BYOD conference Rooms, or “bring your own device,” have become very popular in the last few years because they enhance cleanliness and efficiency within the workplace. These conference rooms come with everything someone would need to host or attend a meeting besides a laptop. In a modern, fast paced business, having the ability to bring your own device into meeting rooms has eliminated the extra step of learning how a new system works, since you can simply plug in your own laptop and are ready to present. With the move to remote and hybrid work types, the BYOD meeting room also enhances the usability of office space. This means that businesses could potentially consider more cost effective buildings that have less square footage. The spaces are flexible and can be used for a multitude of events. Below we will dive deeper into these topics and offer a few examples of popular BYOD set ups that you could bring into play.
What is a BYOD Conference Room?
A BYOD (Bring your own Device) Conference Room is a meeting space that is designed to allow employees to use their own devices such as laptops, tablets, or smartphones for meetings and presentations. This setup typically includes the necessary technology to connect these devices to the room’s display systems, audio equipment, and video conferencing tools. A BYOD meeting room allows for collaboration, ease of use and flexibility. When you allow your employees to bring their own devices to meetings, they are more productive due to ease of collaboration. These meeting spaces are equipped with a scheduling panel outside and a conferencing hub on the table in the room, along with wireless microphones, ceiling speakers, and multiple displays. The technology allows for the best possible meeting quality whether participants are in the room or joining remotely.
1. Flexibility – With a BYOD meeting space in your office, this allows for employees to use whichever system works for them. They do not have to waste time converting presentations or learning to navigate different platforms. As long as they can cast from or plug into their own device, they can start the meeting right away, whether they prefer to use Zoom, Microsoft Teams, or Google meet.
2. Ease Of Use – There is virtually no down time in these spaces as participants are able to share ideas or statistics right on the front display just by plugging into a computer, helping to keep meetings on track. Additionally, cleanliness is also enhanced due to limiting the shared devices that multiple people use in a day.
3. Collaboration – BYOD spaces promote collaboration. With the correct set up, you can have multiple monitors displaying different ideas or have an interactive panel that allows for real time notation to be visible for those mockups that require approval.
Benefits of Bring Your Own Device (BYOD)
There are a few benefits of a BYOD conference room, one of which being cost. With these set ups, you do not need to purchase all the equipment for each conference room. These shared spaces typically are high use areas and frequently need updates or service. With BYOD conference rooms, employees can connect their devices to existing conference room technology. This approach not only saves money on equipment but also decreases maintenance costs and lessens the need for IT support.
In the last few years, hybrid and remote work have become much more popular across many industries. Therefore the average meeting consists of both remote workers and office workers. The flexibility of a BYOD space ensures an organic experience for both parties. The flexibility enhances productivity and promotes collaboration in the office.
Another benefit of BYOD meeting spaces is security. The need for each and every conference room to have a central computer on the business network could pose a security risk, and with a BYOD system this is eliminated altogether. The employees are able to simply plug in their secure laptop and are ready to go. In case a security breach were to happen, this would not be linked to a shared device.
Future Proofing is also a reason to consider using BYOD spaces. With technology constantly evolving and improving, having a plug and play conference room allows for all upgrades to continue to happen without the repeated large scale room updates, ultimately saving you time and money.
The Best Hardware Options Available for Teams/Zoom
Suggested BYOD Meeting Room Options
There are a multitude of options when it comes to setting up a conference room, but the following are a few that we see as popular choices when designing a new space for clients. Consider adding front of room display(s), cameras (specifically of the speaker & presenter tracking options), microphones (both ceiling and table are top options), and scheduling panels for outside the space.
1. Front of Room Displays
Having displays in your conference room increases the versatility space. For example, if you have multiple displays, you can allocate one to share the presenter’s screen and another to show the remote attendees. Or, if you had the Yealink MeetingBoard, you could use the room for internal meetings with its interactive capabilities. Displays allow for content to be displayed prominently and clearly. They also allow remote participants to be more of a life size presence, enhancing the organic feel of the meetings.
2. Speaker & Presenter Tracking Cameras
Having the right camera can really elevate the feel of a meeting space. AVer cameras are one of the most popular selections due to their quality and specifically their industry-advanced AI tracking. These cameras showcase proprietary functions including Presenter Mode, Zone Mode, and Hybrid Mode and the tracking is driven by advanced AI processing. Presenter mode is a dynamic feature that tracks the presenter no matter where they are in the room. Zone mode allows for seamless capture across multiple displays, making this mode ideal for large spaces. Lastly, hybrid mode is the best of both worlds with tracking presenters while also being able to zone in on content and effortlessly switch between the two. Speaker tracking cameras automatically jump to the person speaking to prioritize each thought and contribution. Presenter tracking follows the presenter whether they are speaking or moving; it will automatically follow as to not miss any part of the presentation.
3. Microphones
Ensure in-room and remote participants can hear clearly with Shure microphones. There are a few options for meeting spaces, but a popular option is their Stem table microphones, which are optimized for tabletops. With nine built-in microphones, they are capable of picking up any voice within the room. They also have a useful light that turns red when you are muted, so internal conversations that you want to keep private from the remote end of your meeting stay within the office setting. Ceiling microphones function similarly to the tabletop, but on a much larger scale. With 100 built-in microphones, no one is left out of the meeting! Read more about microphones in this blog post.
4. Scheduling Panels
There are a few manufacturers that offer scheduling panels, but one of the most popular would be Crestron. Easily locate and check in with illuminated indicators and wayfinding integration to help your team and guests quickly locate rooms. Scheduling panels installed outside of the rooms and in-room signage on the tables allow for last minute scheduling and ease of check in to your meeting with an RFID badge scan or a click of a button!
All these products can be designed and commissioned to work seamlessly together to enhance employee and client perception of your company.
How to Ensure Your Conference Room is Hybrid Ready
Time for BYOD?
In conclusion, adopting a BYOD (Bring Your Own Device) conference room offers numerous advantages for modern businesses looking to enhance productivity, collaboration, and flexibility. By allowing employees to use their own devices, BYOD meeting rooms streamline the meeting setup process, reduce cost of equipment, and minimize the need for IT maintenance. With multiple display systems, tracking cameras, microphones, and scheduling panels, BYOD conference rooms facilitate seamless communication and engagement for both in office and remote participants. Investing in this technology future proofs your workspace and helps create a dynamic, efficient, and inclusive environment for employees and clients alike. Whether you use a suggested product or any variation of the ones mentioned, Pro AV Systems is here to help! We are experts in conference room design, installation, commissioning, and service. We are happy to help every step of the way. Interested in adding a BYOD conference room to your office? Contact us today for your free quote!
