Setting up and running meetings for white-collar workers is quite common. According to a meeting trends report in 2020, people spend an average of 7 hours in meetings every week. For seniors or professionals, they spend an average of 20 hours in meetings a week. In brief, meetings take up 20% of our work time. But if you ask how people think about meetings, you usually won’t get positive feedback.

Sometimes we sit and wait in silence as the presenter tries to fix the connection problems. Sometimes the presenter says things which are not on the agenda, and we fail to keep the meeting on track. Or the presenter is very enthusiastic, but the attendees don’t want to interact with him. Ineffective meetings happen everyday. One reason is that meeting attendees are not on the same page with the presenter. But the conference room equipment is also a problem too.

To some, a conference room may seem like just a room with tables and chairs. However, we can think about why we need a conference room. The conference room is usually for us to discuss a serious issue, brainstorm for campaigns and announce important industry news. Since the conference room serves such an important role, we should ensure the right tools are equipped in that space. Especially after the outbreak of Covid-19 in 2020, hybrid working became the trend. Making the conference room friendly for both local and remote employees is a task for every company.

Must-have Items for Your Conference Room

To increase your team members’ collaboration efficiency and reduce meeting fatigue, we recommend 7 items you should have in your conference room.

4K Monitor

The production of 4K content is mainstream nowadays. To check the 4K content, using 4K monitors is necessary. In addition, the demand for video and content marketing is also increasing. Using 4K monitors, you can see more details and create more delicate materials. If the company has more budget, you can consider purchasing touch screen displays. When the monitor is equipped with a touch function, it takes the team collaboration to the next level.

Projector

If your conference room is large enough to accommodate more than 20 people, you will definitely need a projector to offer a bigger image.

Sound System

The sound system is critical for a conference. Imagine you are going to assign tasks to team members, but 25% of them don’t hear clearly what you say. Then the project won’t go smoothly. When you install the sound system, you need to check the diffusion angle of the speaker. Make sure no matter where your attendees sit, they can hear the moderator.

Whiteboard

Sometimes drawing is better than speaking. Members can write down what they think during the presentation and speed up the discussion.

Video Conferencing System

Now we need to have a con-call not only with clients aboard but also remote colleagues. It’s better to choose a video conferencing system which is compatible with multiple video conferencing software such as Zoom, Teams and Google Meet.

Wireless Presentation Solution

Everyone has his own favorite device to work with. Some like to use Windows laptops, some like to use MacBook. The younger generation may like using the iPhone to do slides. The wireless presentation system allows everyone to use their own devices to share the presentation. And you won’t see cables or wires in the conference room any longer. It will leave a good first impression to your clients and visitors.

A Clock

It’s important to start and end a meeting on time. A clock can remind everyone to focus on the schedule and avoid delay.

In addition to the items we mention, you can purchase additional items that meet your needs. But keep in mind that you should simplify your conference room equipment, otherwise you may cause meeting fatigue to team members. Most important of all, you need to create meeting equity in the conference room. Everyone should be able to listen and be listened to. The hardware equipment should deliver a good meeting experience to members.

Astrogate Has worked in the field of wireless presentation and collaboration for over 15 years. ASTROS wireless presentation solution can help people at workplaces and classrooms increase productivity and unleash creativity. If you have any questions about purchasing audio and video equipment for your space, welcome to CLICK HERE and chat with us.