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Meeting Room AV Upgrade for Arch Insurance

Innovative AV system design and integration for hybrid collaboration in the insurance industry. Located in London, UK. Project timeline: June 2024 – December 2024. Scale: Two bespoke meeting rooms.

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Background

In 2024, Arch Insurance embarked on a major refurbishment of its London office to support its hybrid work model and enhance collaboration among teams and clients. As part of this refurbishment, they aimed to create state-of-the-art meeting spaces to facilitate seamless hybrid meetings, supporting both internal and external stakeholders.
 
Arch Insurance sought an innovative AV solution that ensured ease of use, high-quality video conferencing, and adaptability to various meeting formats. They engaged us to design and integrate a solution that aligned with their operational goals and aesthetic expectations.

Hybrid Work Model

Support for flexible working arrangements and enhanced collaboration.

State-of-the-Art Spaces

Creation of advanced meeting rooms for seamless hybrid meetings.

Hybrid Work Model

Focus on ease of use, high-quality video conferencing, and adaptability.

Situation Assessment

Key Challenges Identified:

Flexibility

Needed a system that worked independently from individual devices, enabling meetings to proceed regardless of host availability.

 

 

Quality

Required exceptional audio-visual performance for hybrid collaboration.

 

 

Structural Limitations

In one room, the pod-style meeting room structure lacked sturdy walls for mounting screens.
 

Solution

The solution integrated the following key technologies:

Yealink Meeting Board

A 65-inch all-in-one system with Microsoft Teams Room setup, built-in microphones, speakers, and a 4K camera featuring EPTZ (Electronic Pan, Tilt, Zoom).

Wireless Sharing

Reliable, user-friendly screen-sharing without additional software downloads.

Trolley Mount System

An aesthetically pleasing alternative to wall-mounting screens in pod-style rooms with structural limitations.

Touch Panels and PCs

Seamless control and system operation tailored to meeting room configurations.

Key Benefits Delivered

Standalone System
Meetings can proceed without relying on personal laptops, ensuring continuity even if the host is unavailable.
Hybrid Model Support
Facilitates high-quality interactions between in-person and remote participants through superior AV capabilities.
Flexible Design
Adaptable solutions for various room sizes and configurations, overcoming physical constraints.

Outcome

The project was completed within six months, aligning with the refurbishment schedule. Users now enjoy:
 
High-Quality Experience
A high-quality, intuitive meeting experience.
Enhanced Collaboration
Enhanced collaboration between on-site and remote participants.
Advanced Workspace
A visually appealing and technologically advanced workspace.
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Metrics of Success

2 Days

Installation Time: AV setup completed in just two days.

100% Positive Feedback

User Feedback: Positive initial reactions highlight ease of use and improved meeting productivity.

Future-Ready

Hardware supports upcoming AI and Microsoft Teams updates for long-term viability.

Client Feedback

“The newly refurbished meeting rooms are beautiful and functionally seamless. The AV system simplifies hybrid meetings, making them feel as natural as in-person discussions.”

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