The CARES Act and Remote Learning – What Will the Future Classroom Look Like?

The Coronavirus Aid, Relief, and Economic Security (CARES) Act, was signed into law in March 2020 by President Donald Trump. This act provided much-needed funding for states and and school districts to build their COVID-19 emergency response plans.

Here is a quick summary of how the CARES act is aiding schools:

  • $13.5 billion in K-12 grants to states, based on their share of ESEA Title I-A funds.
  • State education agencies must distribute at least 90% of funds to school districts and public charter schools.
  • Funds can be used to respond to emergency needs.
  • Funds can be used for coronavirus-response activities such as coordinating long-term school closures, purchasing technology to support distance learning, and additional activity approved by federal laws.
  • Funds can be used to purchase AV equipment to provide a more reliable and effective solution for remote learning.

School districts were able to utilize these funds quickly to enact, and maintain, an entirely new way of operating.

Learning in a post-COVID world

There’s no doubt that the COVID-19 situation changed the landscape of education forever. Not only did schools have to turn around learning programs incredibly quickly, they need to now enable long-term solutions that allow distance learning to be a seamless part of education from now on.

It’s apparent that education is changing outside of the classroom as well, with families, educators, and students all taking on drastically new roles. But some of the biggest question marks are around what will go on inside of school buildings — how can we assimilate students and teachers back into a classroom safely? Is that even possible? The list goes on and on…

While we cannot predict the future, we do have some predictions about the future of education and how technology can help make it happen. Here are some of our predictions of what a future classroom will look like in a post-coronavirus world:

1. An increase in blended learning

The 2020 school year wrapped up completely online — and while we are all impressed with the efforts our educators, parents, and students put in to make that happen, there’s still a longing to the physical classroom.

Virtual learning offered flexibility and individualized learning, but lacks the intimacy of in-person learning. Therefore, it’s likely we’ll see a rise in blended learning, where students and teachers participate in a hybrid of in-classroom and virtual learning activities. Virtual tools will become a complement to face-to-face learning.

2. Virtual learning will be a strategic initiative

Before the pandemic hit, very few schools seriously considered virtual learning as part of their strategic initiatives. With distance learning becoming mandatory, that changed quickly. Now, schools will be evaluating their emergency plans to turn their “band-aid” fixes into long-term solutions. Strategic initiative priorities will include upgrading video conferencing equipment and platforms, providing all students and teachers with the tools they need to access those platforms, and standardizing infrastructure throughout buildings and districts.

3. Communication will be virtual

Even after pandemic-related restrictions are lifted, limiting non-essential in-person gatherings are set to remain for the foreseeable future. Things like parent-teacher conferences, faculty meetings, and administrative meetings will likely move to virtual platforms. That way, face-to-face time can be reserved for meaningful discussions and activities within the classroom.

What these predictions have in common is that they rely heavily on AV technology. So heavily, in fact, that the CARES Act has included a specific clause to allow funds to be used to purchase AV equipment. That opens the door for audio video conferencing companies to play a large role in shaping the future of education. At IVCi, we’ve redesigned our procurement and implementation processes to follow all restrictions and guidelines, so we can help schools provide a reliable and effective solution for remote learning while maintaining safety.

With the right audio video conferencing solutions in place, institutions can continue to provide effective education, no matter what is going on in the world.

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Getting Back to the Office: How Businesses are Moving Forward

While we can all agree that we’re looking forward to businesses opening back up and people returning to work, we can all also agree that the workplaces we’ll be returning to will be different.

Businesses have overhauled basically everything they do to either support a remote workforce or put their operations on pause for the past two months. It’s very likely that some of their previous business practices won’t even be necessary anymore as they’ve been replaced with recently adapted ones.

But business practices aren’t the only new standard we’ll be facing. With social distancing guidelines likely to be in place for the foreseeable future and the lingering fear of transmitting germs on shared surfaces, companies will have to make significant changes in their locations in order to keep employees and visitors safe.

