Improving the meeting culture and experience

The meeting culture post pandemic is complex and far from homogenous. Once hailed as the future of work, the enthusiasm for hybrid is far from universal with significant volumes of employees committed to returning to the office. Those for whom home working and even hybrid citing meeting inequity, missed opportunities for promotion and even eyestrain as causes of their dissatisfaction, we look at how meeting technology can be improved to commend the experience.

The industry has definitely seen an increase in the number of OEM platform accreditations, at first this was primarily used as a way for vendors to differentiate themselves from their competitors and to demonstrate their expertise and compliance in a severely competitive market. However now as technology advances and customers demand a more consistent user experience, hardware platforms are becoming more complex, requiring more specialised skills and knowledge to design, build and maintain them. This complexity creates a greater demand for more accreditations to ensure that people working within the market are properly trained and qualified, meeting not only the standards of the OEMs but the increased compliance measures.

“Technology speaking, we have seen a huge emphasis on interoperability in the unified communications market. Driven by the increased adoption of cloud-based communication services and the help in adapting to the new requirements of the world after the end of the pandemic. Taurus UCX supports the BYOM concept, which means the room technology can respond to what the user brings into the meeting space on their device, putting the user at the center of the workflow and personalizing the meeting experience. The main features of the device, available with just one USB-C plug, are the full HDMI compatibility, charging up, automated room utility controls, enhanced Ethernet security features and host switching among four sources of room’s assets.

Improved audio

Audio quality is consistently cited as an issue of concern by frustrated meeting participants. However, Vida argues that there have growing market demand for collaboration tools that work across a variety of platforms and devices. To promote this, we have seen the industry develop common capabilities such as ‘direct guest join’, and ‘one click meeting’, a clear development that allows technologies to work together seamlessly, enhance collaboration and reduce costs.

• Automatic echo cancellation: Echo cancellation is a feature that can help to eliminate echoes that occur when sound waves bounce off surfaces in the room. Automatic echo cancellation software can be integrated into audio solutions to improve the quality of the sound in the room.

• Networked audio solutions: Such as Dante-enabled audio systems can improve audio performance by providing low-latency and high-quality audio.

• Audio processing solutions: Audio processing solutions, such as digital signal processors (DSPs), can help to eliminate noise, equalise audio levels, and improve the clarity of audio in the room. By implementing these solutions and practices, organisations can improve the performance of audio systems, ensuring that everyone’s voice sounds clearly and equitably in the meeting space.

With the return to office, there has been an increased need for meeting equity, which refers to creating fair and inclusive opportunities for all participants to be seen, heard and being active in meetings.

Gergely Vida, CEO at Lightware Visual Engineering, reports that several innovations have been made to improve meeting equity in the digital workplace, For one thing, we have seen improvements to video conferencing solutions. Many video conferencing solutions have been developed to improve the virtual meeting experience. These solutions include virtual backgrounds, real-time captioning and the ability to blur backgrounds to eliminate any distraction.

Vida also believes that new smart camera technologies are being developed that can track and focus on speakers as they move around the room. These cameras can help ensure that all participants in the meeting are visible and can be heard accordingly. On the audio front, Vida has seen advanced audio solutions developed, including noise-cancelling microphones which can help eliminate background noise and ensure that all of the participants’ voices sound clear.

Andrew Bissett, Country Manager of UK&I for DTEN: “There does appear to be a desire from some businesses to get staff back into the office, but it’s believed that around 60% of these are adopting or have adopted a hybrid model rather than asking staff to return five days a week. Unified Communications solutions are developing rapidly to ensure equity and to support these hybrid meeting experiences for all participants regardless of where they may be joining from.”

Continuous development of current conferencing solutions have seen all of these solutions adopted in commercially available kit, In the longer term, Virtual Reality (VR) technology is being explored to create more immersive and engaging meeting experiences. VR could allow remote participants to feel as if they are physically present in the meeting room.

In the meantime, tools like digital whiteboards can help increase participation and improve the effectiveness of meetings. Lightware Visual Engineering introduced the USB–C based Taurus UCX in 2021 to been several improvements of late to the the performance of audio solutions leading to consistent audio quality across meeting spaces a prerequisite for delivering meeting equity. Vida quotes some examples:

• Acoustic treatment: This involves using materials that absorb or diffuse sound waves to reduce unwanted sound reflections or echoes in the meeting space. This can significantly improve the quality of audio in the room.

