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This diagram shows how Bestboard can replace 7 different web conferencing technologies.

Replace 7 Separate Devices With 1 Bestboard Smart Meeting Tablet!

In times of financial volatility managers may face intense internal and external pressure to reduce their teams’s everyday operational spending. These initiatives can sometimes trickle as far down as what many would consider normal office expenses such as office supplies, furniture and technology. When this happens, inefficiencies and a perceived decline in the workplace environment can frustrate employees and erode morale.

In the past, managers have specifically attempted to save costs when purchasing equipment used for team meetings. These managers took the view that TVs, projectors and whiteboards are are inexpensive, widely available and ‘good-enough’ for the purposes of their team. But the inefficiencies created when trying to use and maintain these devices in unison–as well as the overall quality of the experience they provide–consistently undermines the cost-savings they were intended to produce. But what if you could both reduce the costs of this equipment and increase your team’s efficiency at the same time?

How costly are meetings?

As business environments become increasingly decentralized, networked and interconnected, sound communication–both internally and externally–has become paramount to success. As such, meetings play an increasingly important role in the modern workplace. In fact, it’s not uncommon for upper-level employees to spend the majority of their working hours in meetings. They may attend morning meetings, monthly check-in meetings, round-up summary meetings, meetings for careful analysis and decision-making meetings, meetings for timing and coordination, shareholder meetings, planning meetings and likely many others as well! In today’s most advanced economies, meetings have become the very essence of our work.

The cost structure of meetings are roughly as follows:

First there are the direct costs which may include transportation, documentation, accommodation, food and drink and other expenses involved in simply getting the necessary participants together in the same room.

Second are the indirect costs which comprise of the time spent planning and making arrangements for the meeting, as well as the salaries of those employees who attend the meeting; including the requisite social time spent before and after the meeting has ended.

Third is the opportunity cost of having those important employees pulled away from their regular work in order to attend the meeting. Though successful meetings have been known to produce greater efficiencies in the long-term, it almost always comes at the cost of reduced production in the near-term.

Common pitfalls when using traditional meeting equipment
Hazard 1: the obsolescence of various pieces of equipment (ex. computers, microphones, webcams, speakers, etc.) makes it difficult to maintain a working set of compatible devices over time. When all of the devices are compatible, they can be challenging to connect for casual users. This often leads to lengthly and frustrating set-ups experiences, trouble-shooting delays and occasionally even abandonment of the supporting technology or the meeting as a whole!   

Hazard 2: whiteboards are an important tool for internal collaboration but smaller offices quickly run out of adequate wall space to use. This may result in reduced team velocity and even the destruction of important information if the wrong board gets erased. A printer is required in order to integrate other media (ex. photos, charts, graphs, maps, etc.) into the workflow and having to take photos of an important board for documentation is a real pain.

Hazard 3: there are inherent limitations to how successful a set of disparate devices can be when connected to one another. For instance, it is extremely difficult to share the content of a whiteboard using video and/or projection equipment due to issues with lighting and contrast. Or take for example the strange effect that is created when a microphone and webcam are placed on two different sides of the room to accommodate all of the speakers. A person may appear far away on camera but sound extremely close, or vice-verse. The net result of these limitations and others like it, is a lack of professionalism; which frustrates employees and degrades your clients’ perception of your products or services.  

Hazard 4: traditional meeting equipment supports antiquated modes of collaboration which is inflexible and provides unnecessary privilege to the meeting’s host. Take for instance when a slide deck is shared internally via projector or video conference. That content is static and cannot be modified, commented on or otherwise contributed to by anyone other than the ‘host’ whose computer the slide deck is on. Even if the content is modified by the ‘host’ in real-time during the meeting, the host will have to email the document to the participants after the meeting is over which is highly laborious and often met with delay. A meeting is only as effective as its action items, and without a quick and easy way to share meeting minutes and takeaways, much of its benefit may be lost.      

Sinocan’s Bestboard provides a cost-effective alternative.