So what will the “new normal” look like when people get back to the office? Here are some ways businesses are moving forward in the wake of COVID-19:

Operate at a Reduced Capacity

One of the biggest changes we can expect to see in many workplaces is not having every person in the office every day. Rotating in work-from-home days is a simple and effective way to reduce the number of people within a building.

Most companies have already ironed out any issues with their work-from-home systems and have implemented the technology they need for success. For example, AV conferencing systems let remote participants seamlessly integrate with meetings going on in the office. 

Take sanitation/cleanliness measures

Most offices will likely ramp up the frequency and quality of cleaning services. Frequently disinfecting surfaces, especially commonly touched and shared surfaces, will make a big difference in the future spread of disease.

Likewise, employees should continue to clean their personal work area with disinfectant frequently, use hand sanitizers, and wash their hands after touching shared surfaces. In some cases, face coverings and masks can be utilized as well. 

Encourage social distancing 

Social distancing guidelines are likely to be in place for the long-term, including when people return to work in offices. You can promote social distancing by adding dividers and partitions between desks and spreading out workstations.

With the help of an audio video conferencing company, you can take social distancing in the workplace to the next level. You can set up multiple huddle rooms with audio video technology to connect them and allow large groups of people to interact without having more than a few people in a room, taking the place of large conference room gatherings.

Limit in person meetings

For at least the next few months, in person meetings should be avoided unless absolutely necessary, especially with those from outside of your workplace. But with audio video conferencing systems, this won’t disrupt productivity. You can continue to have virtual meetings to limit travel and maintain all of the business and client relationships you need.

But be sure that you have chosen an AV conferencing company that utilizes state of the art equipment to make sure your audio and video quality match that of an in-person meeting. This way, everyone involved can stay safe without sacrificing time or productivity lost due to set up, poor connections, or poor audio quality. 

Go the extra mile

Some companies will be going above and beyond these measures and implementing brand new technology to help them deal with lingering traces of the coronavirus and protect them from contagious disease in the future. One way businesses are doing this is by installing thermal cameras that automatically detect body temperature as people enter the building, triggering an alert for anyone who has a temperature above your set threshold.

You may think that this is a great idea, but too difficult to implement in your company — but that’s not the case. The technology might be right under your nose. For example, IVCi is a video conferencing company, but has also partnered with several manufacturers to provide quality thermal camera solutions that can be suited to your business needs.

Even if right now there’s no way to tell exactly what the new “normal” will look like, we do now that eventually businesses will move forward in the wake of COVID-19. And with the help of the right technology, they can do so in a way that’s safe, productive, and futureproof.

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Why Thermal Camera Technology is Essential for a Post COVID-19 Work Environment

Lately, there’s been a widespread use of the term “the new normal.” It goes without saying that the way we live and work will never be the same in the wake of COVID-19 — but what will it look like?

Eventually people will return to work in their office. More and more companies will open up, and the essential businesses that maintained operation throughout this crisis will return to full capacity. But things aren’t expected to be just as they were before the outbreak, and for good reason.

With the threat of a second wave looming as the shelter in place mandates are lifted, businesses need to take serious measures to ensure worker safety while maintaining business continuity.

The Key to Success in a Post COVID-19 World 

One of the keys to success in a post COVID-19 work environment is to make sure that anyone showing symptoms of COVID-19 is identified quickly, treated accordingly, and kept apart from other workers.

One of the most effective ways to identify symptomatic individuals is by doing temperature checks upon entering the building. With high fevers being a signature symptom of COVID-19, checking people’s temperatures as they enter your workplace is a great screening method. But manual temperature checks are slow, time-consuming, and only offer temporary solutions. Thanks to new technology, there’s a better way.

