5 Reasons to Optimize Your Business Meeting Space with Workplace Analytics
5 Reasons to Optimize Your Business Meeting Space with Workplace Analytics
Collecting data about the way your business meeting spaces are used is essential for making sure they remain cost-efficient. The information gathered via workplace analytics empowers your organization to make strategic decisions about how you continue to invest in these spaces for optimal productivity and long-term business success.
ET Group offers workplace insights that answer important questions about your technology ecosystem—including detailed Meeting Insights to provide clarity on the collaboration that occurs in your business spaces and User Insights to provide important context about user experience. Below, we list five reasons that this information can help you by optimizing the design, technology, and features at the core of your business spaces.
Reason 1: Better Use of Space
Data gathered from the everyday use of your meeting spaces can tell you how to use them more efficiently. For example:
- Low room utilization rates can signal the need to redesign your space or upgrade your technology so that your team members have the tools they need to meet productively.
- The number of people accessing a space at any given time can be an important indicator of how the space is being used.
- Certain usage trends can point towards the kind of spaces that will be most useful for your organization in the future—for example, more one-on-one meetings or single occupancy for rooms may denote the need for a focus space where individuals can work alone or in pairs.
Learn More: Designing Conference Rooms that Work for Today’s Offices
Reason 2: Increased Cost Efficiency
The more you learn about the features your employees are using in meeting spaces, the easier it is to improve what may not be working and capitalize on what is. Here’s how that might look:
- Our Meeting Insights can show you the features team members are using and the ones that are being underutilized or ignored.
- This can identify areas where staff may need training to gain confidence on important tools—or it could represent areas for potential cost savings by eliminating tools that aren’t serving employee goals.
- Meeting Insights like room capacity and availability can also help you improve your scheduling by ensuring they can access your business spaces when they need them. This has a measurable impact on your bottom line by eliminating wasted time due to double-booking.
Reason 3: Improved Employee Productivity & Satisfaction
Learning about the way your team members use business meeting spaces via our User Insights can also show you the most effective ways to support them at work—giving their productivity and satisfaction a measurable boost. Here are some of the things we can help you track:
- Seeing when team members take breaks can help you create schedules with team members that give them maximum access to meeting spaces during their most productive times. Learn more about how to make hot-desking work for your hybrid space.
- Viewing the amount of time individual team members spend in meetings can help you identify when they’ve been overbooked and empower them to create more sustainable work schedules.
- Focus time can show you when specific team members might need access to focus spaces for private work as opposed to huddle spaces or conference rooms.
- User adoption can help you understand where training gaps exist for individual team members and provide specific support for their needs, reducing frustration and lowering the likelihood of burnout.
Reason 4: Data-Driven Incident Response
In the event that your meeting spaces experience problems, it’s important to understand what went wrong so that you can take steps to solve it and avoid it in the future. ET Group’s Remote Monitoring tracks this data and uses it to proactively address issues in your technology ecosystem.
- Real-time detection allows us to resolve issues in progress before they have a chance to significantly disrupt workflows in your space.
- Our diagnoses can reveal the root causes of issues and enable efficient solutions instead of shot-in-the-dark fixes that may or may not be comprehensive.
- As a result, you experience less downtime—maximizing the value you get from your meeting spaces and the satisfaction of your team.
Learn More: What Remote IT Support Looks Like in Hybrid Meeting Rooms
Reason 5: Future-Proofing Your Workplace
Finally, it’s critical to have the data you need to make strategic decisions about how to keep growing and improving your business meeting spaces to keep them current over time. We can help by:
- Providing custom Remote Support Solutions that help you grow based on your business priorities and usage patterns.
- Collecting platform data that informs your technology buying strategy by showing you where to scale up for maximum ROI.
- Reducing potential turnover by identifying ways to make spaces more human-centric and create a happy environment where people will want to keep working.
Aligning Your Business Meeting Spaces with the Needs of Modern Work
When you use data to optimize your spaces for better hybrid meetings, you create an environment where spaces are more welcoming, resources are allocated more efficiently, and employees love coming to work. You also make it easier to deal with potential technical challenges and plan for future growth.
Book a discovery call with us and see how you can use Workplace Insights to support your organization, or browse the FAQ below for more details. Together, we can give you the data you need to keep your team members and the spaces they use one step ahead of the curve.
Frequently Asked Questions about ET Group’s Workplace Insights
What Meeting Insights can ET Group provide?
Our Meeting Insights cover all of the following:
- Average meeting length
- Room availability
- Room capacity
- Features accessed
- Scheduling cadence
- Incident frequency
- Diagnosis and prevention
- Attendance trends and statistics
- Opportunities for improvement
What User Insights can ET Group provide?
Our User Insights include:
- Time spent in meetings
- Breaks
- Focus time
- User adoption
- Tool and platform accessibility
- Resource allocation
- User licensing requirements
- Potential usability improvements
- Growth opportunities
What types of business meeting spaces does my organization need?
Organizations should maintain a variety of business meeting spaces, depending on the specific needs of their team members. These could include:
- Conference rooms
- Huddle spaces
- Focus spaces
- Dedicated social spaces
Booking a consultation with us is the first step towards finding out exactly what kind of spaces will serve your business best. We can consider your specific business goals and make appropriate recommendations.
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Workplace Occupancy Metrics That Can Help You Better Optimize a Business Meeting Space
Summary
- Utilizing occupancy metrics like room utilization rates and peak occupancy times enables businesses to maximize the efficiency of their meeting spaces, ensuring they are fully utilized and aligned with actual demand.
- By aligning meeting room sizes and availability with real usage data, companies can significantly reduce real estate and operational costs, enhancing the return on investment of their physical spaces.
- Occupancy metrics inform strategic decisions about office layout and space allocation, supporting flexible work arrangements and adapting to the evolving nature of modern work.
- Tailoring meeting spaces to meet the specific needs and preferences of employees can lead to increased satisfaction and productivity, fostering a more engaged and collaborative workforce.
- Optimizing energy use in meeting spaces based on actual occupancy not only contributes to environmental sustainability but also ensures compliance with health and safety protocols, such as social distancing.
Workplace Occupancy Metrics That Can Help You Better Optimize a Business Meeting Space
Understanding when, how, and why your business spaces are used by employees is the key to making them more efficient. If you gather the right data, you can optimize these spaces by investing in AV technology and making other adjustments that improve their ROI while creating a better employee experience. It’s a win-win.
But what metrics are the most important to track when you’re trying to validate these changes—and what can they tell you? Don’t worry; that’s where we come in. ET Group has years of experience helping businesses and other organizations transition their spaces, technologies, and processes to align with the realities of modern work, and we’re here to show you the stats that can give you confidence when making these decisions.
Key Benefits to Optimizing Business Meeting Spaces
Before we dive into the numbers and what they mean, it’s important to recognize the tangible benefits that optimizing your business meeting space can bring to your organization. Some of these are more quantifiable than others, but the most important and obviously valuable ones break down like this:
- Maximizing Space Utilization: By tracking occupancy rates, businesses can ensure that every meeting space is used to its full potential, avoiding wasted space.
- Reducing Operating Costs: Aligning room sizes and quantities with actual usage patterns can lead to significant savings on real estate and maintenance expenses. Learn how to calculate the ROI on a video conferencing system.
- Streamlining Room Booking: Enhanced booking systems, informed by usage data, can simplify the reservation process and reduce scheduling conflicts. Learn how to make hot-desking work for your hybrid environment.
- Tailoring Spaces to Needs: Understanding demand for different types of meeting spaces allows for customization that enhances employee satisfaction and productivity.
- Better Strategic Decisions: Occupancy metrics provide valuable insights for strategic decisions about office layout, space allocation, and the technology in these spaces.
- Enhancing Energy Efficiency: By aligning energy use with actual occupancy, businesses can reduce their environmental footprint and lower utility costs.
- Supporting Flexible Work Arrangements: Data-driven insights help in adapting meeting spaces to suit hybrid work models and changing employee needs.
- Future-Proofing the Workplace: Predictive analysis of space usage can guide long-term planning, ensuring that the business is prepared for future changes.
- Promoting Fairness and Efficiency: Proper space management ensures equitable access to meeting rooms and prevents overbooking and under-utilization.
- Ensuring Health and Safety: Occupancy data can assist in complying with safety protocols, such as maintaining social distancing in meeting areas.
Key Metrics for Business Space Optimization
Now that you know why optimizing your space matters, it’s time to look at what data you actually need to do it—and what it can tell you.
