The bring your own device (BYOD) meeting or teaching space has been a popular model for small and medium meeting and teaching spaces. With the rise of inexpensive and ultra-portable laptops and tablets, the traditional “local computer” has slowly lost favor in many spaces. The computer is expensive, requires significant maintenance, and is a prime target for malicious software. Also, users generally prefer using their own device as they know the ins and outs of the hardware and operating system they prefer. The BYOD model worked well when the guest was sharing a presentation or video to a local projector or monitor. But, as AV systems have grown to include unified communication (UC) systems (WebEx, Zoom, Skype, etc.), the pain points of BYOD have been magnified.
First, when hosting a meeting on a BYOD device, connecting your device to a projector or monitor is usually rather straightforward since standardizing on HDMI. Yes, you may still need a dongle, but that’s an easy hurdle in 2019. But, as we add UC, Zoom as an example, to the meeting, things get complicated. First, you need to connect the laptop to a local USB connection (this may require yet another dongle). This USB connection may carry the video feed from the in-room camera and the in-room audio feed. This may not sound complicated, but those feeds may not be obvious. For example, the camera feed could be labeled Vaddio, Magewell, or Crestron. With audio, it can be equally difficult to discover the audio input with labels such as USB Audio, Matrox, or Biamp. Sure, many reading this article may be familiar with what these do… but even as a digital media engineer, these labels can mean multiple things.
But, who cares… we are saving money while giving maximum AV flexibility, right? Errr, not really. Yes, those with the technical understanding of how the AV system works will be able to utilize all of the audiovisual capabilities… but for the rest of the world, there might as well not be an AV system in the space. Even worse, for those that have ever attended a meeting where it takes 10+ minutes to connect the local laptop to the correct mics, speakers, and camera, you may be losing money in the form of time, compounded by every person in attendance.
Soft codecs to the rescue! With the rise of UC soft codecs (Zoom Room, Microsoft Teams Rooms and BluJeans Rooms, etc.) you can integrate an inexpensive device (a less expensive computer) that is capable of performing a wide range of tasks. First, all of the in-room AV connects to the soft codec, so no fumbling for dongles or figuring out which audio, mic, speaker input/output is correct. Second, the soft codec monitors the space to ensure the hardware is functioning normally, breaking local AV groups out of break fix into a managed model. Third, with calendar integration, you can schedule meetings with a physical location. The icing on the cake is that most of these UC soft codecs offer wireless sharing… so you can toss your AppleTV, Solstice Pod, etc. out the window (OK, don’t do that… but it’s one less thing you need to buy during your next refresh). Oh, and don’t even get me started about accessibility and lecture capture!
We have a keen eye on soft codec system as a potential replacement to traditional classroom AV systems in the mid to long term… and so should you.