Thermal Camera Technology

While thermal cameras cannot detect the presence of a virus or infection, they can measure for elevated body temperature. Thermal cameras can measure people’s temperatures accurately and almost instantly from a safe distance that minimizes contact. These cameras have been utilized to create tools that organizations can utilize such as:

  • Thermal camera systems. With the ability to scan multiple people at once, thermal camera system software can accurately detect temperatures of larger groups of people, rather than scan temperatures one by one. Best suited for buildings with high foot traffic, this type of system will help ensure a safe work environment with instant temperature detection and a responsive alert system.
  • Temperature screening kiosks. Hands free kiosks can scan temperatures without the need for labor-intensive manual solutions or risky contact. Some even have advanced features like facial recognition, email notifications, reports, and monitoring capabilities. These features will quickly alert the proper personnel if someone’s temperature is above the threshold limit and will help organizations better keep records.
  • Handheld thermal cameras. While handheld thermal and infrared cameras do require manual operation, they are portable and accurate. Handheld thermal cameras allow for quick and low-contact temperature scans and often can be configured with additional features for monitoring and alerting.

Organizations can set a temperature threshold so that an alert is triggered when an individual enters the building with a temperature above it. This allows for quick, accurate detection in office buildings, emergency rooms, doctor’s offices, airports, schools, and more. With instant alerts, everyone can take proper action.

The key to worker safety and business continuity in the wake of COVID-19 is having the right technology in place to screen for at-risk individuals. However, don’t make your organization choose between safety and a time-consuming, possibly inaccurate, temporary solution. Instead, invest in the proper solution, like a thermal camera system — and make your organization a key driver in flattening the virus curve.

Contact us to speak with an IVCi representative about your thermal camera needs.

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Care Connect – The Virtual Visitation System

It’s no secret that COVID-19 has made life hard. From schools transitioning to remote learning, businesses remaining closed, to supply chain issues, it’s difficult to think of an area of our lives that hasn’t been impacted.

But by far one of the most difficult challenges our society is facing right now is that patients in hospitals and long-term care facilities cannot have visitors. The emotional toll this has on the patients and their loved ones is immeasurable, especially when dealing with serious illnesses.

That’s why video conferencing company IVCi is proud to introduce Care Connect, a virtual visitation system that bridges the gap between patients and loved ones.

 

About the Care Connect Solution

Care Connect uses state of the art AV conferencing technology to virtually connect patients in facilities and their loved ones outside of the facility. Having the support and comfort of friends and family can make a world of difference in a patient’s recovery and is crucial for peace of mind for a patient’s loved ones. Care Connect breaks through the barriers created by COVID-19 visitation restrictions by providing unparalleled technology reliability and humanized service and support.

This takes immense pressure off of already overtaxed hospital staff, who are working tirelessly to not only fight the pandemic, but to truly take care of their patients’ entire well-being — which means helping them get the emotional support they need. Having technology on their side to assist them will drastically improve the patient/family experience and allow medical professionals to focus on providing medical care.

The right AV conferencing company will help ease the burden on facilities that are working tirelessly to combat COVID-19 by assuming the complete management of virtual visitations — from scheduling, to launching, to troubleshooting.

 

Features of the Care Connect Solution

The Care Connect solution is unlike other audio video conferencing offerings. Here’s what sets it apart:

  • The ability to leverage any existing communication infrastructure with both hardware and software to support Care Connect visits.
  • The offering of subscription-based communication infrastructure for a cost-effective way for locations that do not currently have communication infrastructure in place to support Care Connect.
  • Video assistance with trained operators who can help create seamless experiences.
  • Programs that handle scheduling, launching, and troubleshooting directly from the solution.

A solution this robust is only possible when backed by an audio video conferencing company you can trust. IVCi has worked with some of the nation’s leading healthcare organizations to overcome limitations and help medical facilities during this difficult time. We’re here to help and provide custom Care Connect solutions for your facility, no matter your current communication infrastructure.

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How to Plan for Your Employees to Work from Home

By now, a number of organizations have at least some measures in place to enable their employees to work from home. However, some of those measures are band-aid type solutions that get the job done for now, but aren’t feasible as long-term solutions.

Although many states are on the way to opening back up, it’s likely that the recent pandemic will have lasting effects on the workplace — one of which is having partial or full work-from-home policies in place for the foreseeable future.

