Challenges of an AV Integration

You can see the vision in your head — the perfect collaboration space for your team. It seems so simple as an idea, but actually executing your AV integration is a different story.

While upgrading your AV technology is certainly a worthwhile investment, there are certain challenges that can appear along the way, making the process more difficult than anticipated.

The good news is these challenges are not insurmountable, especially with the right technology partner by your side. Let’s talk a little more about common challenges organizations face during AV integrations.

Budget Constraints

Sometimes organizations are asked to do more with less. Undertaking a large expense like an AV conferencing system installation can be overwhelming for many organizations, or simply just not possible.

The good news is there’s a new way to invest in video conferencing solutions. With Audio Video as a Service, an organization is only responsible for a predictable monthly fee rather than a large upfront cost. The as-a-service model also ensures organizations have access to support, technology upgrades, and expert knowledge every step of the way.

Lack of Communication

The most important challenge of any AV integration is creating a vehicle for information flow. Without a dependable delivery system for communication, mistakes happen. Critical information needs to be provided in real-time so every member of a team is instantly informed.

Without proper communication channels and means for a timely response, organizations won’t be able to understand the function, benefits, and best practices for using video conferencing equipment. Then a trickle down effect starts where team members hesitate to adopt the technology or won’t make an effort to resolve any technical issues, rendering the investment useless.

So how can you ensure proper communication the entire process? Be sure to partner with a technology provider that doesn’t just install your solutions, but supports your AV technology journey from start to end. For example, IVCi Evolve subscribers can access help with the simple scan of a QR code, so communication is literally just a click away.

Unfamiliarity with solution options

It seems like there are more and more options for technology introduced every minute. It can be overwhelming to grasp the pros and cons of each one, let alone understand what will be best for your organization in five minutes, five months, or five years.

It’s important to have a trusted partner by your side to have to help you navigate the landscape and know what would be best for your organization. At IVCi, we work closely with our clients, not only as technology integrators but as trusted advisors who can provide the guidance you need. We’ve worked hard to be an industry leader, but what good does that do if we’re not willing to share it with others?!

Consider the challenges addressed above before choosing an AV partner. Make sure there is an established system for communication, so in the end, there are no nasty surprises.

Then, when you’re ready to start, give yourself peace-of-mind. Contact IVCi to get the room you want and the service you deserve. And, with our proven systems in place, we’ll make sure this happens before your due date.

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Conference Room Installation

Conference rooms have an entirely different purpose now than they did in the first office buildings. In the past they were designed solely for in-person meetings and working sessions.

But that way of doing business is far behind us, with today’s conference rooms lightyears ahead of the stuffy boardrooms of generations past. A table with ample seating is only the beginning of an environment where seamless collaboration can occur across numerous media platforms, with possibly a worldwide reach.

When conference rooms support audio video conferencing, organizations gain the confidence and peace of mind of knowing their productivity can continue no matter what physical circumstances they may face.

But conference room installations are not a one-size-fits-all thing. There are different approaches organizations can take depending on their industry, size, strategic goals, and budgetary targets. Here are some of the strategizing and planning steps IVCi can assist you with.

Strategy

When it comes to installing a conference room, putting a strategy together can sometimes be the most challenging part. Where to start? How to plan?

IVCi acts as a trusted partner starting at the strategy phase. We will conduct a needs analysis to define your goals and objectives, identify functional goals and technical requirements, gather user feedback, and note any compliance, security, or budgetary constraints. The result is a fully developed plan that will get you to your goal.

Design

The next step is to take that strategy and start bringing it to life. This means carefully selecting the type and quantity of equipment and features that meet both your needs and wants. We’ll solidify the products and platforms, overlays and flows, roles and responsibilities, and elevations and renderings. By the end of the design phase, your organization will only be one step away from having a functional and efficient collaboration space.

