5 Common Conference Room Technology Issues

There are a lot of culprits when it comes to meeting productivity-killers, from presenters not being properly prepared, and missing agendas, to overzealous coworkers that invite everyone in the company, to ensure no one feels left out. However, the number one productivity-crusher in meetings is ironically the very technology that’s supposed to make it all run efficiently. New technology for conference rooms can lead to new issues if not managed properly. To make sure you’re prepared to kill it at your next meeting, we’ve rounded up the top five conference room technology issues to be on the lookout for. 

5. Damn Dongles: You’ve prepped for your meeting with more dedication than a Kenyan runner at a marathon. You arrive early to set-up and ensure your presentation gets all the love it deserves when panic ensues; your dongle doesn’t fit the A/V setup in the conference room! You call IT, praying against the odds they’ve got a cable that will magically fit your device AND connect with theirs, but alas, Ted in accounting beat you to the punch and took the very dongle you need for his stupid meeting. Your only options now are to wow the executives with your big-screen presentation on your tiny laptop screen or reschedule the meeting — either way, it doesn’t look good.

Dongle Solutions: You can solve this puzzle in three words: Wireless Screen Projection! The beauty of wireless is just that – you don’t need cables or dongles, and you don’t need IT, for that matter. Plus, you can share presentations from any device and bask in the joy of seamless collaboration between multiple users.

4. Crap Connections: Unlike you and me (wink), most people have faked a bad connection to get off the phone, and then laughed it off.  But bad connections in meetings are no laughing matter. They cause pixelated video, hard-to-hear choppy audio, and the ultimate nightmare: the dreaded dropped call. If you’ve got remote callers, it’s highly unlikely the issue is on your end, and is more likely overloaded bandwidth and/or weak Wi-Fi signals on their end. However, there are a few places of business where you may have trouble connecting during a meeting because signals are intentionally scrambled, such as hospitals.

Connection Solutions: If you are experiencing connection issues at your office, it might be time to upgrade your ISP plan. If the meeting is off-site at a place with dodgy connections, make sure you have your presentation stored on your device, just in case you can’t connect to the cloud.

3. Input Musical Chairs: You’re a smart, talented and accomplished person with a resume chock-full of impressive stats, but when it comes to figuring out the freaking remote controls to the A/V equipment, or how to connect all your conference room technology correctly, the universe is clearly in complete alignment against you. Making matters worse, some know-it-all from IT always has to be called to rescue you in front of your audience, and this hero typically waltzes in (15 minutes later) and solves your conundrum in two seconds. Yeah, that’s not embarrassing at all.

Input Solutions: Know what doesn’t need your input or an IT degree to operate it? A/V devices where the hardware and software are integrated (i.e. Highfive). Once these devices are connected to your TV via a simple HDMI cable, you’re done. There’s no complicated setup, and no special permissions required. You can instantly share screens and start video meetings, like a boss.   

2. Code Blue: You know that moment when you’re feeling smug because you are on time to your conference call, but then you miss-key the 52-digit access number, or forget to hit pound/hashtag, and suddenly you find yourself in conference call limbo, where your growing panic is openly mocked by the strains of easy listening Muzak. You freak out as you watch the minute hand spin around, and finally disconnect out of frustration, thinking dialing back in and starting over will be easier, but alas most FBI files are easier to access than today’s conference calls.

Code Solutions: Know what’s better than typing long series of meaningless numbers? Clicking a sweet little URL, like the ones Highfive uses. Clicking takes minimal effort and leaves no margin for human error. When you ditch the digits, you don’t have to make plans to join a conference five minutes early, you can literally wait until the last second and click – you’re right on time.

1. Look Who’s Talking, Too: And now without further ado, we give you the number one most obnoxious, productivity obliterating technical difficulty of meetings, and that is the non-video conference meeting. Whether the visual equipment is simply not working or never existed in the first place. Not being able to see who’s saying what leads to a lot of miscommunication, countless interruptions, and the frustrating kerfuffle of false starts where people talk over each other, and then pause, apologize, tell the other person to go first, awkward silence occurs, and then, holy moly, it happens again.

Visible Solutions: The best way to eliminate meeting miscommunications and ensure people don’t waste time talking over one another, is to enable them to see each other clearly, and the best way to do that is to use Highfive. Highfive makes video meetings simple, affordable and easy. Best of all, it requires no dongles, no remote controls, no access numbers, and no IT masterminds to make it all work. It doesn’t matter whether your team prefers Mac, Android, Windows or iPhones, everyone can connect for a vivid video meeting anytime, anywhere with Highfive’s all-in-one video and audio devices. Stop conference room technology troubles before they kill your meeting’s productivity, give yourself a Highfive. We hope you enjoyed these tips to avoid conference room technology issues!


By Sara Moseley