With the help of video conferencing solutions and other key technologies, you can successfully plan for your employees to work from home as part of a permanent business plan. Here’s how:

Create a Work From Home Schedule

Creating a work from home schedule is an important part of successfully adjusting to a post-COVID business plan. Some organizations will choose to have their whole team (or as much of it as possible) continue to work-from-home for a while, and that’s perfectly fine. Some businesses, however, need to have more people physically in the office to operate successfully but want to reduce capacity, which is where a work-from-home schedule comes in.

Here are some common ways a work-from-home schedule can be broken down:

  • Have entire teams present in the office on certain days.
  • Rotate members of a given team to be in the office on certain days.
  • Make a chart based on where people sit in the office and rotate work-from-home days to keep at least one empty desk between people.

While it’s good to plan like this, your work from home program is not going to be truly successful without utilizing the proper technology.

Get the tools you need to succeed

While some companies have had to make do with basic work-from-home solutions like email and phone calls, that just won’t hold up long term. To have your employees work from home regularly or semi-regularly, you’ll need to set them up with the right technology for the job.

Some tools to consider:

  • Video conferencing solutions to replace in person meetings and maintain “face-to-face” contact.
  • Instant messaging solutions for quick updates, check-ins, and office chatter.
  • Virtual desktops so employees can connect with all of the apps and tools they need without sacrificing security.
  • Audio and video equipment like headphones, microphones, and cameras for successful video calls and blocking background distractions.

Not only will this help maintain productivity, but it will better keep teams connected and avert the feelings of isolation and detachment that can happen in some work-from-home settings.

Set your team up for long-term success with video conferencing equipment.

Having video conferencing capabilities in place not only allows you to accommodate employees who work from home, it will also help improve the way you do business in the long run. With in-person meetings and large gatherings likely not happening for a long period of time, a video conferencing system will allow large groups to participate in meetings comfortably and safely, without having to resort to conference phone calls.

The right video conferencing companies will provide long-term service and support to make sure your organization always has what it needs to succeed in the given business landscape, no matter how that may change. The future of the business world is leaning towards predominantly virtual meetings and events, so let the experts at IVCi set your organization up for success.

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Teleportivity: Keeping Your Staff and Customers Safe

Unfortunately, a lot of businesses were completely blindsided by the Covid-19 crisis. They either had no business continuity plan in place and are scrambling to make one as they go, or they had a loosely framed and outdated plan that doesn’t hold up in today’s business world.

For essential businesses or businesses that are still operating under limited capacity, safety is the top concern. It’s critical to take extreme precautions to limit unnecessary exposure for your personnel and customers during this time. Times like these are when we need to lean into technology tools, like Teleportivity, to help keep personnel and customers safe during this outbreak.

Teleportivity is a tool that allows organizations to scale their support staff across sites remotely using audio visual and information deployment technology. This drastically reduces the amount of physical exposure personnel and customers will face, without sacrificing any of the functionality of your in-house support team.

Here are the key features of Teleportivity that you can utilize for your business continuity plan:

Welcome Space

Welcome Space allows you to scale, push, and pull your welcome staff virtually based on demand. People who enter your building or area will be met with a virtual connection to your welcome staff.

This helps control high traffic locations and keeps your business in better compliance with social distancing recommendations — without having to sacrifice a constant, seamless customer experience.

Being able to adapt to the current circumstances without compromising customer service is a key component to a successful business continuity plan.

Info Space

Info Space allows visitors and customers to get all the information they need without having an in-person concierge desk. With Info Space, you can create and deploy thousands of unique links or QR codes to be placed anywhere throughout your location. Visitors can access these codes and scan them on their mobile devices, without needing a designated app.

These codes will give access to items like maps, forms, documents, videos, and even on-demand live assistance from remote support staff. With Info Space, you’ll retain all the benefits of an information desk without the need for in-person staffing.

Support Space

Support Space allows for the utilization of meeting spaces and huddle rooms without the need for on-site support staff. Through unique QR codes and links, your meeting spaces and huddle rooms are transformed into connected portals. Through these codes, you can get instructions and live assistance via remote staff. Therefore, fewer people are needed in a room to successfully carry out a meeting. You’ll be able to comply with regulations regarding gathering sizes without sacrificing any key components of your meeting or presentation.