Deployment

Once the plan and design is finalized, it’s important for installation to be quick, efficient, and simple. The team at IVCi sets your organization up for the utmost success during the deployment phase through quality assurance, programming, and installation. With an expert team of AV technicians, engineers, and project managers, your system will be installed and your users will be trained as quickly and accurately as possible.

The Future of Conference Room Installation is Here, and We’re Leading the Way

IVCi is leading a revolution in how organizations install and maintain their audio video conferencing rooms. Our Evolve service is a unique AV as a Service (AVaaS) model which is essentially a user-inspired subscription service for collaboration.

With one subscription, organizations can get access to:

  • Guidance on what technologies to invest in to keep video conferences efficient and productive.
  • Expert assistance planning, designing, and implementing technology.
  • Adoption of support with in-room QR code for on-demand assistance.
  • Opportunity to upgrade technology or change terms at any time.
  • Access to break-fix services for the duration of the life cycle.

AVaaS is a great option for organizations who need a predictable cost, access to a support team, and guidance on how to meet and exceed business goals.

If your organization is ready to see the future of video conference rooms, we recommend getting started with IVCi’s Evolve service.

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Meeting Room Technologies that Maximize Communication and Collaboration

It’s amazing just how impactful the design of a room can be. A few key tweaks can be the difference between a purposeless room with some furniture and an innovative, user-driven collaboration space. With the assistance of an audio video conferencing company, this can be done easily and stress-free.

A successful communication strategy is made up of a carefully-selected combination of meeting room technologies — and the team at IVCi can help you figure out which AV conferencing system is right for you. Here are some common examples:

Huddle rooms

Replacing standard meeting rooms with huddle rooms improves collaboration and breaks the physical barriers that prevents people in different locations from having face to face meetings. You’ll need a few strategic pieces of equipment to form your huddle room, including audio video conferencing equipment, and strategically placed furniture and lighting. With those few small adjustments, you’ll be able to instantly connect with other team members or learners.

Video walls and displays

Reinforcing key information is important in learning environments and business presentations alike. Video walls and digital displays are a visually appealing, effective way to do so. Strategic placement and the ability to easily control and change the content will help digital signage and video walls be even more effective communication tools.

Extended classrooms

Remote learning is no longer just an option for a handful of colleges and universities. Now, it’s a standard practice by which all schools are expected to be prepared to operate. Extended classrooms allow educators to communicate with students, share material, and create interactive lesson features (like quiz questions and polls), for an immersive and effective learning experience.

AV as a Service

For organizations looking for a communication strategy without significant capital expenditure or maintenance, Audio Video as a Service (AVaaS) is a great communication and collaboration technology. The subscription-based model keeps costs predictable while granting access to white-glove service and QR-code accessible support. Subscribing to AVaaS ensures your organization always has access to the latest technology at all times with the ability to scale, upgrade, or change at any time.

Strategy for Success

IVCi’s highly efficient audio visual conferencing solutions will provide optimal classroom participation and learning opportunities. Maximize the value and spontaneity that huddle rooms offer for peak meeting outcomes. Your team will include input from all staff with IVCi’s conference room tools, even if they are located across the country.

Remain competitive and stay in touch with today’s increasingly remote workforce. Via tablets and mobile devices, IVCi’s conferencing packages turn any setting into an opportunity for seamless, wireless collaboration.

More and more advertisers and businesses are utilizing video walls and digital signage displays to attract shoppers, convey information, or just to interact.

However your team collaborates or interacts with prospects, clients, and customers, IVCi provides the audiovisual products and services to allow your business to continue its success story.

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AV Room Design Considerations

There’s more that goes into setting up an AV room than just getting the technology integrated. While that’s a huge factor, failing to have the proper setting will make that technology less effective — in some cases, it could be altogether useless.

Even slight imperfections in AV and conference rooms can cause major disruptions in productivity and collaboration. And in today’s working climate where the majority of meetings and projects are being executed with video conferencing equipment, there is absolutely no room for error.

Here are some design considerations to keep in mind when planning your huddle room, collaboration space, or any other AV setup.