• Proper microphone placement: It is essential to ensure that everyone in the room can be heard clearly. Microphones should be placed in strategic locations, such as the center of the room or at the ends of the table to ensure that everyone's voice is picked up.

• High-quality microphones: Investing in these devices can also improve audio performance. Directional microphones, for example, can help to reduce background noise and focus on the speaker's voice.

Ensuring you are choosing the right solutions for the environment.

• Investing in high-quality audio solutions (certified where possible), such as microphones, speakers and sound processors, can significantly improve audio performance and provide a consistent experience - but you need to make sure the solution you're integrating is the right one.

• Audio needs to be considered in tandem with the display and VC technology, not as an afterthought.

• Work with specialists to optimise the meeting space. The design and layout of the meeting space can have a significant impact on audio performance.

• To ensure consistent audio quality, it’s important you speak to a specialist who can provide you with the knowledge to correctly optimise the acoustics of the room, provide strategies to eliminate background noise and position the audio equipment properly.

Ease-of-use, Pt1

Ease-of-use has long been another cause of complaints – some overt and others unspoken but apparent though a failure to fully adopt solutions. Collaboration and conferencing suppliers have invested considerable time and resources to develop innovative new products that are intuitive and user-friendly. These products have been specifically designed to cater to the needs of businesses and individuals who require seamless, hassle-free communication channels that are vital in today's fast-paced, globalised world. DTEN, for example, says: “Our unified communication products are equipped with practical features that streamline the meeting experience, enabling participants to fully focus on the discussion at hand rather than technical hiccups. For instance, DTEN’s digital whiteboard function allows multiple users to share their ideas and collaborate seamlessly, adding a new dimension of creativity to meetings. Additionally, DTEN's technology can automatically adjust to the lighting, optimise audio quality, and frame people within the shot, reassuring users that they will always appear well-presented and professional.” Choosing an appropriate solution for an organisation or a specific group of users is far from essay, but there are some guidelines:

Partnering

The range of technologies necessary for collaborative solutions has prompted some specialist manufacturers to work in collaboration with other specialists. Vida quotes the example of Why: “Lightware is now working on an integration with Sennheiser, where the TeamConnect Ceiling 2 will be working together with our devices, offering cutting-edge room automation solutions to our customers. It uses a unique ceiling microphone array that can pick up sound from anywhere in the room, allowing for crystal-clear communication during video conferences and meetings. The system can be easily integrated with other audio and video conferencing tools, making it a versatile and efficient solution for any modern meeting room. Lightware's devices with the TeamConnect Ceiling 2 can effectively eliminate any inconvenience or time wastage that may occur in a boardroom. We already have a basic solution with the Sennheiser devices, and you'll have the opportunity shortly to enjoy the fruits of our labour with Shure on the MXA920, and with Yamaha as well. Why collaborate? Vida explains: “Ensuring consistent audio quality across a meeting space is crucial to promoting meeting equity, as it ensures that all participants can hear and contribute effectively. On the other hand, poor audio quality can impede productivity, cause confusion, and even result in missed opportunities. Therefore, it is important to take steps to improve the performance of audio solutions.”

Another advanced feature utilised by most leading manufacturers is the use of ‘noise cancellation technology’ or ‘Active Noise Cancellation/ANC’. This feature uses sophisticated algorithms to filter out background noise and improve audio quality. This has become increasingly important in hybrid meetings where some participants are remote and may be working in noisy environments. By using noise cancellation technology, meeting attendees can hear each other more clearly, regardless of their location or background noise levels. This ensures that everyone is given an equal voice in the meeting, irrespective of their physical location or working environment.

Ease of use, Pt2

Looking back, during pandemic, many users experienced difficulties with collaborative telephony and video conferencing solutions, particularly related to ease-of-use. Here are some examples of how these issues either have or can be resolved:

• User-friendly interfaces: Many video conferencing and collaborative telephony solutions have been updated with user-friendly interfaces. These interfaces are designed to be intuitive, easy to navigate and visually appealing to the users.

• Simplified setup: Simplifying the setup process has been a priority for many vendors. Most of the solutions now offer one-click access to join meetings, eliminating the need for complicated login procedures or software downloads.

• Integration with other Tools: Integration with other tools, such as calendars, e-mail, and messaging apps have also been improved. This allows users to schedule and join meetings seamlessly and can eliminate the need to switch between multiple apps during a meeting.