It’s never been more important to keep staff and customers safe, and right now that means limiting exposure and keeping as many people in their homes as possible. With that being said, essential businesses are still expected to keep a seamless customer experience and deliver their services without interruption. Luckily, technology is at the forefront of business continuity plans and making this possible.

So while your human support staff is essential for the operation of your business, there’s no need to put more people at risk. Deploy your workforce where they’re needed most, while they remain safely in one location. Thanks to the latest in audio visual and information demand technology, you can provide a seamless customer experience no matter the business landscape. In need of a business continuity plan? Teleportivity has you covered.

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Top 5 Best Practices for Working Remotely During the Covid-19 Crisis

Since the coronavirus outbreak turned into a global pandemic, we’ve all had to adjust to a new sense of normal. A majority of the workforce as we know it has made a major shift in a matter of days — companies with little or no experience with employees working from home are now mandated to be completely remote. Even essential services that are still allowed to work as usual are adjusting to having key suppliers and stakeholders work in an unprecedented way.

If your organization has made the unexpected pivot to remote work, don’t worry. According to a report by Cisco, almost 70% of employees said they are more productive when working remotely. You just have to take a few steps to ensure it’s a smooth and successful transition.

Here are five of the top best practices for working remotely during the Covid-19 crisis.

Have the Necessary Technology

Remote work is only as successful as the tools used. While the specific technology solutions you choose are going to differ based on specific needs, company size, and budget, your organization will likely need tools for the following:

1. Instant messaging

2. Video chatting/screen sharing

3. File storage/sharing that’s accessible to the whole team

4. Audio equipment

Without a reliable tool for each of these needs, teams won’t be maximizing their remote work structure.

Maintain Face-to-Face Interaction

While being physically in the same room as one another is not feasible right now, it’s still important to maintain face-to-face connections. Video conferencing solutions make this as easy as a phone call, with many of the benefits of an in-person meeting.

This will help people fight loneliness and isolation that can happen when working remotely. It also helps utilize voice, tone, and body language to communicate. When you are communicating with someone via video chat, you can also dedicate your undivided attention to that person without succumbing to distractions like you can when on a phone call.

Accommodate Flexible Work Schedules

During a time of crisis like this one, organizations should be extra sensitive to needs outside of work. Many people are navigating how to work from home alongside other family members, care for children, provide home schooling, and maintain the household during a high-pressure time. Offer them the option to set flexible work on at least a part-time basis to alleviate the pressure. It’ll result in employees who are more present, engaged, and productive during their workday and less stressed. At a time of heightened stress all around, any little bit helps.

Keep Company Culture

Without in-office interaction and in-person events, remote work can push company culture aside. But with the right technology tools, you can keep your culture thriving, which keeps morale high when it’s needed most.

If a “virtual happy hour” doesn’t seem like the best fit, there are other culture events that can take place over video chat. Teams can log into video-chat led workout groups or each person can take a few minutes to introduce their new “colleagues,” AKA the kids and pets at home with them. Many Paint Night and craft companies will ship materials to your home during this time, so everyone can complete theirs over video chat.

Encourage everyone to get creative and share virtual culture event ideas to keep spirits high and fight self-isolation boredom.

Define your Policies, but Don’t Set Them in Stone

When shifting to remote work, it’s important to establish a policy and communicate it to everyone ASAP. Inviting everyone to a Q&A style webinar presentation to go over the policy and address any questions or concerns is the most efficient way to handle the situation.

But as the situation changes and the team navigates uncharted territory, the policy may need to change. Stay in constant communication as the situation unfolds, and stay open to feedback. Cloud-based collaboration tools let you update policies in real time, so be sure to update often.

The common theme in all of these best practices is technology and AV tools. Without them, successful remote work just wouldn’t be possible.

During the Covid-19 crisis, everyone’s health and safety is the top priority, but that doesn’t mean business can’t continue on. A successful business will have a great business continuity plan, and a great business continuity plan starts with the right technology.

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QR Code – Evolve Service

One thing that many successful businesses have in common is the willingness to harness cutting-edge technologies to outshine their competition. To continue to make innovation possible, technology solutions providers like us have to think outside the box and find even better ways to apply technology.

