It’s so easy to have your meeting ruined by a couple of simple mistakes with the AV equipment before you even start speaking. So make sure you get the basic elements right before you start.
Check Your Screen Size and Placement
Make sure the display is large enough for the back of the room to read normal text size, as a rough guide a 65″ display is enough for a 10 person meeting, also positioned at eye level (seated) not on the wall at top.
Sort Your Cable and Wireless Options
For connection up, have a wired HDMI lead ready as well as wireless casting options. Whilst wireless is convenient for no cables to deal with the lead as it is far more reliable. Also, make sure the HDMI lead is the correct version as the specs for signal output vary and older leads will not pass 4K in perfect condition.
Match Your Resolution Settings
Set the display and your laptop to the same output resolution for your meeting presentations. Many times people forget to change the resolution on their display and this can cause the presentation to appear to be cut off or to be in low quality. This can waste up to the first 5 minutes of a meeting as you try to troubleshoot why your slides are not being displayed correctly.
Test Your Audio
The built-in laptop speaker will rarely be enough to fill a meeting room. Consider investing in a small Bluetooth or USB conference speaker which can cost anywhere from £30 to £80 depending on the size and quality.
Set Up Remote Participants Properly
Position the camera so it is at the far end of the table and is pointing towards the speaker. This way any participants joining remotely will be able to clearly see the speaker and any slides or video on the screen and not the ceiling.
Run a Full AV Test Beforehand
Ten minutes of testing before the guests arrive will cover most of the problems. For the meeting rooms in meeting rooms in Gloucester with AV facilities then Meeting Rooms Gloucester would be a good place to start but it is better to test all the slides, audio and camera yourself before the meeting.
A quick check of the AV prior to a meeting will cover most problems that can arise.