and exposed concrete. These spaces are often too "live" for quality audio communications, rendering them nearly useless as conferencing spaces. Address Lighting and Room Finish Issues: Lighting is second in importance only to acoustics in designing a proper videoconference environment. The purpose of a videoconference is to simulate the experience of having all meeting participants in the same space. With improper lighting, participants can look tired, angry or disinterested in the conversation. Harsh lighting can induce fatigue during long meetings. Properly designed lighting combined with the appropriate finishes on table surfaces and walls will result in natural-looking video and the ability to sense the nonverbal cues crucial to accurate communication. Standardize Systems: In order to have reliable services, you must create repeatable processes through the standardization of equipment. Key pieces of equipment must be established as enterprise-wide standards, including control systems, video codecs and audio processors. This will allow for a cohesive design, streamlined maintenance procedures, focused training and quicker troubleshooting. 44 ILTA White Paper Develop and Train Staff: Experienced, knowledgeable, local audiovisual staff is the key to an orderly process and a quick resolution of problems. The first responders for AV support calls must be trained and fully aware of issues regarding audio, lighting, acoustics, video transport, troubleshooting and hospitality. Centralized staff must be proactive by scheduling and automating resources to reduce the burden of local support. Provide Consistent User Interfaces: A well-designed control system should be the primary interface for all users of the system. Provide an intuitive interface that is consistent among offices. Most control systems include basic consolidation or replacement of equipment remote controls, but an intelligently designed interface should automate processes, reduce complexities and ensure proper equipment settings. The control system is the basis for establishing a proactive management system. Limit Features: Limiting user features might sound counterintuitive, but it is necessary to create reliable systems. Allowing too many options results in intimidated users and increased troubleshooting. As an example, a standard telephone handset has access to over 200 features, yet most users regularly employ only about 12 features. Videoconference systems should give the typical user only the features that are most commonly required. Develop a Room Scheduling System: A formal, centralized room scheduling system is critical for the efficient use of rooms and scheduling of conferencing resources. Besides audiovisual service needs, advanced scheduling software can address catering, furniture setup and clean-up activities. Usage firmwide can alert all locations automatically of scheduling changes (rooms, phone/codec numbers, time, etc). Electronic displays at each room showing the status of the rooms are becoming common practice. The software and displays are used in conjunction to alert users of room status and meeting changes, and they provide the ability to reserve or extend room reservations locally. Develop a Reliable Call-Bridging Service: Establishing your external connection can be accomplished in several ways. This is a service easily