That was the driving force behind our Av as a service solution, Evolve. As a subscription-based service solution, users can consistently modernize, have full protection, train their team, and have all the tools they need to achieve their business goals. With Audio Visual as a Service (AVaaS) through IVCi’s evolve, you will have access to:

  • Technology that is consistently refreshed as new products become available.
  • Support staff to resolve issues and repair/replace equipment.
  • Collaboration with technology experts who can help you plan and achieve strategic business goals.
  • Cash flow savings that can be used for other strategic initiatives.
  • Protection from natural disasters and unpredictable events.

All with terms that can be changed at any time.

You might think there really is no better way to deliver state of the art technology to a workplace…

But what if we told you there is?

We’re proud to introduce our new and revolutionary in-room QR code support solution available through the Evolve AVaaS subscription. By scanning your unique QR code with your mobile device, meeting starters can connect with an in-house expert, navigate educational resources, and learn useful information that is specific to your room.

Beyond keeping your huddle room on par with the latest technology, utilizing a QR code support solution can offer the following benefits:

  • Increased uptime. If the meeting starter experiences any issues, they can quickly scan the code and get help to resolve the issue rather than having to take the time to get support over the phone or email. This leaves you with more time to conduct your meeting and less time troubleshooting, with available resources that can help you prevent the issue from arising in the future.
  • Higher levels of confidence. With educational resources only a scan away, you can build your AV technology knowledge base and get answers to all of your questions. Over time, you’ll become more confident in your ability to use and troubleshoot your system. And if issues do arise, you’ll know you have support at your fingertips.
  • Better productivity. Nothing derails productivity like technical issues. Everyone’s time is valuable and a lot of people are on tight schedules, so even a delay of five or ten minutes can seriously derail an agenda. Having custom support that’s on-demand from any smart device will keep things moving according to plan, even if technical difficulties arise.

It’s time for an AV evolution — and the QR support feature of IVCi’s Evolve subscription will help you get there.

If you’re ready to take the next steps into the future of AV solutions, speak to one of the experts at IVCi today.

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What to Look for When Choosing an Audio Visual Conferencing Company

AV and video conferencing is becoming standard in most businesses — and for good reason. Having video conferencing capabilities within your organization drastically improves collaboration, increases efficiency, and opens up endless possibilities for business growth.

Choosing which company will install and maintain your AV conferencing is a big business decision. Hastily choosing a company could cause you to choose one that isn’t the right fit for your company, and that could lead to a lot of frustration and costly repairs or replacements down the line.

With that being said, you will want to make sure you thoroughly research companies to find the right one for you. Here’s what to look for when choosing an audio video conferencing company.

1. Willingness to help you set a strategy

It’s easy for a company to sell you equipment, any AV conferencing company can do that. What marks a great company, however, is one that helps you set a total AV/VC strategy. These companies will take the time to learn your strategic goals and where your company hopes to be in one, five, or ten years. Using that information, along with the current landscape of your technology capabilities, they can help you craft a strategy that sets you up for success down the line. If a company is not willing to take the time to help you make a strategy, then they are not the right company for you.

2. A network of top-tier technology partners

It’s important to know the technology you’re getting is state-of-the-art. Look for a company with a best-in-class partner ecosystem, as they will be able to provide the best audio video conferencing equipment for your specific needs. Rather than just pushing the same generic solutions on everyone, companies with a vast partner network can craft custom solutions with the right products and solutions for you.

Find a company that partners with major technology providers as well as niche product providers, as they are going to be able to meet all of your needs.

3. Dedication to communication and support

Some companies install your AV conferencing equipment and wash their hands of the situation. That won’t do your company much good when your teams need training, there are technical difficulties, or you are looking to further upgrade your systems.

What sets great companies apart is a sense of dedication to communication and support. Look for a company that acts more like an extension of your team rather than just a vendor. This will help with the adoption of new technology, troubleshooting, and making sure your company is always using the best solutions for its goals.