What if you could both reduce the cost of meeting equipment while simultaneously increasing your team’s efficiency? Through years of research and development in the fields of electromagnetic and capacitive touch technology, Sinocan has developed a new solution that allows managers to consolidate various pieces of traditional meeting equipment into a single cost-effective integrated device. ‘Bestboard’ sets a new standard for all-in-one smart meeting solutions by eliminating the need for 7 different devices. With Bestboard, a single device is all you need to transform any room into a state-of-the-art meeting room.

Bestboard’s smart meeting tablet integrates 7 previously disparate devices into a single seamlessly integrated device. Bestboard combines the functionality of a computer, TV, stereo, camera, whiteboard, projector and a microphone to provide a turn-key meeting solution that avoids the pitfalls of using traditional meeting equipment described above. Combining Bestboard with your favorite conferencing applications can help companies reduce costs while improving their all-around efficiency.  

Bestboard’s smart meeting tablet not only relieves costs but also increases the quality of team collaboration. Bestboard makes video conferencing, team brainstorming and multi-devices screen sharing a breeze with its 7-in-1 integration.  Meeting participants can connect remotely or wirelessly in-person to Bestboard, share multiple screens and/or video feeds and collaborate together seamlessly using Bestboard’s built-in whiteboard application which supports the placement of images and the creation of shapes and annotations.  

This diagram shows how Bestboard can replace 7 different web conferencing technologies.

Bestboard’s 7-in1 integration of traditional meeting devices creates three categories of savings:

1. Costs of purchasing and updating numerous pieces of equipment

With Bestboard’s 7-in-1 integration of computer, TV, stereo, camera, whiteboard, projector and microphone, managers no longer needs to purchase multiple pieces of equipment and concern themselves with issues of compatibility and obsolescence.

The average cost of purchasing 7 unique pieces of meeting equipment far exceeds the cost of a just one Bestboard smart meeting tablet and is usually accompanied by numerous headaches such as compatibility issues, challenging installation/set-up procedures and the equipments general lack of mobility means that only one room can be used for meetings. Even ignoring the improvements Bestboard can make to a team’s efficiency, the hard cost-savings it produces alone makes Bestboard a worthwhile investment as an alternative to traditional meeting equipment.   

2. Costs associated with travel  

Bestboard’s 7-in-1 smart meeting tablet is purpose-built for remove video conferencing and comes equipped with asynchronous voice, video and writing capabilities, and supports screen-sharing and video from up to 32 wireless devices. Meeting participants can be designated separate frames through which to share their work on Bestboard’s high-definition display or can take turns filling the whole display. Either way, Bestboard makes remote communication a viable alternative to expensive business trips which chalk up costs through high transportation, accommodation, food and beverage and documentation expenses.     

3. Cost of time spent setting up equipment and troubleshooting

Bestboard smart meeting tablet integrates the functionality of a computer, TV, stereo, camera, whiteboard, projector and microphone so that you don’t have to! Bestboard can be connected to wirelessly by any device on the network (ex. laptop, mobile phone, tablet) and can be used to share documents, images, presentations, etc. to the display. Bestboard can be wall mounted or installed on a mobile stand to allow for easy transportation, room-to-room, as the need arises. Bestboard’s consolidation of otherwise disparate meeting equipment into a single modular device with easy connectivity saves teams countless frustrating hours spent doing set-up and troubleshoot.

4. Cost of documenting and transcribing meeting outputs  

Bestboard’s smart meeting tablet greatly reduces the time and energy spent documenting meeting ouputs (ex. taking in-depth meeting minutes and/or photos of completed whiteboards) and transcribing them into a format which can be shared with participants. With Bestboard, content developed using Bestboard during the meeting can be easily shared via file transfer, email or QR code directly from the display! Whether it was an important whiteboard session, a video call, or an annotated slide deck presentation, Bestboard ensures the preservation of that important content while enabling secure, password-protected, transfer to those who need it. This way meeting directives can be acted upon straight out of the meeting without having to wait for documentation and transcription to be produced and shared.

This image shows a team meeting in a breakout room equipped with Bestboard.

In todays highly networked economy, communication–both internally and externally–is king. Bestboard can help managers deepen their commitment to team communication while embracing cost-savings initiatives. By replacing 7 separate devices with 1 Bestboard Smart Meeting Tablet managers can reduce operational costs while increasing team efficiency.