Virtual Meeting Rooms Health – Who is Responsible?

Tuesday May 24, 2022

Interest in the health of virtual meeting rooms is on the rise. And it’s no surprise. According to Get VoIP, 80% of employees use video calling for 1:1 meetings and 78% use web conferencing for team meetings. To keep pace with demand for a positive user experience across an increasingly hybrid and dispersed workforce, organizations are investing in virtual meeting room technology like never before.

The Rise of the Virtual Meeting Room

The business world finds itself in an unprecedented situation. After the chaos of the pandemic, remote working is the new normal and virtual meeting rooms are now a large part of our everyday lives. Interestingly, these virtual spaces are increasingly occupied by senior members of staff, so there is an even greater focus on the virtual meeting room experience, reliability, and meeting platform agnosticism.

Virtual meeting rooms have always been challenging to manage, but more so recently. More online meetings are taking place, more technologies are at play, positive experience is more important, and there are way more opportunities for things to go wrong. So, as the health of virtual meeting rooms becomes a critical factor, it begs the questions, who is responsible for it?

When Problems Occur

When there’s a problem with the virtual meeting room experience, ascertaining whether or not it’s a network issue, a PC issue, a camera issue, a device issue, or a user Issue becomes a serious challenge to both the organization and the user. With a remote workforce and with multiple vendor technologies at play, it is imperative – but often tricky – to get to the root cause quickly.

The vendors – such as the video application provider, network provider, or equipment manufacturer – will rarely admit to a product weakness. But if everyone is infallible, why do customers continue to experience pain that results in daily UC trouble tickets?

In most cases, each element of a virtual meeting room comes with its own set of analytics – and some also with monitoring capabilities – that measure the performance of each core device. These do not however, solve the challenge when the room is a multi-vendor solution environment and often only provides reactive insights once an issue has occurred. An administrator is forced to spend their time dipping in and out of multiple portals to find the root cause, solve a particular problem, or to try to carry out trend or performance analysis.

For a service provider, this will undoubtedly impact your service level agreements and run the risk of customer churn. For enterprises, it’s employee experience at stake, and we all know how important end user satisfaction is when operating a remote workforce.

So, when a problem occurs in a virtual meeting room, who do you call to fix the problem? Is it the Desktop team’s responsibility? Or Facilities? Maybe it’s IT?

The VOSS Answer

VOSS is re-thinking solutions to these problems. We offer a single portal to manage the health of your virtual meeting room technology with a wider, more proactive, and intelligent approach. It’s in VOSS’ DNA to solve problems like these with intelligent automation and analytics solutions:

• Meeting room experience – VOSS monitors remote and physical attendance, meeting quality, various meeting modalities (such as voice, video, screen sharing etc), and network insight, enabling the organization to make employee experience a priority.
• Meeting logistics – VOSS gives visibility into the meeting logistics; how many attendees, the length and frequency of the meeting, giving the organization an insight and understanding of meeting room usage.
• Meeting room technology – VOSS provides insight into all meeting room technologies at play, including camera, speaker, video, touch panel, and so much more, allowing you to manage the health of all meeting room technologies from a single pane of glass.
• User insight – VOSS also gives actionable intelligence on the user, presenting data on location, capacity, license and feature usage, and so much more. This enables organizations to improve adoption, while saving money on under-utilized licenses.

So, when – not if – a problem goes wrong with your virtual meeting room, your employees won’t need to start calling around the various departments trying to find a solution. With VOSS, your admin team will easily see where the problem lies, and work in real-time to fix it.

And, taking this a step further, VOSS’ in-depth monitoring and analytics capability empowers proactive administrators to carry out trend analysis, enabling the most dynamic teams to pinpoint potential trouble spots and fix them before they become a problem.

Next Steps

To discuss your virtual meeting room goals, setup, or challenges, please get in touch.