Look for a company that offers on-demand support when you need it and offers guidance before you have the chance to ask for it.

4. Establishment across multiple verticals

Ideally, you’ll want to work with a company that is an established industry leader with a presence in multiple verticals. If you know a company has a proven track record in industries like healthcare, higher education, government, finance, construction, and more, you’ll know they have the range and capabilities to solve even the most complex business challenges while protecting privacy and maintaining compliance.

When a company has more than 25 years of experience with companies in all industries, you can be confident that they can help you, too.

5. Innovation in solutions

Look for a company that’s not just on par with the latest technology but is the one blazing the trails. Innovation is the mark of a truly great technology company. For example, look for a company that is offering things like subscription-based programs. These Audio Visual as a Service (AVaaS) offerings make it easy for organizations to make sure they are using the latest technology and put them in control of costs.

This is just one example of how an innovation-focused company can transform your organization.

By keeping these things in mind, you’ll be able to find a video conferencing company that will set you up with the technology and support to help your company achieve its strategic goals.

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Top 5 Things to Do When Preparing to Install Video Conferencing Equipment

The decision to install video conferencing equipment is one you won’t regret for your business. Not only will this AV upgrade allow you to be on par with the latest technology trends, it will offer significant benefits to your company. Organizations with standardized video conferencing equipment tend to:

  • Create more flexible work environments which leads to better work-life balance and a larger talent pool.
  • Have more mobile teams and wider business territories.
  • Be more productive and collaborative
  • Save time and money that would otherwise be spent traveling for face time with clients and team members.
  • Succeed internationally more than companies that rely on phone calls and emails.

For some companies, there are even more benefits!

But, like with all major business decisions, there is a good deal of preparation that must happen before you can install your video conferencing system. Here are the five most important preparation steps:

1. Research video conferencing companies

Not all video conferencing companies offer the same things, which means that not all will be right for your business. With that being said, there are some research points to keep in mind when looking for a provider:

  1. Look for a company that will help you not only get equipment but set a total AV strategy that aligns with your overall business goals.
  2. Make sure your provider partners with best-in-class technology providers to help you achieve your greatest AV/VC goals.
  3. Find a company that offers a user-inspired subscription service so you can have on-demand support, the latest technology, and terms that can be adjusted at any time.

2. Take note of your physical surroundings

While your meetings will be virtual, your physical surroundings still play a big role in preparing to install video conferencing equipment. The size of your rooms, the amount/type of lighting, the height of your screens, and whether or not you have soundproof/echo-proof walls will all make a difference in the type of video conferencing equipment you’ll need.

If you need to make any adjustments to lighting or sound within your meeting rooms, it’s a lot easier to do so before any equipment is installed. Also, be sure that you have no distracting decor on the walls that could take away from a meaningful meeting.

3. Plan the logistics

In order to select the right type and amount of equipment, you’ll have to take some time and analyze the logistics. Some things you’ll need to make note of:

  • How many attendees do you anticipate in an average meeting? How many do you anticipate in a large meeting?
  • What will the AV demand look like at any given point during the workday? Do multiple locations across different time zones have any overlap in working hours?
  • How many huddle rooms do you have?
  • If you have multiple locations, how many of them are getting new systems?
  • If you have international locations, are there differences in tech specifications?

Asking these questions will help ensure you pick the right technology for your company.

4. Prioritize based on your business goals 

It’s important that the technology you’re using aligns with your business goals and actively helps you achieve them. Your strategic goals will drastically impact your priorities when setting up your equipment. For example, if you are using video conferences to pitch to potential clients, then quality should be your highest priority, no matter the cost. Using it exclusively for internal purposes, however, would warrant priorities of speed and bandwidth.

5. Pick the right solution

This sounds simple, but with so many video conferencing solutions out there, it can be easy to fall victim to a sub-par setup. Look for equipment from well known technology providers that have a good reputation for quality.

If you are unsure of which equipment is right for you, or don’t know where to begin, your best bet is to contact an expert. The team at IVCi is always here to discuss your goals, offer advice, and provide the best possible AV/VC experience to help your business achieve strategic goals.

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