• Improved accessibility: Several options have improved accessibility features, such as closed captioning and screen readers, to make meetings more inclusive for all participants.

• Training and support: Vendors are offering training and support to help users navigate their solutions. This support can range from online tutorials and webinars to personalized support from a dedicated degradation where the distance of the in-room participant becomes pixelated. This has therefore encouraged device manufacturers, like us, to improve our camera optics and develop innovative cameras to be able to pick up participants both far away and close up with perfect clarity for a more inclusive experience. See below example where DTEN’s Vue Pro 4x 4K Cameras are being used alongside Zoom’s Smart Gallery to pick up people over 18ft away.”

DTEN has invested considerable time and resources to develop a range of innovative products that are intuitive and user-friendly. These products have been specifically designed to cater to the needs of businesses and individuals who require seamless, hassle-free communication channels that are vital in today's fast-paced, globalised world. “Our unified communication products are equipped with practical features that streamline the meeting experience, enabling participants to fully focus on the discussion at hand rather than technical hiccups. For instance, DTEN’s digital whiteboard function allows multiple users to share their ideas and collaborate seamlessly, adding a new dimension of creativity to meetings. Additionally, DTEN's technology can automatically adjust to the lighting, optimise audio quality, and frame people within the shot, reassuring users that they will always appear well-presented and professional.”

“DTEN's video conferencing solutions are designed with user comfort in mind, including features to help reduce eye strain during long video conferencing sessions. One way in which DTEN's solutions can help reduce eye strain is through the use of large, high-resolution displays. DTEN's displays start from 27 inches for our all-in-one ME Pro all-in-one collaboration solution, which provides a larger screen than a laptop. In addition, all our solutions have built-in whiteboarding and the ability to annotate presentations; this allows the user to increase the size of images and text rather than squinting to read. Additionally, the displays in DTEN's All-in-one video collaboration solutions are designed to provide high-quality, natural-looking colours, which can help reduce eye strain by providing a more comfortable viewing experience. DTEN's newer displays also feature anti-glare technology, which can help reduce eye strain caused by reflections and glare from bright lights or windows.”

Simon Kitson, Smart Meetings Director, Europe TD SYNNEX Maverick has also encourages suppliers to act to preserve the welling of users: Yes, eye strain and other eyesight-related complaints have become more common during the pandemic as people have had to spend more time working on screens. But this isn’t just due to increased screen times. During the pandemic, people bought what was available and not necessarily what was best in class or suitable for their environment. Perhaps due to stock shortages, or a gap in knowledge around what products were available. There are also other factors to consider, poor lighting, not using external monitors or setting up your screen incorrectly. This is where we’ve been seeing HR departments becoming more involved in the conversations around what technology is being bought and installed in both the office and for remote workers. Encouraging employees to have 45 minute calls instead of an hour, taking regular breaks, going to the office to collaborate in person rather than talking on the phone, optimising screen set-up and offering regular eye examinations. There are so many strategies HR departments are now implementing to reduce strain and other eyesight-related complaints.”

Collaboration: an essential life skill

Kitson believes that ease-of-use is fundamental to meeting equity: “Throughout the pandemic, the issue of ease-of-use became paramount as so many people had to adapt so quickly to new technologies. Simplifying interfaces and integrating familiar layout styles was an easy way for solutions to become more user-friendly and accessible. Helping to reduce the learning curve for users and making it easier for them to access the features they needed. Integrating accessibility features such as closed captions, sign language interpretation and real-time note taking, helped make the solutions more scalable for teams working across different regions but also resolved accessibility issues for people with hearing or visual impairments. Again, creating a more equitable experience for users.”

User wellbeing

Eye strain and other eyesight-related complaints have become more common since the pandemic that forced many people to work on screens for extended periods. This issue, commonly referred to as "computer vision syndrome" is caused by prolonged screen time and can lead to symptoms such as eye strain, dry eyes, headaches, and blurred vision. Fortunately, there are several steps that individuals can take to reduce the risk of computer vision syndrome and alleviate the associated symptoms. “We, at Lightware are suggesting most of them to our colleagues. Here are some suggestions:

The ability to collaborate digitally has become increasingly important in the modern workplace and is considered a valuable skill by many employers. Digital collaboration involves using technology to work together on projects, communicate with team members - and to share information in real-time, regardless of geographic location. With the rise of remote work / home office and distributed teams, digital collaboration has become essential for many organizations. The ability to collaborate effectively in a virtual environment is not only important for team productivity and project success, but also for employee satisfaction and well-being.” account representative.