Acoustics

Everyone in the room must be able to hear the speaker. Many different factors contribute to the clarity of audio including ambient noise from a heating or cooling system or hard surfaces that reflect sound and cause reverberations.

Tips for optimizing acoustics:

  • Choose a room that is away from noisy appliances, machinery, or spaces where people commonly walk or talk.
  • If possible, soundproof the room.
  • Record conversations in different parts of the room and listen for echoes.

Lighting

Lighting is extremely important for both in-room and remote participants. Improper lighting can cause eye strain for local participants while also washing out or creating shadows for remote participants.

Tips for optimizing lighting:

  • Choose a room with natural light or choose light fixtures that mimic natural light.
  • Invest in video conferencing lighting, such as a Ring Light.
  • Test the lighting in the room at different times of day to make sure the sun does not negatively impact room lighting.
  • Install shades or blinds on windows in the room so the light can easily be adjusted as needed.

Furniture

Furniture in your AV room should be both aesthetically pleasing and functional. There should be a balance of form and function that allows you to provide a relaxing atmosphere without distracting anyone.

Tips for optimizing furnishings:

  • Get a cable management system to keep cables and wires tidy and out of sight.
  • Mount displays on furniture rather than walls for a more customizable, less expensive implementation.
  • Stick to neutral color schemes with decorations that are not too bold or distracting.

Other surroundings

It’s also important to consider the other aspects of the room when designing the AV components. If you have digital signage, gaming systems, lecture setups, presentation screens, etc., you’ll want to make sure that they don’t interfere with each other.

Tips for optimizing surroundings:

  • Install features that work well together in the same space, like video conferencing equipment and presentation screens.
  • Avoid technology combinations that will result in echoes, feedback, or odd lighting.
  • Consider the daily schedule so the room isn’t needed for different activities at the same time.

Social Distancing Requirements

While we all hope that social distancing is not a long-term requirement for workplaces, it’s something that needs to be considered. Make sure the space can easily accommodate distance between people without sacrificing effectiveness.

Since video conferencing solutions are a key component of a business continuity plan during any circumstance, it’s important to make sure you can utilize it regardless of the situation.

Tips for a flexible layout:

  • Make sure the space is big enough so that people can utilize the space without being too close to each other.
  • Install multiple cameras if possible.
  • Install technology and furniture in a way that can be easily changed or moved if circumstances necessitate.

It may seem like there’s a lot to consider, but it’s less overwhelming with a trusted video conferencing company by your side. Contact the team at IVCi today to get started.

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Video Conferencing Services and Unified Communications

In today’s world, businesses demand instant, seamless communication between workers and clients, regardless of where they are located or what technology they are using. IVCi can integrate a wide range of technology and solutions for seamless unified communications across offices, conference rooms, and distributed workforces.

Video Conferencing Services & Unified Communication Solutions

To succeed, today’s businesses require instant, uninterrupted communication between staffers and clients that integrates both their locations and technologies. IVCi’s video conferencing services and unified communication solutions span IM, telephony, video, web, and AV rooms. We combine these diverse technologies into a seamless solution that can be made readily available via offices, conference rooms and on mobile devices.

Successful businesses know the value of building relationships within and outside their organization, regardless of any distance between them. IVCi’s Collaboration Strategists are solid professionals highly skilled in designing the system that matches exactly how your culture runs. Simply put, your team does not have to adjust to accommodate how your communication technology ‘works’. IVCi’s video conferencing services and unified communication solutions will integrate seamlessly into your workflow.

The Unified Communication System Your Business Requires to Succeed

Every business needs the right collaborative tools to reach their full potential and achieve business success. IVCi’s professionals are industry-certified and understand the difficulties involved in syncing video, chat, voice, mobile and content sharing into your custom UC solution. We use a range of proprietary tools to gauge and evaluate your network. We’ll then present you with deployment options based on your needs. These will outline financial and strategic (competitive) advantages of each proposed solution, ranging from a premise-based infrastructure, a cloud-based solution, or perhaps a combination of the two options. IVCi’s professionals have your bottom line in mind. Our proposals gauge short- and long-term gains to highlight the business value every proposed solution offers. Our goal is to assist your organization, via customized unified communications and video conferencing solutions, to be more productive and competitive.