ET Group collects workplace analytics that help our clients use meeting spaces and other workplace environments more efficiently, so we have some ideas about the most important metrics to track. Of all the information you can collect about the way your space is used, here are the areas we recommend you focus on:
Room Utilization Rates
This metric measures the frequency and extent to which a meeting room is used. It’s usually calculated as a percentage, representing the proportion of time the room is occupied compared to its availability.
How to Analyze It
To analyze room utilization rates, look for patterns in how different rooms are used. Are some consistently underused? Or are there rooms that are always booked? Identifying trends like this helps with reallocating or repurposing spaces to match actual needs.
Potential Impact on Business Real Estate
High utilization rates might indicate a need for more or larger meeting spaces. Conversely, low utilization could suggest that a business is maintaining more space than necessary, leading to potential downsizing or repurposing of under-utilized areas.
Peak Occupancy Times
This metric identifies the times when meeting spaces are most in demand. It involves tracking the occupancy of rooms across different times of the day and week.
How to Analyze It
By understanding peak occupancy times, businesses can implement policies to manage high-demand periods more effectively. This might include reserving spaces for critical meetings during these times or encouraging meetings outside peak hours.
Potential Impact on Business Real Estate
Knowledge of peak times can guide the design and availability of meeting spaces. For example, if peak times are concentrated in certain hours, it might be more efficient to have flexible spaces that can be quickly adapted for meetings, rather than many small, dedicated meeting rooms.
Average Meeting Duration
This metric calculates the typical length of time meetings last in the business spaces. It provides insight into how meeting spaces are used in terms of time allocation.
How to Analyze It
Understanding the average meeting duration helps in optimizing booking schedules and room availability. For instance, if most meetings are short, the booking system can be adjusted to allow more frequent, shorter bookings.
Potential Impact on Business Real Estate
This metric can significantly influence the types and sizes of meeting spaces a business should invest in. If meetings are generally brief, smaller meeting spaces might be more suitable than larger boardrooms. Conversely, longer meetings might necessitate more comfortable and equipped spaces.
Additionally, a pattern of shorter meetings may indicate a need for “ad hoc” spaces—rooms that aren’t designed specifically for meetings but have the required equipment and facilities to accommodate spur of the moment conversations. This might include digital whiteboard tools to provide quick visual references, or video conferencing software for unscheduled calls.
Find Support Preparing Your Business for the Demands of Modern Work
The physical spaces used by a business are investments, just like employees and financial assets. Optimizing these spaces is not about efficiency for its own sake; it’s a strategic imperative that has a measurable impact on your margins. The more you understand the metrics we’ve listed above, the easier you can maximize the potential of your physical spaces. This also helps you align your work environment with employee needs and habits, fostering better productivity and collaboration.
At ET Group, we help organizations of all kinds leverage data-driven insights to create better spaces with technology that enables seamless communication. The results are clear: a more engaged workforce, reduced operational costs, and better adaptability as the ways we work continue to evolve. Book a discovery call with us now and learn more about how we can keep you current and connected.
Frequently Asked Questions about ET Group’s Workplace Insights
How do you gather workplace insights?
Our team uses real data gathered from the way your team uses your business spaces to identify patterns in your workplace and recommend improvements. We use our Remote Monitoring Dashboard to track:
- Remote monitoring alerts
- Automated room testing logs
- Incident reports
- Platform data
- Other sources connected to your network
How do you protect my organization’s information?
Our support team is made up of certified professionals in industry-leading AV software and hardware. We have extensive training and experience, and have passed rigorous exams to ensure our proficiency in the tools and systems we use. This allows us to provide you with effective, up-to-date services and safeguard the data we collect to help you make better business decisions.
How can I learn more about using data to improve my business meeting spaces?
We partnered with Vyopta to collect data from over a million hours of hybrid video conferences and published a report exploring the challenges modern workplaces are experiencing. Download it here and get the inside track on how the right metrics can improve the way you work.
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Encourage Employees to Come Into Work by Making the Office More Useful
Summary
- Making the office a comfortable and supportive environment encourages employees to voluntarily come in, rather than mandatory attendance (which can negatively impact productivity and morale).
- Implement a human-centric design that emphasizes comfort, health, and well-being with flexible hot-desking, intuitive layouts, purpose-built spaces, and synchronized, scalable technologies.
- Equip your office with high-quality video conferencing systems, real-time collaboration software, and reliable tech support to enhance communication between remote and in-office workers.
- Offer additional amenities like quiet zones, relaxation areas, and professional development opportunities to increase the office’s appeal and support employees’ growth.
- Creating a workplace that facilitates everyone’s best work should be a two-way conversation between employers and employees. Gather employee feedback through surveys to understand their needs and collaborate with ET Group’s technology consultants to build a purposeful and effective environment.
Encourage Employees to Come Into Work by Making the Office More Useful
Although the benefits of hybrid and remote work are well documented, office attendance remains important for many employers. But since mandatory attendance can feel punitive and impact morale, we believe it’s more effective to encourage employees to choose to come into work—and the easiest way to do that is to make your space a place where they feel comfortable and supported.
Below, our team guides you through several key elements of making your office more useful for modern workers and their needs. We’ll show you why the design of your space, the technology you use, and the amenities you provide can all help your team members do their best work (and make them excited about visiting the office to do it).
Creating a Useful Workplace Environment
The key to making your office more appealing to team members is creating genuine value for them. Here are three easy areas to focus on where you can make effective improvements quickly:
Human-Centric Space Design
Human-centric space design is about involving and centering people in the design process. Making the end users of a space part of the design process is one of the most effective ways to support their comfort, health, and overall well-being. It’s about creating environments that are not only functional and aesthetically pleasing but also deeply attuned to the needs and experiences of the occupants.
Human-centered workplaces are typically comfortable, adaptable, and practical. They often involve the use of new technologies—but critically, these technologies must be integrated in ways that serve the people using them.
At ET Group, we design human-centric spaces for modern workplaces by making sure they are:
Flexible
Hot-desking solutions and modular layouts reduce unused real estate by allowing team members to drop in or out as needed, while providing more versatility for employees.
Intuitive
Prioritizing efficiency and ergonomics results in spaces that minimize confusion and distractions, promoting focus and productivity.
Purpose-Built
Identifying your organization’s unique needs and creating spaces that incorporate relevant technologies means your workplace is almost always the best place for employees to get work done.
Synchronized
Critically, any tools used in your space must be able to complement each other and connect when necessary. This is often one of the most difficult aspects of designing a space that serves the modern hybrid workforce—so if you want your employees to feel good about performing work in-office, it’s vital to ensure that the technology you invest in is compatible and scalable.
Learn More: How Audiovisual Consulting Provides Key Support for Hybrid Work Environments
Modern Collaboration Technology
The technology your office uses is what allows you to ensure seamless communication between remote and in-office team members. Improving this technology is not about discouraging remote work, which makes many employees happier and more productive—it’s about making sure the in-office experience you offer is comparable in terms of the comfort, focus, and satisfaction it provides.
Key elements of modern collaboration technology include:
High-Quality Video Conferencing Systems
Crystal clear sound and video with user-friendly hardware and software reduces friction and helps avoid delays—whether you’re using Webex, Zoom, Microsoft Teams, or another solution.
Real-Time Collaboration Software
Mural, Vidcast, and other tools make it easy for team members to work on projects together, no matter where they’re located.
Reliable Tech Support & Network Infrastructure
Remote support solutions and onsite technical assistance make working from the office the least stressful option for team members who experience technical difficulties when working remotely.
Other Amenities
Creating a purposeful, human-centric space gives employees a place that facilitates deep focus, and the right technology helps make it a frictionless environment—but a few extra incentives don’t hurt when you’re trying to make your office the most attractive place for people to work. Here are a few other recommendations:
Quiet Zones & Relaxation Areas
Designated quiet zones or relaxation areas with comfortable seating can offer employees a place to unwind or work without distractions. This is especially important in an open office layout.
Professional Development Opportunities
Host seminars, workshops, or classes in the office. This not only encourages personal and professional growth but also shows your investment in your employees’ future. We offer workshops for thriving in hybrid spaces that can further increase your ROI from upgrading your workplace by equipping team members with the skills and confidence to use the new technology effectively.
Encouraging Employee Engagement & Feedback
Before moving forward with any office renovations or upgrades, it’s vital to make sure you have a clear picture of your team’s needs and preferences. Try the following:
- Put out a survey to collect written feedback from employees about the features or amenities they need to feel supported in an office environment.
