Shortcomings of the Current Setup
One of the main issues with the current set up is its being outdated. A technological system that is up to 10 years old is mainly slow and might cause significant inconveniences which could be costly in the boardroom. What is more, the speakerphone is ill purposed in such a case. The purpose of such a gadget was to be used by one or two people utmost. Therefore, using it in the conference room for ten years is unimaginable. What is more, how did the different members of the board communicate? Through shouting? The setup is also wanting since the speakerphone being in the middle of the set up means that the table was somehow circular. It must have, therefore, been tough to view the projector
Recommendation of a new conference configuration
Setup
First it would be good to change the setup into a more modern V shape. That will be achieved by the general atomics conference table. The table has a modern and innovative style that make communication with those both inside and outside the boardroom easier. The standard grade table is also cost-effective.
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Communications
Next it would be essential to upgrade the communication equipment. For starters, the speakerphone must go. An ideal replacement should be the Polycom Soundstation IP 7000 SIP-Based IP Conference Phone. The phone allows for there to be crystal communication between two parties in different parts of the world. As such it reduces the listener fatigue that would be associate with the speakerphone.
For the video conferencing camera, the best choice for such a room would be the Sereno Video Conferencing Camera. The camera is ideal for such a small conference room and it can display video in HD quality which, coupled with the sound, will serve the conferences and their international partners.
Equipment that was not present in the previous setup yet which is important in such conferences is the Polycom Touch Control- 8200-30070-002. This is a device that each of the individuals in the table will have to facilitate communication. During instances such as voting, every one of the members at the table can be able to get their say in even if it is private and confidential. With the device, two members at opposite sides of the table can consult each other privately and effectively. This is a device that will help make decision making easier and better.
Presentation
For the presentation, there could be switchers that are all-in-one and with NX control. One such device is the DVX-3250HD 10X4. This gadget can present multiple formats including video, documents and images amongst others. It is also ideal for communicating with the other parties especially if they are far. The reason is that is supports digital signals well and thus can be transmitted far and still retain quality.
Recommendation of Laptops to use
Each of the members in the board will also have their own laptops for note-taking and researching and presentations during the meetings. As such, it would be ideal to have similar machines for the ease of compatibility. As such, the most ideal machine for such work would be the MacBook Pro. The machine has good qualities that make it high performance thus less likely to fail. These include an Intel core i7 processor that uses a 2.9 GHz quadcore and has 4 GB ram and over 500 GB of hard disk storage. That is an ideal laptop for such work. The computer should come with its own pre-installed operating system and major software.
Documents to Help Users Manage System Effectively
One of the documentations that could help users of the system to understand how it works include manual. Manuals usually come with the equipment and should be arranged systematically to ensure the ease of use. The phones and the palm-controls all have to be used according to the manual. There is also the requirements documentation of the system. This would be targeting the engineers of the system more than its users. They include the system goals and objective, requirements and targets amongst many others.