Learn More about Our UC Solutions

IVCi has a strong history of delivering successful video conferencing services and collaboration solutions, backed by our prestigious partnerships. Our proven track record speaks for itself. We offer our expertise in building solid video infrastructures and unified communication solutions that assist in growing our clients’ business enterprises. To learn more, please contact us, or call (800) 224-7083.

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Esports Integration within Schools

Recently we’ve been hearing a buzz around schools and universities that’s saying one thing: esports is rising in popularity. We’re seeing more and more institutions launching esports programs and we’re really excited about the development. This recent trend in the AV space is getting a lot of attention, and for good reason.

We’re seeing an increase in schools with esports programs for a number of reasons. First, having an esports program is a great investment for colleges and universities that can withstand a number of circumstances. With the COVID-19 pandemic causing many institutions to shy away from spending money on in-person events and activities that require a lot of physical contact, the search is on to find engaging activities that keep participants safe. While esports requires teamwork, it does not require physical contact and can be done while maintaining social distancing.

But beyond practicality, esports is a great way to foster student engagement and attract new students. People who are interested in esports show exceptional problem-solving, teamwork, and critical thinking skills — just the type of people who can enrich your campus academic programs!

There’s also a parallel between people who pursue video games as a hobby and those interested in academic programs related to Science, Technology, Engineering, and Math (STEM). So colleges and universities looking to grow those programs can attract academic candidates with an esports program.

But it’s not enough for schools to just express interest in esports. They have to create an environment where esports teams can practice, participate in tournaments, and dedicate serious time to their craft.

AV setup is a crucial part of having an esports program. Players need computer setups, display screens, interactive displays, audio equipment, and live streaming platforms that can keep up with the demand of their fast-paced games. And it’s not just the players that need a top-notch setup — audiences gather to watch the tournaments and need lightning fast updates and real-time streaming capabilities to stay engaged.

We’re proud to help colleges and universities with everything from getting their esports programs off the ground to pulling off huge events like the Valorant Tournament we recently did with the Unified Collegiate Esports Association.

We help institutions every step of the way with our ENGAGE platform. The AV as a Service platform gives institutions access to help with everything from selecting gaming furniture and computers, to hardware, to audio and streaming tools, technical support, and more. It’s a subscription-based service that helps teams meet their technical needs so coaches can focus on strategy and training.

If your organization is looking to start an esports program or take your current program up a notch, start a conversation with one of our ENGAGE experts today.

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IVCi Partnered with Unified Collegiate Esports Association (UCEA) for Collegiate Valorant Tournament

In the beginning of October 2020, we officially launched our ENGAGE platform and made it available to end users. The ENGAGE platform is a turnkey program for college and universities with esports programs or who are looking to start one. It provides the hardware, furnishings, support services, and lifecycle management needed to run esports programs in one single subscription that can be upgraded or changed at any time.

To celebrate the launch of the ENGAGE platform, we partnered with the Unified Collegiate Esports Association (UCEA) and hosted a Valorant Tournament. This tournament brought together dozens of collegiate esports teams to play the tactical game. After qualifying rounds, the top 16 teams were granted entry into the final tournament.

In the end, the University of Irvine in Southern California came out victorious, claiming the grand prize of $5,000 and tournament bragging rights.

The tournament was just the first of what we’re expecting to be a massive increase in esports participation in colleges and universities across the country. Especially in a time where universities are searching for COVID-friendly, contact-free ways to engage students on campus and remotely, we expect to see the esports programs started at numerous institutions of all sizes.

We’re seeing more and more colleges and universities adopt esports as a way to recruit and engage a diverse base of students, especially for schools trying to grow their STEM programs and Computer Sciences programs.