- Host workshops with cross-functional groups that can provide feedback.
- Work with a technology consultant who can research your organization and provide tailored recommendations on the solutions that will deliver the most value to your workforce.
Upgrade Your Office to Support Your Modern Workforce
The office should be a purposeful environment where employees feel value in going in to utilize the available tools and amenities available. If it isn’t useful to your team, you can’t expect them to show up—but creating an in-office experience that supports everyone’s best interests is both mutually beneficial and relatively straightforward.
We’re here to help you build a workplace that meets the needs of forward-thinking organizations and employees. Book a discovery call now to get in touch with an industry leader who can show you the best way to make your office a place where people genuinely want to work.
Frequently Asked Questions
How many employees still work in offices?
According to Forbes, less than 60% of employees currently work in-office. It’s estimated that 32.6 million Americans will work remotely by 2025.
Why do employees want hybrid and remote work?
98% of employees want to work remotely at least some of the time. The most popular reasons why include:
- Flexible hours
- Work-provided equipment
- Home office stipends
- Virtual team-bonding activities
How secure is hybrid and remote work?
It depends on the technology that you use to keep your team connected. Remote and hybrid work only pose a security risk when technology or employee knowledge is insufficient to meet the needs of the organization. Working with a technology consultant can identify these gaps and ensure that any hybrid technology you invest in addresses them.
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Why Your Leadership Team Must be Aligned on Your Workplace Strategy
Summary
- When leadership teams are aligned on workplace strategies, it reduces uncertainty and increases organizational efficiency—ensuring that everyone can work towards common goals.
- Aligned leadership avoids mixed messages and resource misallocation, leading to clear communication and higher productivity. This involves making sure all team members have the technology and support they need, irrespective of their work model.
- Consistency in workplace policies as a result of leadership alignment boosts employee morale. It shows a commitment to accommodating diverse work preferences, creating a more inclusive and supportive environment.
- Start with collecting feedback from team leaders, then organize a strategy alignment workshop for open discussion and perspective sharing, set common goals, and develop a unified strategy.
- Clearly communicate the agreed-upon strategy to the organization and assess the necessary upgrades in technology and space to support this strategy. ET Group can help by providing consulting services and recommending technology that fits your organizational needs.
Why Your Leadership Team Must Be Aligned on Your Workplace Strategy
Unified leadership streamlines your team’s decision-making and makes your entire organization more efficient. When leadership is aligned on how work happens and why, it reduces uncertainty for everyone in the workplace and gives them the confidence to do their best work—whether they’re embracing remote and hybrid work or relying more on an in-office model.
Below, we explain how to create an effective workplace strategy with your leadership team. Read on to find steps for collecting feedback, setting goals together, and finding consensus on the technology and strategy that will set you up for success.
The Real Impact of Leadership Alignment
When the people in leadership roles at your organization are on the same page, everyone benefits. This has countless advantages—some easier to quantify than others—but let’s look at a few of the most obvious and important ones.
Communication
Differing views on remote work can lead to mixed messages—which can lead to confusion and conflict between teams or departments.
Regular updates and consistent messaging from an aligned leadership team ensures that everyone understands the way your workplace works and the tools it uses.
Productivity
Misaligned leadership leads to misallocated resources—resulting in underused office space, inadequate remote work support, and other problems that can delay projects and disrupt workflows.
When your leadership team is clear on the way your workplace is configured and used, it’s easier to make sure team members have access to the technology and support they need.
Morale
When there’s inconsistency in workplace policies, employees often feel their preferences and work styles are not being considered. This leads to a sense of dissatisfaction and disconnection from the company’s objectives.
Communicating clear goals and strategies for achieving them actually helps your leadership demonstrate their commitment to accommodating diverse work preferences. This fosters a more inclusive and supportive work environment, leading to higher job satisfaction, stronger employee engagement, and a positive organizational culture.
Key Steps for Aligning Your Leadership
Collect Feedback from Team Leaders & Employees
When it comes to choosing the model and technology your workplace will use, different members of your leadership group and their team members may have different preferences. Gathering feedback before you meet with them sets you up for constructive conversations where everyone’s perspective is considered.
- Try conducting a survey or requesting written feedback from people in key leadership roles so that they can express their needs and raise concerns.
- Get leaders to check-in with their individual teams for feedback, so that you ensure you are capturing an accurate picture of your organization.
- Use this feedback to structure the agenda for a meeting where you and the rest of your leadership team discuss your options and determine the next steps.
For Example:
Let’s say that your new workplace strategy involves decisions about the extent to which your organization will embrace hybrid work. You’ll need to ensure that your team shares an understanding of the different options available (from distributed and asynchronous to entirely co-located).
Key questions to ask your leadership team might include:
- Which of the options best describes the way you currently work?
- Which option best describes the way you worked one year ago? What about two years ago?
- What changes have you witnessed and what factors do you think contributed to them?
- Looking forward, where do you want to be in a year? What about two years?
- Is this a vision you share with your colleagues? Why or why not?
We’ve written extensively about this topic in the past with WORKTECH Academy. Learn more about how to successfully set up a company strategy for hybrid work.
Organize a Strategy Alignment Workshop
Once you have a clear understanding of the different opinions held across your leadership team, you should plan a workshop to discuss and surface them openly. This allows members to share their perspectives with each other and promotes collaborative decision-making.
It’s important to understand the barriers that exist between your team and the strategy you want to create, but it’s also critical to avoid blame and allow everyone’s voice to be heard. Ensure that you create an environment of psychological safety, where leaders feel safe to speak their mind.
- Start with a round-table discussion where all different viewpoints are summarized briefly for the group.
- As an experiment, have leaders pair up and present their partner’s viewpoint as accurately as possible to the group. This is a great activity for fostering empathy and facilitating broader perspectives.
- Share insights from employee surveys, productivity metrics, and industry trends related to workplace models. This will inform your decision-making with objective data.
ET Group offers free workshops that help organizations to surface the potential blind spots and challenges hindering effective hybrid collaboration alongside other senior industry leaders. Register today or reach out to us for help facilitating a workshop designed for your leadership team.
Set Common Goals
Once all perspectives have been heard and understood, you can start identifying commonalities and using them to develop shared goals. Develop a list of questions that you might answer to better align your organization on its shared priorities.
- Revisit your company culture and make sure it supports the model you’re using—for example, using virtual team-building exercises if your new strategy encourages remote work.
- Evaluate your current technology and its capabilities. Is it easy to use? Does it allow your remote and in-office team members to connect seamlessly or does it create friction? Read more about how to design effective conference and video meeting rooms.
- Decide what upgrades you’ll need to make to ensure that your equipment and facilities support the new strategy.
- Determine how you’ll measure productivity under the new strategy, and put support in place for ensuring a consistent experience for all team members. We offer audio visual support services that can provide you with important insights on how your workplace technology is being used and proactively address any IT issues you experience before they impact workflow.
Develop Your Strategy
Use the answers to the questions you asked in the step above to determine a list of shared priorities. These will help guide the framework for your new workplace strategy, informing the model (remote, hybrid, in-office, etc.) you’ll use and the technology you’ll need for it.
Now you should have everything you need to draft a strategy that reflects the collective decision and aligns with business goals. For more information on this, see: How to Create a Hybrid Work Policy for Your Office.
Test and Prototype Your Workplace Strategy
When your leadership team has found consensus on how you’ll work and what technology you’ll need, you can formulate a plan to test and prototype this strategy with a wider group in your organization. Here’s an outline of the process you might follow:
- Identify pilot groups: Select smaller teams or departments within your organization to serve as pilot groups for testing the new workplace strategy.
- Define metrics for success: Clearly outline the key performance indicators (KPIs) or metrics you’ll use to evaluate the effectiveness of the new strategy within the pilot groups
- Conduct training and support: Provide adequate training and support to the pilot groups to ensure they understand the new strategy and have the necessary resources to implement it effectively.
- Gather feedback: Regularly collect feedback from the pilot groups regarding their experiences with the new strategy, including any challenges they encounter and suggestions for improvement.
- Iterate and refine: Use the feedback gathered from the pilot groups to iterate on the workplace strategy, making adjustments and refinements as necessary before rolling it out to a wider audience.
Alignment Leads to Better Outcomes
The more planning you and your leadership team do at the front end, the easier it is to create a strategy that benefits everyone at your workplace. Taking the time to understand the different views within your organization and find common ground lets you build a strategy
Use the steps above to start planning your next moves, and reach out to us for additional support. Our experts can consult with you to clarify your organization’s needs and create a specific plan to make sure the technology you use helps your people meet them.