Employers today are looking for candidates who have strong digital collaboration skills, including the ability to use collaboration tools such as video conferencing software, instant messaging apps, and project management tools. Additionally, employers are seeking candidates who can communicate effectively in virtual environments, collaborate with colleagues across different time zones and cultures, and adapt to different work styles and preferences. In today's fastpaced and interconnected world, the ability to collaborate digitally has become an essential life skill and is increasingly valued by employers across different industries and sectors, including the AV market!

• Increased security: Security concerns have been addressed by implementing measures such as end-to-end encryption, multi-factor authentication, and data privacy compliance to ensure secure and safe video conferencing.

These measures have helped to improve the ease-of-use of collaborative telephony and video conferencing solutions, making them more accessible to a wider range of users and improving the overall user experience. “To address the ease-of-use issue among users, Lightware products have a proven track record of seamlessly integrating with industry-leading 3rd party devices from network switchers to USB webcams, audio systems and other AV or IT infrastructures. We provide world-class support for system architects and assist them with thorough testing to ensure we deliver the solution that fits perfectly with their project’s requirements. We have already announced the expansion of the company’s Integrations Partnership initiative with key global industry players. Complementing the relationship with Cisco, a rapidly growing list of integration partners is headed by Logitech, Poly, Zoom, Barco, Utelogy, TAD monitoring, QSC and Q-SYS, just to mention a few.”

Developments also include the use of "smart framing" technology, which uses artificial intelligence to detect and frame meeting participants in real time, ensuring that all participants are visible and given equal screen time. This technology has been particularly helpful in hybrid meetings, where some participants are remote, and others are in-person, ensuring that all attendees have a fair and equal presence in the meeting. However, this advanced software can cause video

• Take frequent breaks: Taking regular breaks from the screen can help to reduce eye strain and fatigue. The 20-20-20 rule is a good guideline to follow – take a 20-second break every 20 minutes and look at something about 20 meters away.

• Adjust display settings: Adjusting the display settings on your computer or device can also help to reduce eye strain. Consider reducing the brightness and contrast of your screen, as well as increasing the text size and adjusting the colour temperature to reduce blue light emissions. Most devices can do this automatically nowadays.

• Proper lighting: Proper lighting is essential to reduce eye strain. Ensure that the room is well-lit and avoid glare or reflections on the screen.

• Use eye drops: If dry eyes are a problem, use artificial tears to keep your eyes lubricated.

• Positioning and ergonomics: Position your monitor so that the top of the screen is at or slightly below eye level, and ensure that your chair and desk are ergonomically designed to reduce strain on your neck, back, and shoulders.

• et regular eye exams: Regular eye exams can help to detect any vision problems early and prevent them from worsening. If you are not wearing glasses regularly, use blue light blocking glasses during work on screen, to protect your eyes.

By taking these steps, individuals can reduce the risk of the so-called computer vision syndrome and alleviate the associated symptoms. Prolonged screen time can contribute to eyesight-related complaints such as eyestrain, headaches, and blurred vision. To address this issue, experts recommend taking frequent breaks and adjusting display settings such as brightness and colour temperature. Additionally, using larger screens or implementing a dual monitor setup can help reduce eye strain.

Manufacturers are tackling the issue of user wellbeing directly:

Andrew Bissett agrees: “Employers require employees to participate in virtual meetings, coordinate projects using web-based applications, and communicate with colleagues across different geographical regions. As such, individuals proficient in digital collaboration are more likely to succeed in their roles and contribute to their organisation's growth. Furthermore, research has shown that digital collaboration can improve employee engagement and productivity. For example, a study by Deloitte found that organisations that encourage digital collaboration among their employees are more innovative and outperform their competition. In addition, LinkedIn has identified digital collaboration and using digital tools as one of the top soft skills employers desire. Being able to collaborate digitally in a way that is productive, is a skill that employees definitely want to see more of. From demonstrating the flexibility of working across environments, integrating platform workflows to show effective collaboration and ability to quickly adapt to changing circumstances, digital collaboration is the key to show if an employee is ready to be integrated into the modern digital workforce.