The challenge that’s been holding a lot of schools back from following suit and adding an esports program is how to give students what they need to succeed in esports — What’s the best equipment? How can we encourage team collaboration? How can we set our school up for esports without drastic budget additions?

That’s where IVCi’s ENGAGE platform comes in. The AV as a Service offering allows organizations to access the best hardware, services, and maintenance for an esports environment in a monthly subscription format. Agreements can be changed, scaled, or adjusted as necessary to make sure your organization always has what it needs to create the ideal esports environment.

To learn more about IVCi’s ENGAGE platform and see how it can enhance your campus, visit our esports page here.

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5 Ways to Get Back to Work Safely

Organizations across a number of industries are looking forward to getting back to work in their offices, but need to make sure they do so safely. COVID-19 is still a risk that businesses need to take seriously; in addition, there are CDC guidelines that need to be followed for reopening.

But with some careful planning and strategic technology initiatives, companies can get back to work safely, focusing on productivity and collaboration without putting anyone at risk. Here are our top five ways to help businesses get back to work safely:

1. Use thermal scanning to screen upon entrance

An important part of returning to work safely is being able to screen employees and visitors for symptoms of COVID-19. The most easily detectable symptom is a fever, so temperature checks are common practice. Thermal cameras give a no contact way to check for elevated temperatures automatically, sending an alert when a fever is detected.

2. Sanitize common surfaces

During this time it’s important to ramp up cleaning and sanitation efforts. UV light technology is a powerful, efficient way to kill germs on devices, surfaces, and even in entire rooms. UV light is trusted in hospitals and medical facilities for its ability to kill a wide range of bacteria and viruses, including the virus that causes COVID-19.

3. Maintain social distancing standards

The CDC recommends maintaining a distance of at least six feet from others whenever possible. It’s important to keep up these standards in the office. You can do this by giving your employees the tools they need to successfully work either in the office or remotely, so you can rotate teams. That way, the office is never at a high enough capacity to have people working within six feet from each other. An AV conferencing company can recommend the right technology for hybrid remote work.

4. Limit in-person meetings

In-person meetings bring multiple people within a confined space, so they really should be avoided whenever possible for the near future. Video conferencing setups enable companies to have “face to face” meetings without putting either party at risk of exposure. You won’t skip a beat of collaboration or productivity, but you’ll keep everyone safe. Video conferencing is a great option for internal meetings, client meetings, onboarding and more. It’s important to invest in high-quality equipment to ensure no interruption in performance — an audio video conferencing company can recommend the right one for you.

5. Follow all CDC and OSHA recommendations

The CDC and OSHA have put together a number of guidelines for businesses to reopen safely. It’s important to read their guidance thoroughly and make sure everyone who enters the building understands the expectations. Both organizations have a number of resources for helping businesses put together and execute reopening plans centered around safety.

Most of these safety measures are made possible because of implementing technology. Not only is technology at the heart of maintaining safety when returning to work, it’s an investment that could improve productivity and collaboration in the long run. Having a video conferencing company by your side during your reopening phase can make all the difference in making a safe return.

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IVCi Evolve – The Future of AV as a Service

As this past year has shown us, the key to productivity and business continuity in the face of uncertainty is technology. Even if a global pandemic didn’t turn the working world upside down this year, having the right audio video equipment in place would still be a business advantage. Think of it this way: while competitors are fumbling with old, faulty technology and wasting time, you are closing deals and brainstorming with teammates on innovative projects.

But for many organizations, upgrading technology can be a daunting task. How do you determine which setup is right for you? How can you minimize costs without sacrificing quality? How will you know when your technology is outdated?

IVCi has recently introduced Evolve, a subscription service that answers all those questions for you. As a user-inspired subscription service, it puts you in total control of your Audio Video as a Service (AVaaS) setup.