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The Benefits of Using Video Conferencing Technology in Courts & Correctional Facilities
Summary
- Video conferencing technology is already changing the way justice is administered in courts and correctional facilities—making it easier to process cases, participate in hearings remotely, and deliver essential services to inmates in jails and prisons.
- As this technology becomes more widely available, it will be imperative to choose systems that focus on accessibility, cost-effectiveness, user experience, and safety.
- ET Group Justice Solutions uses features like online scheduling, virtual breakout rooms, and automated translation and transcription services to improve access for participants during court hearings and streamline cases. They can also help protect vulnerable witnesses by concealing their identity and eliminating the need for them to physically appear in courtrooms.
- Our correctional audio visual solutions can improve the quality and frequency of visits for inmates by facilitating video visitations with their loved ones. The same technology can also improve access to essential services via telehealth and remote delivery of educational programs, while removing costs and liabilities for correctional institutions.
The Benefits of Using Video Conferencing Technology in Courts & Correctional Facilities
As courtrooms and correctional facilities throughout North America face an increasing backlog in the number of cases completed and challenges related to inmate quality of life, video conferencing technology has profound potential to improve the efficiency of our justice system—from remote hearings to video visitation, telehealth, and the delivery of remote educational programs for inmates.
ET Group Justice Solutions are designed to improve both the efficiency with which these important institutions function and the experience of all people connected to them. Below, we explore five of the most important benefits video conferencing technology provides in this context.
See Also:
Transforming & Innovating Technology Infrastructure
Courtroom technology began to expand significantly throughout North America following the outbreak of the COVID-19 pandemic. In the United States, various groups including the Conference of Chief Justices (CCJ) and the Conference of State Court Administrators (COSCA) requested that courts use technology to improve communication for litigants during hearings.
According to the Pew Charitable Trusts, the adoption of this technology was unprecedented in both size and scale. Specifically, video conferencing was cited as an effective way to move hearings online, thereby resolving many cases that would otherwise have been delayed.
Technology that Supports Equality
Following the pandemic, it became clear that while this technology had obvious and exciting implications, it also created certain difficulties—specifically, for people with disabilities, limited English proficiency, or no access to high-speed internet. Many courts have since mandated that the use of video conferencing technology in courtrooms must “ensure principles of due process, procedural fairness, transparency, and equal access are satisfied when adopting new technologies.”
This evidence points to an urgent and ongoing need to modernize courtrooms—not only in North America but around the world. Our focus at ET Group is to promote, standardize, and simplify the virtual infrastructure that makes these kinds of efficiencies possible.
Increasing Access to Justice
One of the easiest ways to measure the success of new technology is to look at the material benefits it provides for the people who use it. That philosophy, which is at the heart of our hybrid workplace solutions for enterprise organizations, applies just as much to the technology we develop and implement for courts and correctional facilities.
At ET Group, we believe that justice is only served when it’s served equally. Here are some of the ways in which our video conferencing technology is designed to benefit litigants, inmates, and the people connected to them:
- Easier remote participation during hearings via cloud-based online scheduling and breakout rooms
- Support for people with disabilities via video recording, assistive listening, large-format displays, and audio uplift.
- Interpretation and translation services to benefit participants whose second language is English.
- Accessible cameras for video visitation stations in correctional facilities.
Reducing Operational Costs
Improving the efficiency of courts and correctional facilities does more than save time—it also saves money. For governments and private organizations that administer these facilities, this makes resources available to allocate towards other services and quality of life improvements. Here’s how:
- Reduces travel and transportation. Virtual courtrooms with external evidence-sharing features significantly reduce the costs of setting up hearings, and using video conferencing technology in correctional facilities eliminates the need to escort inmates to and from visitation rooms.
- Lower staffing requirements. Correctional facilities benefit significantly from video visitation technology, since it removes the need for on-site personnel to handle visitor check-in and registration.
- Increases ROI on tech infrastructure. Money saved on staffing and transportation helps offset the costs of video conferencing technology for hybrid courtrooms and correctional facilities.
Improving Service Delivery
Standardizing the video conferencing tech used across the justice system reduces the potential for compatibility issues and ensures important information is not lost while improving user experience and delivering faster results. Our solutions focus on improving service in the following ways:
- Simple and easy-to-use technology improves accessibility for all end users in courtrooms and correctional facilities. Our correctional video endpoints are designed as all-in-one units that provide a straightforward user experience in a secure and vandal-resistant package, while our FlexVideo carts offer a plug-and-play mobile courtroom video experience that can hybridize any courtroom in minutes.
- Delivering justice faster means more cases are processed and more people get closure. From making remote participation easier to automating tasks like transcription and translation, the time and resources saved by using our video conferencing solutions translate directly into faster resolutions for individuals.
- Self-service tools like the scheduling and wayfinding features in our HybridCourts™ solutions help eliminate administrative overhead for institutions while giving users agency over scheduling, submitting documentation, and more.
- Enhanced customer service experience via remote technology support designed specifically for justice applications. Our JusticeSupport™ services provide detailed analytics, remote monitoring, and room testing, and access to a dedicated help desk to proactively diagnose and address challenges—as well as 24-hour on-site support from certified AV technicians when necessary.
Increasing Safety
Ultimately, the justice system exists to provide security for people—so any video conferencing technology used in courtrooms or correctional facilities must make safety a top priority. This concept applies equally to two vital areas:
- Making justice more accessible during public emergencies like pandemics or natural disasters. The value of virtual courtroom technology in these situations is already clear, but investing in the right technology support is also vital for ensuring reliability during periods of increased uncertainty or instability.
- Improving the safety of inmates and vulnerable populations by using technology that protects essential information and reduces risk during hearings, visitations, or other activities. For example:
- Protecting vulnerable witnesses in remote courtroom hearings via multi-camera features and control systems that help prevent their identities from being revealed.
- Facilitating remote court appearances and defense access for jail inmates to eliminate the risks of transporting them in public during trials.
- Enabling remote access to healthcare, educational, and consultative services to reduce opportunities for inmates to come into conflict with each other and improve access to these services by eliminating problems related to scheduling or overcrowding.
Bringing Justice into Focus for the Modern Era
Video conferencing technology is already fundamentally transforming the way justice is administered in modern courtrooms and correctional facilities. Using this technology to its full potential requires a standardized approach that prioritizes increased access, cost-efficient technology, and a focus on service and safety.
Learn more about our HybridCourts™ and correctional video solutions by contacting ET Group Justice Solutions and speaking with an audio visual expert who can walk you through the best ways to use these tools for your organization. With our help, justice can be faster, more efficient, and available to a wider number of people than ever before.
Frequently Asked Questions about Video Conferencing Technology in Courtrooms & Correctional Facilities
Who benefits most from hybrid and virtual courtroom technology?
Hybrid courtroom technology benefits the people who administer justice and the people who rely on them. Here are a few examples:
- Remote participants (including litigants and police) via online scheduling, recordings, and virtual breakout rooms.
- Vulnerable witnesses via multi-camera technology, picture-in-picture mode, and identity protection controls.
- Juries via ceiling speakers, tracking cameras, large-format displays, and other accessibility features.
- Courtroom staff via evidence presentation tools, automated translation and transcription, mobile video carts, assistive listening, and more.
- Correctional staff and inmates via vandal-resistant devices, accessible cameras, and private calling.
What activities can correctional video technology support?
Our video conferencing systems for correctional facilities make the following activities safer, more cost-effective, and easier to coordinate:
- Remote Court Appearances: Inmates can join their court hearings from jail, without needing to be physically moved to the courtroom.
- Defense Access: Inmates can talk privately with their lawyers over video.
- Family Visitations: Video visitation technology helps inmates see and speak with their family members through video calls—and makes visitations easier for loved ones.
- Consultative Services: Offers ways for inmates to get advice or counseling over video.
- Educational Programs: Inmates can learn or train through online classes and programs.
- Telehealth: Inmates can have medical check-ups or talk to a doctor or therapist over video.
What correctional video systems does ET Group offer?
Our video conferencing hardware for correctional facilities includes a few different options:
- SecureV200 (For Cisco Webex Room Kit Mini): Best for small, confined spaces like private offices or small meeting rooms. It’s a secure, easy-to-install system with a wall-fastened cabinet and clear audio and video capabilities.
