Why we need to build paperless smart conference rooms

Traditional meeting formats are increasingly unable to meet the needs of contemporary meetings. Problems such as large number of people attending meetings, complex meeting materials, and inefficient decision-making have become common problems in traditional meetings. If the novelty of paperless meetings in the past could only be used as a decoration by people who did not know how to use it, then the current paperless meeting system has become the "one-size-fits-all" for meetings.

Paperless conference rooms are a new conference model that has become popular in the industry in recent years. There are many excellent paperless conference system companies, which integrate a variety of intelligent communication technologies, audio technologies, video technologies, and software technologies into all aspects of the meeting before, during, and after the meeting. Through the electronic exchange of files, the meeting will be realized. It provides users with an extremely convenient and efficient meeting platform, while also bringing a new meeting experience. The paperless conference system is far more than just making the conference paperless. It also needs to meet the functions of free interaction and interconnection of various signals in the traditional multi-functional conference room.

1. Advantages of paperless conference systems:

Various shortcomings of traditional meetings cause headaches for conference workers and participants.

1. Meeting preparation is time-consuming, laborious and not environmentally friendly. The paper used for each meeting causes a lot of waste of resources and environmental pollution.

Guangzhou Laian Paperless Intelligent Conference Terminal Xi Media Technology focuses on providing conference decision-making, application development, testing and quality assurance, cloud and big data, mobile applications, system reconstruction, architecture consulting, research and Development and many other technical services. It can fully realize paperless meetings and save environmental protection.

2. Poor flexibility. During temporary or emergency meetings, or when personnel changes occur, there is often insufficient preparation, confusion, and even handwritten name tags.

Guangzhou Laian’s intelligent paperless conference system is flexible and practical. Whether it is an emergency meeting or an ad hoc meeting, it can be carried out promptly and quickly. There is no need to print, meeting minutes are generated with one click, and voting can be set up temporarily, which is very fast.

3. Various presentation tools for meetings are cumbersome and cumbersome, including notebooks, projectors, whiteboards, paper, pens, laser pointers... Every meeting requires half a day to sort out large and small items, long and short lines.

Guangzhou Laian’s smart paperless conference system is based on the research and development of conference room auxiliary decision-making systems, intelligent expert systems, media conference equipment, etc. It combines software and hardware to use technology to clean conference rooms and bid farewell to the messy tradition. Conference table.

? 4. Meeting confidentiality is poor. Traditional meeting confidential information is difficult to destroy in time after printing, and meeting confidentiality is also difficult to guarantee.

The paperless conference system can be set up in a confidential conference mode. The information in the confidential conference cannot be copied. The fingerprint sign-in of the participants ensures the confidentiality of the conference.

5. The sharing effect of traditional meeting materials is poor, that is, the projectors, notebooks, etc. in traditional conference rooms can no longer meet the increasingly diverse forms of meeting materials, and the sharing of the data is poor and cannot be guaranteed. Participants receive information accurately.

Modern paperless conferences can control various media such as straw, large screens, terminal multimedia screens, etc. Through the backend server and matrix, conference materials can be shared with everyone in a timely and rapid manner. Participants can also retrieve information and browse by themselves.

?6. Meeting decision-making is inefficient. Meetings are always discussing and discussing... but it is always difficult to come to a conclusion. When voting, you have to raise your hands, count and record, and even count slips of paper when voting anonymously. , these are not what a serious meeting should have.

The paperless intelligent meeting voting function can set voting options in advance, and can also temporarily add votes. It can be anonymous and registered, making decision-making efficient, and can also analyze vote types on the spot.

? 2. Paperless intelligent conference lifting screen all-in-one machine

Adhering to the vision of "making meetings simpler and smarter, making decision-making faster and more professional", we continue to summarize in practice and gradually Having accumulated profound business knowledge, leading technical service levels and mature project management capabilities, Guangzhou Laian uses its strength to propose solutions for traditional meetings.

Meetings are one of the most effective ways for group communication and decision-making. When modern meetings are restricted, we need to start from the source, use technology to improve meetings, and use innovation to expand and sublimate meeting functions.

3. Paperless conference concept:

The paperless conference system is part of the paperless conference interactive system. It uses modern communication technology, audio technology, video technology, Software technology enables paperless meetings through the electronic exchange of documents. Its characteristics are: networked file transmission, electronic file display, intelligent file editing, and controllable file input and output. A basic feature of the paperless conference system is that the conference room is equipped with a large screen for public video display and a seat display that is individually controlled and used by each seat. When selecting seat display or asynchronous display, it is operated by the participants themselves. At this time, the intelligent terminal is like an independent standard computer. Each participant can independently switch between synchronous display or asynchronous display of the company signal with one click.