The key features of Evolve AVaaS include:

  • The ability to upgrade your technology at any time to stay ahead of the curve
  • The flexibility to change the terms of your technology lifecycle at any time
  • Break-fix services so you know you’re getting the support you need
  • On-demand training and support for end-users so everyone can effectively use the technology

AV as a Service is different from your standard technology implementation and ongoing support. With AVaaS, you get an additional set of benefits that are only possible through a monthly subscription service:

  • Knowing what emerging technologies you should be investing in to remain productive and modern
  • Having the peace of mind of being able to reset your terms at any time; no matter what circumstances come your way, you’ll be able to scale up, trim down, or change your terms
  • Receiving on-demand support from an expert who is available to assist during onboarding and use
  • Gaining the ability to plan and achieve strategic business goals while being mindful of budget

But not all AVaaS providers go above and beyond to deliver the most innovative experience. What sets Evolve apart from other providers are three main features:

  1. In-room QR Support. With a simple scan of a QR code, users have comprehensive support at the tips of their fingers. Support is available during the adoption phase as well as any time during use for troubleshooting and reporting issues. Your team can proceed with confidence knowing that all meetings will get started in a timely manner, even if there is difficulty.
  2. The IVCi Portal. Subscribers get access to a simple to navigate portal that shows all projects, quotes, documents, and images, as well as providing another way to access the helpdesk.
  3. Quarterly Business Reviews. Comprehensive reports give insight into the performance of your AV environment and its impact on your strategic goals. Checking in on your progress and assessing your needs regularly ensures that you are always moving in the right direction.

The future of AVaaS is here — it’s time to Evolve! For help getting started or to schedule a consultation with an AVaaS expert, contact us today.

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Why Colleges and Universities Should Add Esports to Their Repertoire

When it comes to extracurricular activity, a lot of colleges and universities stick to the traditional: sports, clubs, Greek life, etc. But it’s the ones who are branching out to try something new that are seeing the most benefits.

The National Association of Collegiate Esports reported that more than 170 colleges or universities in the United States have a varsity esports program, offering around $16 million in scholarships. There are hundreds of others who treat esports like a club, welcoming it on campus but providing minimal support.

We’ve seen esports rise rapidly in popularity, so it’s likely we’ll see it widely adopted across more colleges and universities in the coming years. This is a smart move for higher education institutions — let’s talk about why.

From a solely practical standpoint, having esports can be a successful tool for student recruitment. Offering esports is a great way to attract students who have good critical thinking, teamwork, innovation, and self-directed learning skills. Those traits are common among gamers and translate well into the classroom and beyond. Plus, 90% of teens play video games in some capacity according to Pew Research, so it’s a great way to start a conversation around something teens can relate to.

Aside from that, an esports team is a great addition to schools with strong Technology and STEM programs. Did you know that 62% of collegiate level League of Legends players are STEM majors? Colleges and universities looking to either grow their technology programs or offer activities to cater to a high percentage of technology/STEM majors can do so through esports.

All in all, esports are a good way to form a diverse community. Odds are there is already a community of people on campus that play video games regularly for fun, and esports allows you to connect them through a common interest.

One last benefit of esports on campus is that it’s a safe, no-contact activity. Amid concerns about COVID-19 and other communicable diseases, it’s great to add activities that won’t put anyone in harm’s way regardless of the current situation.

As esports continues to gain popularity, colleges and universities will be racing to become the first “big esports school” — but it’s a process that takes a lot of preparation. But with the help of an audio video conferencing company, campuses can be transformed easily.

With video conferencing equipment paired with the latest gaming equipment and PCs, you can create a dedicated space for esports teams to gather and play, or host a tournament of your own. That’s why we’re excited to offer our Engage solution, that brings flexibility and personalization to your esports program. Our subscription-based service meets esports needs like configurable PCs, modular furniture, technical support, and more. This is a great choice for institutions looking to introduce esports for the first time since they can focus on growing the program and creating a successful team rather than handling the administrative aspects of starting a program.

Interested in introducing game play like no other? Contact an IVCi Esports Expert today.

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