- SecureV250 (For Cisco Webex Room Kit): Similar to SecureV200, it’s also ideal for smaller rooms needing secure video conferencing solutions, with added features for clear audio transmission and durability.
- SecureV300/V300 Pro (For Cisco Webex Desk/Desk Pro): Suitable for slightly larger spaces that require more equipment storage. Offers touchscreen compatibility and enhanced security for more dynamic conferencing setups.
SecureMobile (For Cisco Webex Room Kit): Perfect for flexible, open spaces where equipment needs to be moved frequently. Offers mobility with lockable wheels and handles, along with secure and clear audio-visual capabilities.
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Audio Visual Technology Adoption Starts with Better End User Training
Summary
- Effective AV tech adoption requires comprehensive end user training. The more value teams see in new technology and the more comfortable they feel using it, the more ROI your business will experience.
- The first step towards ensuring the adoption of new video conferencing technology is to understand your specific needs as an organization. This makes it easier to buy appropriate technology for your team.
- The next step is to evaluate different technology options and buy the most appropriate one for your business. Working with technology consultants can help you choose solutions that remove the potential for friction when your team members use them and reduce abandonment.
- Ongoing training and support are essential to help staff confidently use new AV systems. Investing in technology also means investing in people to ensure effective communication and collaboration.
Audio Visual Technology Adoption Starts with Better End User Training
Encouraging your team to adopt and use audio visual technology is about more than just design and deployment. At the end of the day, it doesn’t matter how useful your video conferencing system is if your team members don’t understand how to use it.
Investing in comprehensive end user training for your team shows them what your AV technology is capable of, and how to use it effectively—increasing the likelihood that they’ll adopt it and improving your ROI. As providers of custom hybrid technology solutions for organizations in a broad range of industries, our team is here to show you why workshops and consulting should always be a part of any technology investment you make for your business.
How End User Training Encourages AV Tech Adoption
Most organizations recognize the need for audio visual technology. But not having clarity on what this technology is needed for, what specific tools are being purchased, or how they’re being deployed all make large-scale adoption less likely. End user training provides clarity during each of these critical phases to ensure that organizations are set up to succeed.
Identifying Organizational Needs
There’s no such thing as one-size-fits-all AV technology—that’s why we design custom hybrid workplace solutions for each of our clients. But before we can do that, it’s vital that you understand what communication challenges your organization is trying to solve.
Example: Improving Screen Real Estate on Multi-Point Calls
Let’s say a business wants to bring three locations (Toronto, New York, San Francisco) into the same video call. This is called a multi-point call (as opposed to a point-to-point call, which takes place between just two endpoints).
Pretty much any traditional video conferencing vendor can make this happen—but wait. Now let’s say the same business has dual screens at each location, and wants each location to see the other two on separate monitors (a person in Toronto would see New York on one screen and San Francisco on the other, and so on).
Suddenly, there aren’t so many appropriate video conferencing options. That’s because most vendors use a communication protocol called H.323. When a multi-point call is made using H.323, the video streams from each location are effectively combined and sent to the other locations as a single stream.
This single video stream can only be viewed on a single screen—which causes the video images of the remote locations to shrink on the display, dramatically diminishing their value.
Bottom line: being aligned with your audio visual provider on your organization’s specific goals is the key to investing in appropriate systems. Consulting with ET Group before buying video conferencing technology would allow this business to rule out vendors offering standard H.323 solutions ahead of time, whereas skipping this step could lead towards buying technology that doesn’t work for them.
Buying the Right Technology
Once your goals are clearly defined and you’ve consulted with our experts, you’re in a position to choose tools that support your organization. To see what this might look like, let’s return to the example we introduced in the last section.
Example: Evaluating Three Potential Options for Multi-Point Video Calls
Our example business now has clarity on what they want to achieve, and knows that traditional H.323 offerings aren’t the answer. Now they need help choosing between three other options:
- Option 1: Use More than One Codec. Set up each location with two codecs and two cameras, then have each codec in the office call one of the other 2 offices. This solution works, but it’s clumsy and expensive—since it requires twice as many codecs and cameras. It also won’t scale, so if the business needs to add a fourth or fifth location later, it’ll be out of luck.
- Option 2: Invest in a High-End Telepresence Solution. This approach also requires multiple cameras and codecs at each location, but the images are stitched together and combined. The new images are then sent to each other location as a single image that can be split across both of their monitors. This type of solution offers excellent user experience, but is expensive to set up initially as it requires a substantial amount of technology and integration is relatively complex.
- Option 3: Use Newer Video Technology. If the business uses a newer video technology instead of H.323, they can deploy room systems that allow the use of a single processor (codec equivalent) to put full-screen images on both monitors in each location. These commercial video solutions are easier to scale up as well, and can even cost less than typical H.323 systems.
Bottom line: Working with technology consultants to learn about the technology available to your organization and make informed decisions prevents your team from running into challenges down the road. This removes the potential for friction and improves the likelihood that your audio visual technology will continue to be used.
Clarifying Deployments for Staff
Working with consultants to clarify your organization’s needs and educate your leadership about the different technologies available can prevent many of the problems that hamper adoption. However, you’ll still need to make sure your staff is comfortable using the new system once it’s been deployed.
Example: Encouraging Team Members to Use New Video Conferencing Systems
Let’s assume that the business in our example has opted to invest in newer video technology like SIP, an internet-based protocol that offers better scalability and flexibility.
This solves the issue of making calls between locations—but some team members may shy away from using the new technology because they’re used to older and more established protocols. While placing phone calls or sending emails to other locations may be more comfortable for some, it’s also less efficient for the business and may lead to some information being lost in translation.
Bottom line: at this point, the organization needs ongoing training to make their staff aware of the new system’s capabilities and help them feel confident using it. Workshops from ET Group can help by providing team members with essential skills for thriving in hybrid workplaces, recontracting the ways in which they work together, embracing design thinking, and more.
Investing in People Is a Prerequisite for Investing in Technology
At ET Group, we believe that technology is only useful insofar as it supports people to communicate and collaborate effectively. That’s why we consider end user training a must for organizations that want to make sure the audio visual technology they invest in is being adopted and used.
Start out by clarifying your needs and consulting with experts who can present appropriate options for meeting them—this helps you avoid many of the pitfalls that can lead to team members abandoning new technologies out of frustration. Then, follow up by providing your team with comprehensive training that helps them see how your new investment solves their pain points and gives them the competencies they need to use it effectively.
To learn more about our hybrid workplace solutions or the training we can provide for your workforce, book a discovery call with ET Group. To learn more about end user training for audio visual systems, browse the FAQ below.
Frequently Asked Questions about End User Training for AV Technology
Why can’t I buy audio visual technology without investing in end user training?
We do not recommend purchasing technology without training your personnel on how to use it effectively. This creates frustration that eventually leads to abandonment, and can also cost more in the long run by making meetings less efficient or secure.
Can tech support improve AV tech adoption?
Yes—the right support is instrumental in helping your team feel comfortable enough with new technology to adopt and use it. ET Group’s support services keep user experience consistent and productive, encouraging personnel to stay connected and collaborate with the tools you’ve purchased.
How can end user training be adapted for different skill levels?
Always purchase new audio visual technology from organizations that can provide accessible training for members of your team with different proficiencies or experience levels. ET Group offers workshops aimed at different audiences (team leaders, intact teams, etc.) so that everyone can understand how your new technologies relate to their role and find effective ways to use them.
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How Audio Visual Consulting Provides Key Support for Hybrid Environments
Summary
- Audiovisual consulting is crucial for competitive enterprises aiming to maintain productivity and flexibility in hybrid work environments. It ensures that both technology and personnel are set up for success.
- ET Group offers custom hybrid work solutions that focus on aligning technology with business strategies. This includes understanding stakeholder needs, analyzing the insights and data gathered from stakeholders, creating conceptual designs and prototypes, testing and iterating those prototypes, and building a detailed design.
- Working with an AV consultant from ET Group not only addresses your current needs but also supports long-range business development, ensuring the best return on your investment.
How Audiovisual Consulting Provides Key Support for Hybrid Work Environments
Hybrid working is the natural model for competitive enterprises that want to remain productive while providing the flexibility required by their teams. But creating a successful hybrid work environment is about more than the AV technology you implement—it’s first and foremost about better understanding the people who use the technology and what their needs, challenges, and use cases are on a daily basis.
ET Group provides custom hybrid work solutions that help organizations achieve their goals and empower their employees. Our audiovisual technology consulting services are unique in that they prioritize human experience—we believe that technology should always serve people instead of the other way around.
