Adapting a New Way to Work: How to Design Successful Open Collaboration Spaces

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1 An AVI-SPL Tech Paper Adapting a New Way to Work: How to Design Successful Open Collaboration Spaces Open spaces with collaboration technology are a popular trend in office design because they give small groups an area to spontaneously get together and be productive. Seventy percent of offices in America are now open-plan workspaces, making it one of the most popular trends in office design. It s a trend that s likely to keep growing as companies look to save money on real estate and travel costs while making collaboration, socialization, and flexibility core workplace values. As part of an open workplace, designers are also creating open collaboration or huddle spaces that give small groups a collaborative environment that is less expensive and less formal than traditional meeting rooms. These spaces offer a multitude of benefits such as encouraging spontaneous, cross-departmental idea sharing and innovation; supporting a more flexible and virtual workforce by allowing remote workers to collaborate virtually with their colleagues; and increasing productivity by using technology that makes sharing, annotating, and saving content in real time simple, even for remote workers. Open collaboration spaces when implemented correctly with flexible furniture arrangements, a thoughtful design, and the right innovative technology such as a digital or interactive display, content sharing capabilities, virtual collaboration, and a good control system create a rich, simple and productive collaboration experience. 1 Tech Paper: How to Design Successful Open Collaboration Spaces (+01)

2 The Microsoft Surface Hub combines many of the open collaboration essentials into one device. It s designed to facilitate collaboration among teams, including those working from remote locations. Its ultra highdefinition display can be used as a digital whiteboard, allowing people onsite and at remote locations to see and hear each other while annotating the same documents and images in real time from wirelessly connected personal devices. Microsoft Surface Hub Features Skype for Business Windows 10 operating system Motion-tracking technology Advanced touch capabilities Natural-feeling ink experience Dual built-in wideangle cameras OneNote Whiteboard 84-inch and 55-inch models Learn more at Source: Ovum Open Collaboration Essentials Room Design Businesses that invest in the appropriate technology can transform undervalued places, such as alcoves, into highly collaborative spaces that increase creativity, innovation, and employee satisfaction, all while reducing costs and increasing worker productivity. Collaboration spaces are intended for flexible use, so it s important that the design of the space reflect this intention. Some teams will want to use these spaces for a brainstorming session with peers in the office, while others need to meet virtually with an offsite coworker or consultant. A flexible room design lets users treat the space according to their specific needs. Interactive Displays Interactive displays can advance real-time collaboration, allowing participants to interact with content whether they are all in the same room or meeting virtually. Some interactive displays even allow participants to annotate a document and save their notes electronically or incorporate intuitive gesture technology that allows them to move an object around with their finger or erase it with their palm. Presentation Systems Presentation systems help support BYOD (bring your own device) preferences by offering a simple way for users to connect, either wired or wirelessly, any device to the room system and share content from those devices. These systems are easy to use, even for those without a lot of technical expertise. In open collaboration spaces, multiple presenters can share content from their personal devices simultaneously in a quad-view format on a single or dual-display setup. Some presentation systems also support multisite connections across a network. Control System A control system can eliminate time-consuming issues such as finding the right remote or figuring out what button to press or wire to connect in a collaboration space. Instead, a control system integrates and automates all the systems so that they can be managed from a single interface. Automation lets you converge all of the actions needed to start a collaborative session with the single press of a button. By simply pressing On, you can power up the display, presentation system, and video collaboration technology and it s ready to use. Such control systems make complex technology easy to operate for even the technologically challenged. 2 Tech Paper: How to Design Successful Open Collaboration Spaces (+01)

3 Unified Communications A video collaboration solution creates an additional level of flexibility and collaboration in these spaces, especially in organizations with a global workforce or a large telecommuting population. All-in-one room systems make deployment simple. Many of these systems are purpose-built to support a specific, unified communications solution such as Microsoft Lync, making it easy to integrate conferencing and collaboration with other office communication features such as calendar scheduling. Audio and Video Peripherals Whether you select an all-in-one room system or not, it s important to have high-quality audio and video in the collaborative space you design. Add an HD PTZ (pan, tilt, zoom) camera and either built-in speakers and microphones or a tabletop solution to create an enriching video collaboration experience for participants on both ends. Creating the Space Alcoves, areas that can be partially walled, or rooms with open doorways typically work well for collaborative spaces. Soft lighting and flexible seating options that forgo the traditional table-and-chairs format, including a more casual array of couches or chairs, wheeled furniture or tiered seating, are also an important part of creating an informal ambiance. Sound-masking systems help reduce distractions for everyone, despite partial walls or open doorways, by blocking sound to avoid disrupting nearby workers. 3 Tech Paper: How to Design Successful Open Collaboration Spaces (+01)

4 To accommodate flexibility, these areas should also be equipped with both Wi-Fi and multiple power sources. This allows everyone the ability to collaborate on their device of choice and sit where they want for as long as needed. Conclusion Designing and implementing the right open collaboration space for your organization depends on the types of applications you need and want. From a simple digital display to high-tech interactive technology, there s a wide range of what you can do to create a flexible space that enhances collaboration, creativity, and innovation. To find out more about huddle spaces, contact AVI-SPL at our toll-free number , us at sales@avispl.com, or visit for a detailed analysis. 4 Tech Paper: How to Design Successful Open Collaboration Spaces (+01)

5 About AVI-SPL AVI-SPL is the world s leading integrator of communication and collaboration solutions that support organizations of all types. Our certified engineers design, build, and integrate systems for video collaboration, digital signage, 3D visualization, AV distribution, and intelligent building control. We also provide a wide range of remote and onsite support services, including cloudbased video conferencing. We have nearly 40 offices across the United States, Canada, the United Kingdom, and the UAE, as well as an international network of solution providers in 30 other countries. Corporate Headquarters: AVI-SPL 6301 Benjamin Road, Suite 101 Tampa, FL About the Sponsors Polycom Polycom is the global leader in open standards-based unified communications and collaboration solutions for voice and video collaboration. Polycom solutions are powered by the Polycom RealPresence Platform, comprehensive software infrastructure and rich APIs that interoperate with the broadest set of communication, business, mobile and cloud applications and devices to deliver secure face-to-face video collaboration in any environment. Its RealPresence Content Sharing Suite enables users on disparate devices and clients, including Microsoft Lync, H.323 and SIP video endpoints, and audio-only participants, to participate in a full content-sharing session. EPSON Epson, the leading projector manufacturer worldwide, offers a wide range of the highest quality projectors to meet every business need. Epson projectors are built with image quality and reliability in mind while ensuring a low total cost of ownership. Epson s BrightLink Pro collaborative whiteboarding solution allows everyone, including remote participants, to view, annotate and share images and to collaborate instantly from any device for real-time collaboration. Resources: 1. 1 Giang, Vivian, 5 Tricks to Increase Productivity in an Open Office, Business Insider, accessed Sept. 17, 2014, 5 Tech Paper: How to Design Successful Open Collaboration Spaces (+01)