Virtual Conference Room – Connect Your Remote Workers

Posted on December 09, 2020

The coronavirus pandemic has caused a real shake-up in the business world, disrupting supply chains, changing consumer behaviors, and restructuring the way employees get their work done.

Now, there are more remote workers than ever in the United States — at least 46% of workers are working from home, up from 28% in April.

And there’s nothing wrong with that. Remote workers are often more productive, with surveys showing the same or better productivity than their in-office counterparts. 

However, productivity is predicated on remote employees having access to technology that allows them to connect and collaborate with their coworkers.

To facilitate collaboration at a distance, companies must provide a positive user experience by focusing on the basics, such as:

  • Providing consistent, reliable virtual conference experiences
  • Ensuring that the meeting “venue” is secured to minimize disruptions
  • Reworking the structure and etiquette of virtual meetings to promote better results

Fortunately, today’s technology makes video meetings and virtual meeting spaces safe, easy-to-use, and even – dare we say, fun – for your remote workforce.

Exploring the Tech Behind Virtual Conference Rooms

Virtual conference rooms are becoming a commonplace element in today’s work environment, as more companies take advantage of interactive whiteboards, voice-over-internet-protocol (VoIP) phone systems, and other tools to bring the benefit of clear, concise communication to their remote workforces.

Some tech-forward trends to amplify productivity at your next virtual meeting include:

1. Digital Phone Solutions

To have an online conference, you must have appropriate connectivity. A VoIP (Voice over Internet Protocol) or cloud-based phone service is often just the ticket to get your staff connected cost-effectively and securely.

One of the perks to VoIP systems is their uptime. They’re even functional during power outages, keeping your staff in close communication when it may matter most.

Another perk is mobility. Instant messages can be sent over VoIP and calls can be answered via laptop. This keeps communication flowing whether you’re in the office, on the road, or out of the office.

2. Better Collaboration with Digital Whiteboards

Interactive whiteboards are the Holy Grail of online meetings. Their sleek design and intuitive interface allow team members to collaborate in real-time by drawing, editing, moving, and saving information at the touch of a button — or a finger.

Best of all, these boards integrate with a wide variety of typical business operating systems and applications to reduce the learning curve and give users a positive, frustration-free experience.

Typically, they can connect to as many as fifty devices, allowing you to host a meeting between colleagues or invite the entire department.

3. Privacy and Security

The last thing your team needs is a trolling hacker to “zoombomb” their business meeting. This — or any other kind — of business disruption can dampen creativity and increase staff frustration.

That’s why it’s advisable to encourage good security hygiene when conducting virtual meetings online. You can do this by:

  • Disabling or limiting screen sharing to just attendees
  • Enable invite or password-only meetings
  • Screen meeting attendees through a virtual waiting room
  • Lock meetings after they begin
  • Ensure your system has appropriate security software and hardware protections

If you use an outside tech consultant to manage your audio-visual needs, they can provide the right tools, technologies, and protocols to keep your meetings constructive, dynamic, and productive.

RJ Young Has the Tools You Need for Successful Virtual Collaboration

“At RJ Young, we take pride in being on the cutting edge of technology. As business needs, challenges, and strategies have shifted in response to COVID-19, we have moved right along with them, making sure our staff is educated on the latest — and greatest — cutting-edge tools.”

Heath Stripling, RJ Young Audio Visual Solutions Manager

That means our team of Audio/Visual and technology experts has the power to assess your current infrastructure and expand it appropriately to allow your teams to communicate effectively — no matter where they’re located.

Using state-of-the-art technologies created by our industry-leading partners, we’ll work with you on defining your needs and develop a custom-designed solution to create a safe, effective virtual meeting space for your staff.

Give your business a leading edge with unparalleled connectivity. Touch base with an RJ Young consultant and let us design a bespoke virtual meeting space to help your employees stay connected and productive.

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