Below, we explain to you why an AV consultant can be vital for supporting your hybrid AV and IT infrastructure and show you some of the key challenges it can help you solve.
The Purpose of Audiovisual Consulting
Audiovisual technology consulting involves expert guidance and management services to help organizations align technology with business strategies. Ideally, these services should set an organization up to assess its existing audiovisual, collaboration, and IT infrastructure, identify areas for improvement, and implement solutions that boost both productivity, engagement, and employee satisfaction.
Challenges with Conventional Technology Consulting
Unfortunately, conventional approaches to technology consulting have a tendency to focus on technology to the exclusion of the people it’s meant to serve. This approach often fails because it does not properly engage or account for the user’s true wants, needs, or experiences.
ET Group’s Human-Centric Approach
Our approach at ET Group puts people first and technology second. We use a flexible five-step process rooted in design thinking—a nonlinear iterative methodology that focuses on understanding the human beings at the heart of a given problem and finding innovative ways to address their needs.
See Also: 7 Design Thinking Principles that Will Help Hybrid Work Succeed
These five phases are designed with enough flexibility to accommodate each organization’s unique needs, while also ensuring that the solutions we create are practical and data-driven. They include:
- Understanding stakeholder needs
- Analyzing insights and data
- Conceptual design and prototyping
- Testing and iterating
- Building a detailed design
Below, we’ll walk you through each of these areas and provide details on the steps involved so that you can see how and why our audiovisual consulting underpins effective hybrid design at each stage.
Phase 1: Understanding Stakeholder Needs
The first stage of our process focuses on identifying and understanding your needs as an organization: who you are, what you’re trying to achieve, and what specific challenges are between you and your goals. During this phase, we typically:
- Gather data about your current technology environment
- Conduct stakeholder interviews to identify core wants and needs
- Observe key workflows to better understand your strengths and areas for improvement
See Also: The 7 Most Common Problems in an IT Work Environment & How to Fix Them
Phase 2: Aligning Priorities – Analyzing Insights & Data
Next, we examine the data collected in Phase 1 and use our findings to suggest concrete next steps that speak to your needs. This step takes place during a meeting with all key stakeholders, where you can expect us to:
- Present data-driven insights that define the gaps in your organization
- Work with you to ensure alignment on the core priorities of your project
It’s important to note that while your input is welcome at every stage of our audiovisual consulting process, it’s particularly valuable in this phase. Ensuring a mutual understanding of what we’re setting out to accomplish and why makes the next steps more efficient and produces significantly better results.
Phase 3: Conceptual Design & Prototyping
During this phase, we work with you to create a sampler of possible technology solutions. Our use of VR, 3D models, concept drawings, and more allows you to explore available solutions in detail before you commit substantial resources to any of them—ultimately helping you make the best choice for your organization when it’s time to invest. We focus on:
- Creating detailed key use cases that illustrate how each system will respond to different user requests
- Creating low-cost prototypes that illustrate the potential value of each available solution
- Experience and interact with concepts in a virtual environment
This is a co-creative process—we create mockups that encourage you to interact as much as possible with each potential solution so you can make the most informed decisions possible.
See Also: Can Design Thinking Bring Clarity to the Hybrid Work Experience?
Phase 4: Testing & Iterating
Once we’ve worked together to select prototypes and begin creating them, we initiate a co-creative process that allows you to provide feedback as each design is further realized. This involves:
- Testing each prototype using approaches such as virtual reality
- Holding workshops to provide opportunities for feedback and gain clarity on which new changes will result in the maximum possible impact
- Using our findings to enhance each prototype and ensure continued alignment with project priorities
- Review preliminary budgets with key decision-makers
Phase 5: Building a Detailed Design
Finally, it’s time to bring your selected prototype into the real world and scale it for your organization. Our team will:
- Develop a detailed plan for the final project (including construction drawings, layouts, material lists, and more)
- Coordinate with key experts on your project (e.g. architects, mechanical and electrical engineers)
- Present the design to key stakeholders alongside an updated budget
- Begin coordinating design processes and activities
You receive a complete package with everything you need to meet the needs established in the first phase of our consulting process—guaranteeing that the solution you receive is one based on the actual problems your people need to solve, and providing measurable value for your organization.
Find the Expert Technology Advice You Need to Grow Your Organization
Technology is only one aspect of creating an effective hybrid environment. Investing in the guidance required to select, implement, and scale that technology as your business grows guarantees you the best possible ROI and provides a superior experience for everyone at your organization who uses it.
To learn more about optimizing your workplace with help from our experts, book a discovery call with ET Group or read the Frequently Asked Questions below.
Frequently Asked Questions about Audiovisual Consulting
How do I know what kind of audiovisual consulting and technology my business needs?
You don’t have to know what specific solutions you’re looking for when you come to us. Our audiovisual consulting process begins with an in-depth audit of your business and its goals so that we can identify areas where you’re succeeding and others where you’ll benefit most from our input.
How much does an AV consultant cost?
ET Group doesn’t believe in one-size-fits-all consulting—our solutions are unique to each client, so our rates vary depending on your goals, the challenges that stand between you and reaching them, and the cost of the solutions we create together. For a specific idea of the kinds of costs you might incur, contact us and speak with an expert.
What other hybrid solutions does ET Group offer?
ET Group provides versatile solutions for a wide range of needs required for effective hybrid workplaces, including:
- Human-centric space design
- Connections and company culture
- Remote and on-site technical support
- Workshops and training
These services can be purchased separately or as part of a comprehensive approach to hybrid workplace development that we call the HybridX solution.
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Calculate the ROI For Your New Video Conferencing System
Summary:
- Theoretically, calculating ROI for a new video conferencing system is straightforward: ROI = (Total Benefits – Total Costs)/Total Costs x 100. However, it can be challenging to determine the factors that contribute to the total benefits and total costs of this technology, and to predict them accurately for your business.
- Costs associated with video conferencing include network upgrades, device and equipment expenses, specialized hardware/software, setup fees, training, and maintenance.
- Benefits of using video conferencing technology include reduced travel expenses, increased productivity, faster decision-making, business continuity, administrative savings, efficient real estate use, and alignment with sustainability goals.
- For many businesses, the potential ROI for a new video conferencing system is significant. The money these systems can save often outweighs the initial outlay required.
- Investing in video conferencing not only offers financial advantages but also enhances your organization’s culture, promotes collaboration, and future-proofs your business as the world moves towards hybrid work. Contact ET Group to learn more about creating a custom hybrid workplace solution that can deliver these benefits cost-effectively.
Calculate the ROI For Your New Video Conferencing System
With hybrid work being embraced across many industries, high-quality video conferencing has become a must for efficient communication—but before investing in this technology, it helps to know what kind of financial returns you can expect from it.
While the costs of different video conferencing solutions vary, there’s a fairly straightforward way to estimate the ROI a new system offers before you purchase it. Below, our team at ET Group will walk you through the factors you should consider in your calculations so that you can make an informed decision about how to proceed.
Calculating ROI: A Simple Formula with a Few Tricky Variables
At its core, ROI is a percentage that represents the net gain of an investment versus its initial costs. The formula is straightforward:
ROI = (Total Benefits – Total Costs)/Total Costs x 100
The challenge lies not in the math involved, but in comprehensively and accurately assessing what factors constitute the ‘Total Benefits’ and the ‘Total Costs’. Below, we explain each of these in detail so you can fully understand the implications of investing in new video conferencing technology.
Breaking Down the Costs of Video Conferencing
An effective video conferencing system comes with a range of costs, depending on your existing infrastructure and the functionality your organization needs:
- Network Upgrades: Because it relies so heavily on real-time video and audio, conferencing is a bandwidth-hungry application—and this can require upgrades to your network. Specific upgrades might involve better broadband plans or entirely new network infrastructure.
- Endpoints: These are the physical devices your team members will access for video conferencing—as well as the accessories for those devices that make high-quality conferencing possible (like high-quality cameras, microphones, and adequate processing power for optimal performance). You may spend less here if your remote employees are using devices they own—but you’ll still need to cover the devices used in your conference rooms themselves, plus any equipment you provide to remote team members.
- Infrastructure Components: Beyond endpoints, your conference system will likely require specialized hardware or software for tasks like bridging different communication systems and ensuring secure connections.
- Installation & Configuration: Deploying your new system involves several steps, each of which can have associated fees. Costs arise from integration, customization, and rigorous testing to ensure everything runs seamlessly.
- Training Programs: Modern video conferencing tools are designed to be intuitive, but there’s still normally a learning curve. Keep some room in your budget for training, including workshops that help your team adjust to remote and hybrid work.
- Maintenance & Upgrades: Technology isn’t static. Periodic software updates, potential hardware replacements, and general troubleshooting are costs that you can expect to incur.
The Benefits of Video Conferencing Technology
Although a worthwhile video conferencing system requires an initial outlay and comes with ongoing expenses, it also brings a wealth of benefits that help offset these costs. These include:
- Reduced Travel Expenses: Physical meetings, especially international ones, come with flight tickets, hotel stays, and meal expenses. Video conferencing can drastically cut down on these, while also reducing the wear and tear of frequent travel on team members.
- Heightened Productivity: No more time or energy wasted on commuting. Video conferencing lets remote team members save hours and improve their focus, boosting their work-life balance while directly contributing to your bottom line.
- Quicker Decisions: Faster and more frequent communication lets you resolve challenges in less time, propelling projects to completion without unnecessary delays.
- Business Continuity: If unforeseen disruptions occur (including natural disasters, pandemics, or geopolitical tension), video conferencing can keep the wheels of your organization turning.
- Lower Admin Costs: Less travel also means less administrative overhead related to processing travel claims, reimbursements, and allowances.
- Better Use of Real Estate: When more meetings are held virtually, you can repurpose or even reduce physical meeting spaces, which provides significant savings in real estate costs.
- Corporate Responsibility: As businesses globally strive for sustainability, reduced travel translates to a reduced carbon footprint, aligning with green initiatives and potentially helping you qualify for tax incentives.
Using the ROI Formula in Context
Given the costs and benefits outlined, let’s imagine how these could feed into the ROI formula above:
To provide some perspective, let’s use a hypothetical medium-sized company as an example. This company has:
- 500 employees
- 20% of employees travel for business reasons
- An average employee salary of $60,000 per year
- Real estate costs of $200 per square foot for meeting spaces
Example Costs
- Network Upgrades: Suppose an upgrade to the organization’s existing infrastructure costs $20,000.
- Endpoints: Investing in high-quality cameras, microphones, and devices for various departments might reasonably cost $30,000.
- Infrastructure Components: Say that integrating additional hardware or software solutions costs $15,000.
- Installation & Configuration: We’ll allocate $10,000 for setting up, customization, and thorough testing.
- Training Programs: Designing and executing training sessions across the organization might cost around $10,000.
- Maintenance & Upgrades: Setting aside a budget for potential replacements, software updates, and general upkeep, let’s allocate $15,000 for the year.
Total Costs = $20,000 + $30,000 + $15,000 + $10,000 + $10,000 + $15,000
Total Costs = $100,000
Benefits
- Reduced Travel Expenses: If 20% of 500 employees (that’s 100 employees) travel and on average cost the company $2,000 per trip (including airfare, accommodation, meals, etc.) and they each make five trips annually, that’s $1,000,000 annually. If video conferencing can eliminate half of these trips, the savings would be $500,000.
- Heightened Productivity: If we save 2 hours per week for each of the 500 employees, that’s 1,000 hours weekly. Assuming a 50-week work year (excluding holidays), that’s 50,000 hours saved—or $1,442,307 when you factor in their salary. If we assume that the value of the saved time is only 10% of its monetary worth (since not all saved time translates directly into productive output), the total benefit would be $144,231.
- Enhanced Decision-making: If we assume that faster decision-making can accelerate the lifecycle of certain projects by 10%, and if the company handles $1,000,000 worth of these projects annually, that’s a potential early revenue realization of $100,000.
- Business Continuity: For a company with a total revenue of, say, $50 million annually, even a 0.1% loss avoidance equates to $50,000.
- Diminished Admin Costs: A reduction of 30% in admin overhead from lesser travel translates to savings of $30,000.
- Optimized Real Estate Usage: If the company reduces its meeting spaces by 200 sq. ft due to more virtual meetings, at a rate of $200/sq.ft, they save $40,000.
- Corporate Responsibility: While the tangible monetary benefit from green initiatives might be indirect, let’s assign a value of $30,000 (based on reasonable estimates for increased business due to positive brand image, potential tax incentives, and so forth).
Benefits Tally = $100,000 + $100,000 + $50,000 + $50,000 + $30,000 + $40,000 + $30,000
Total Benefits = $894,231
Now, applying our formula:
ROI = ($894,231 – $100,000) / $100,000 x 100 = 794.23
ROI= 794.23%
Keep in mind that these numbers are entirely hypothetical, and intended to highlight the potential long-term returns video conferencing technology can provide. For a more detailed idea of how your specific organization could benefit from implementing this kind of system, we recommend reaching out to our technology consultants for a detailed plan and a personalized estimate.
Video Conferencing: A Critical Long-Term Investment
Investing in a video conferencing system has the potential to provide significant financial benefits in the long run, but it’s also an excellent way to improve your organization’s culture. The right technology can help you streamline your operation, improve collaboration among your team members, and move with more agility when faced with critical decisions.
As an increasing number of businesses move towards hybrid and remote work, investing in a video conferencing system is also an important part of future-proofing your organization. Contact ET Group to find out how we can help you stay ahead of the curve with a custom hybrid workplace solution that helps your people do their best work and provides a measurable return on investment over the course of its lifespan.
Frequently Asked Questions about Video Conferencing ROI
How often should I reassess the ROI offered by my video conferencing system?
Given the pace of technological evolution, it’s advisable to reassess the ROI of your video conferencing system every 2-3 years. This ensures you’re leveraging the latest features and helps identify areas where newer solutions might provide better value. Regular reviews will ensure your system remains cost-effective and meets the evolving needs of your organization.
Is negative ROI for video conferencing systems possible (& how can I avoid it)?
Before investing in any new technology for your business, it’s important to make sure the costs outweigh the benefits to avoid negative ROI. Factors that could contribute to negative ROI for video conferencing systems include:
- Overinvesting in unnecessary equipment
- Lack of employee adoption
- Frequent technical issues
- An inadequate network infrastructure that hampers the system’s performance
To avoid these issues, it’s vital to plan and implement your new system with experienced professionals. Our team at ET Group provides consulting and training for your team to maximize the effectiveness of your new system and eliminate these risks.
Is employee training for new video conferencing systems always necessary?
While modern video conferencing tools are designed for ease of use, it’s essential to recognize that comfort with technology can vary among employees. Training ensures that all team members can use your system to its fullest potential.
Even if your team members are familiar with such tools, the specific features or integrations of your new system may require brief training sessions. The goal is to ensure seamless communication and collaboration without technical hiccups so that you can enjoy the best possible value from your investment.
What costs and benefits are most relevant for my company when calculating ROI?
Each organization has unique needs. While we’ve offered a general breakdown of potential costs and benefits above, it’s crucial to consider your company’s unique factors, such as:
- Size
- Current infrastructure
- Frequency of travel
- Team dynamics
Consulting with our technology specialists at ET Group is the easiest way to arrive at a more specific estimate of the ROI you can expect from upgrading to a new video conferencing system.
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6 Steps For Achieving Unified Communications & Collaboration
Summary
- Unified communications and collaboration (UCC) integrates various communication methods within an organization and is especially important for hybrid workplaces that depend on a mix of different technologies.
- The first steps involve identifying your organization’s specific communication needs and selecting compatible, scalable, and cost-effective technologies to build an effective UCC solution.
- Integrating these technologies seamlessly is essential for productivity and efficiency. Providing thorough training and support to staff is equally important for the successful adoption of these systems.
- Lead by example to encourage the adoption of your UCC solution once you’ve implemented it. It’s also advisable to regularly review and optimize your tools to align with evolving team needs.
- ET Group specializes in developing hybrid workplace solutions that incorporate UCC for better efficiency, productivity, and team satisfaction. Let us help you create a technology solution that keeps your business connected.
6 Steps For Achieving Unified Communications & Collaboration
Unified communications and collaboration (UCC) is essential for successful hybrid workplaces, because it facilitates a single-pane solution for the various technologies that connect enterprises. Integrating diverse communication tools into a cohesive system not only enhances productivity but also ensures a seamless workflow between in-office and remote team members.
ET Group specializes in creating hybrid workplace solutions that embrace the principles of UCC for the organizations who partner with us and deliver measurable advantages. Below, we’ve laid out a road map with six essential steps you’ll need to take when designing a hybrid work environment aligned with this vital principle.
What UCC Is (& Why It Matters)
Unified communications and collaboration is a comprehensive approach to integrating various communication methods within an organization. The concept of UCC encompasses a wide range of technologies and tools that enable people to connect, communicate, and collaborate effectively, regardless of location. Here’s a quick breakdown:
Unified Communications
This aspect refers to the integration of communication tools like email, instant messaging, voice and video calls into a single, unified platform. The goal is to centralize all the threads of communication in a single platform, which enhances information flow between parties and teams.
Collaboration Tools
These are technologies that enable teamwork and cooperation. They might include file sharing, real-time document editing, digital whiteboards, project management software, and video conferencing platforms.
The Benefits of UCC
The integration of these communication and collaboration tools can improve productivity, streamline workflows, and enhance the overall efficiency of business processes. It allows for more flexible, agile, and effective communication and collaboration, especially vital in hybrid or remote work environments.
UCC solutions also provide consistent and accessible communication across different devices and locations. This enables seamless collaboration among team members whether they are in the office, at home, or on the move.
Six Steps to Building a UCC Solution for Your Organization
Step 1: Identify Communication Needs
UCC can include a wide variety of components, but not all of them are essential for every workplace—so the first thing you’ll need to do is determine precisely what your organization needs. This might include (but is not limited to):
- Email and instant messaging
- Phone services (including VoIP and voicemail)
- Calendars and other scheduling tools
- Desktop sharing and digital whiteboarding
- Video conferencing technology
- Desk hoteling solutions
Understanding the unique requirements of your team is vital. Meet with key team members to confirm the types of technology that they rely on most often, and create a list of which ones will be essential components of your hybrid workplace. Our technology consulting services—including our “Transforming Hybrid Collaboration” workshop—can help guide you through this process and ensure you’re hitting all the right bases for your business.
Step 2: Evaluate Available Technologies
Once you’ve established your needs, it’s time to create a shortlist of specific tools for each of the technologies you want to incorporate into your UCC solution. This is a critical part of ensuring that you’ll achieve a hybrid space that is:
- Compatible: Not all enterprise communication tools are designed to work with each other, so you’ll want to find the ones that pair nicely with the least amount of effort required.
- Scalable: The tools you choose for your workplace should have a future—it should be easy to update them regularly and modify them as required to suit your organization’s evolving needs.
- Cost-Effective: The technologies you select will have a major impact on the overall costs of your hybrid workspace.
We can provide you with a comprehensive overview of the current technologies available for your needs and narrow down your options. This will help you choose practical and affordable tools that will serve your organization well for years to come.
Step 3: Integrate Systems
Of course, the design of any hybrid workspace is only as good as the way it’s ultimately implemented. Seamlessly integrating the tools you’ve invested in so that they work together without hitches brings you a wide variety of benefits, including:
- Better productivity from making your workplace universally accessible for team members both on-site and working remotely.
- Faster and more efficient operations due to the ability to send updates and messages in real-time.
- Cost savings from centralizing and condensing your IT needs within a single framework.
- Easier teamwork via superior user experience.
The science of successfully integrating various workplace technologies is called interoperability—essentially, the ability of disparate technologies to connect and interface with one another. Learn more about interoperability here and find out how we work to ensure high levels of it in every hybrid space we engineer.
Step 4: Training & Support
As important as technology is for achieving UCC, it’s also only half the battle. Once you have the right tech, you need to help your most important resource—your people—become confident and proficient in its use.
Properly training staff on all new systems is vital for maximum efficiency and team satisfaction. Consider investing in workshops to help your team embrace hybrid work and the technology that makes it possible so that you can ensure a consistent experience for everyone at your organization.
You’ll also need support and maintenance to keep your UCC technology current, functional, and secure. Remote support like real-time analytics and automated room testing for video conferencing systems between meetings allows you to be proactive and avoid compatibility problems (instead of waiting for them to occur before responding).
Step 5: Encourage Usage & Adoption
To ensure the continued success of your unified communications and collaboration tools, it’s essential to actively encourage their adoption among team members. This can be achieved by:
- Leading by Example: Management and team leaders should use these tools consistently, demonstrating their effectiveness.
- Providing Incentives: Implement rewards or recognition programs for employees who effectively utilize these tools.
- Personalized Training: Offer training sessions tailored to different roles within the organization, ensuring each team member understands the benefits and functionalities relevant to their work.
- Feedback Mechanisms: Establish channels for employees to provide feedback on the tools, fostering a sense of ownership and involvement in the process.
Creating a culture that values these tools helps your team appreciate their value and leverage them effectively on a continuous basis. In turn, this maximizes the ROI of your entire hybrid work environment.
Step 6: Regularly Review & Optimize
Finally, regularly reviewing your unified communications and collaboration tools ensures that the technology you’ve chosen continues to serve the evolving needs of your team. Even if you’ve followed all the steps above, this is an important step for two reasons:
- It allows you to identify technology gaps that could otherwise impact productivity and security.
- It gives you an opportunity to check in with your personnel and ensure that you have a clear understanding of their needs and expectations.
Working with us to create and maintain a comprehensive hybrid workspace designed specifically for your organization allows you to benefit from our experience and technical expertise—ensuring that the communications and collaboration technology you rely on is always current and comprehensive. This helps your organization stay flexible and ready to adapt as modern workplaces keep evolving.
Get Help Implementing UCC for Your Enterprise
The journey to effective unified communications and collaboration in a hybrid work environment is a strategic process that should be approached deliberately. Each step above is crucial for facilitating a more connected, efficient, and versatile workplace.
ET Group’s expertise in UCC solutions can ensure that your organization has the right tools and support to thrive in the era of hybrid work. Contact us to learn more about how we can help you navigate the challenges that come with making this essential shift and reap the benefits you and your team deserve.
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ET Group expands into Atlantic Canada with New Fredericton Office
Advancing Coast-to-Coast Coverage as a Premier Workplace Technology & AV Integrator
ET Group – a division of Pistil Enterprises Ltd. – a Toronto-based audiovisual technology company focused on providing workplace technology solutions in Canada, is proud to announce the opening of its new office in Fredericton, New Brunswick, marking a significant milestone in the company’s expansion strategy. This move is a testament to ET Group’s commitment to serving the growing demand for cutting-edge workplace technology and AV solutions in Eastern Canada.
ET Group is thrilled to achieve coast-to-coast coverage as a premier AV and workplace technology integrator, bringing its services to new territories and strengthening its presence in the Atlantic Canada region. The company is dedicated to offering comprehensive consulting, design, integration and support services to customers by connecting businesses with state-of-the-art technology.
“Opening our new office in Fredericton is an exciting leap for ET Group. We are eager to showcase the latest workplace and AV technology to the incredible people of Atlantic Canada. This expansion not only signifies our commitment to innovation but also our dedication to providing top-notch services to our clients in this region,” said Pierre Versteege, Atlantic Canada Account Lead at ET Group.
The newly established ET Group office isn’t just a workspace; it’s a cutting-edge demo facility designed to immerse clients in the latest advancements in audiovisual technology. ET Group is excited to invite customers to experience firsthand the transformative power of workplace technology solutions. The demo facility serves as a showcase for innovative workplace and AV technology, allowing businesses to explore tailored solutions that align seamlessly with their unique needs. Pierre Versteege (Account Lead) is eager to personally guide clients through this immersive experience. If you’re interested in discovering how our state-of-the-art technology can elevate your business, don’t hesitate to reach out to Pierre Versteege by filling out the contact form on the ET Group website.
“We are ecstatic about what this means for us, our clients, and the Canadian AV industry. This new office will allow us to enhance our national coverage, provide a wider range of the industry’s best managed services, and access ET Group’s services to help our clients navigate new ways of working, ” said Dirk Propfe, President & CEO at ET Group.
The Fredericton office represents a strategic move towards expanding its reach, one province at a time, and enhancing communication through technology. As a trusted partner for AV needs, the company is well-positioned to deliver expert audiovisual integration services to businesses across Eastern Canada.
About ET Group
ET Group – a division of Pistil Enterprises Ltd. – is a Toronto-based audiovisual technology company focused on providing workplace technology solutions in North America. Alongside its design and integration expertise, ET Group provides top-tier service and support, as well as learning experiences to coach clients on new hybrid work practices. For 45 years, the company has helped its clients tackle their evolving and complex communication and collaboration challenges by providing workplace technology solutions that support their unique needs.
For inquiries and further information, please contact:
Pierre Versteege, Account Lead — Atlantic Canada
pversteege@etgroup.ca