The equipment covered by the paperless conference system includes audio systems, video systems, cloud conference systems, paperless conference interactive software, software systems that provide conference services and conference auxiliary tools, and screen lifts for each seat. Or flipping system, projection system or splicing screen for public display. In addition, network switches, central control systems, DVD players, and video matrices are also equipment that often need to be configured in conference rooms.

4. How to implement and build a paperless conference system

Various system integrators and software development companies have made many attempts on how to implement and build a paperless conference system. A paperless conference system should first be an intelligent conference system. The intelligence here is not just about intelligent management and control of the equipment used in the conference room, nor is it just about providing intelligent tools and services for the conference process. More importantly, it is to be able to realize the intelligence of the conference process, usage methods, and even data retrieval and conference decision-making. change. At the same time, the conference system must adapt to and be compatible with the rapid development of information technology, the overwhelming number of software products, and intelligent decision-making due to the explosive growth of back-end data and information resources due to the emergence of the Internet, cloud computing, and big data.

Centered on LCD touch display terminals (LCD touch screens, conference tablets, etc.), it integrates high-definition video and unified communications functions, intelligent multi-screen interactive sharing functions, intelligent conference room central control, audio Video capture and sound reinforcement systems form a "people-oriented" intelligent conference experience. It integrates conference functions on the smart display terminal to the greatest extent (video check-in, call service, bidding voting, SMS sending and receiving, asynchronous document viewing, synchronous display of meeting materials and handwritten annotations, video on demand or live broadcast, Internet browsing, meeting speech, etc.) It also provides users with the most natural human-computer interaction interface in the form of simulated UI (supporting multi-point and two-finger zooming on capacitive screens, swiping the screen to turn pages to read annotations, sending and saving, etc.), and also realizes operations such as mobile phones, tablets, Collaborative work, intelligent sharing and interactive control of mobile terminals such as laptops and smart display terminals.

5. Paperless conference features:

1. Ultra-thin curved double-sided LCD screen design, the shell thickness is only 8mm, the overall screen size: width 390mm*height 240mm

2. The inner LCD screen is a capacitive multi-touch screen, which is simple and convenient to view and operate. The system can support wireless keyboard, mouse or handwriting pad

3. The display interface is professional and stylish UI Designed to simplify user operation steps to the greatest extent and enhance users' new meeting experience

4. Fully supports multiple common meeting functions such as meeting voting, multimedia playback, Office documents, Internet access, and short message notifications

5. Integrate advanced paperless meeting functions such as synchronized document presentation, electronic whiteboard, handwritten annotation, hosting function, central control function, and a projector

6. Support background configuration *** Share documents and *** videos for terminal viewing and playback

7. During the document presentation process, the presentation process can be synchronized to each terminal screen, or *** shared to a projector or TV and other devices

8. Each terminal can choose to watch the presentation presentation synchronously, or you can exit the synchronous presentation and view the presentation asynchronously

9. Support the exchange of short messages between participants , real-time push of background broadcast messages

10. Video on demand supports multiple audio and video formats, allowing switching between mobile storage devices and servers

11. Gigabit backbone network can Meets the concurrent needs of multi-point streaming media and fully supports full HD 1080p streaming video playback

12. Supports archiving of meeting content, and can be set to clear or retain files after the meeting

13. Support backend Centralized control, unified forced switching of functions such as check-in, calling, voting, video, document interface and name display

14. Support the system to achieve remote control, remote diagnosis, automatic update and upgrade

15. The system covers all processes before, during and after the meeting, provides high-quality conference services, and helps realize paperless meetings

16. Supports central control to realize remote control of LCD lifting, and supports manual control before and after Elevation angle adjustment, the maximum angle is 30 degrees, with power protection function.

6. Paperless meeting function

(1) Pre-meeting preparation (conducted after the meeting manager logs in to the backend management interface, user name and password are required)

1. Edit meeting overview and set basic meeting information

2. Set meeting theme, host, meeting secretary, meeting service, meeting time, and meeting location.

3. Set meeting permissions, conference room layout, etc.

4. Participants edit the participant list (for display on double-sided screens)

5. Add, modify, and delete participants

6. Support import and export of participants

7. Set operation permissions for each participant (check-in, vote, speak, host, Central control authority)

8. Edit participants’ unit, professional title, and seat number information

9. File distribution and upload meeting documents

10. Edit file classification (Upload PDF\PPT\Word document)

11. Edit the meeting file list (corresponding to the list of each meeting file format)

12. Set each file to be unique to each participant

13. Meeting settings, settings and management of meeting votes

14. Edit meeting voting titles, options, descriptions, types

15. Set the voting status of each vote Permissions

16. Control the start and end time of voting

17. Support the import and export of voting information

18. Home page settings Set the startup welcome interface

19. Customize the background image

20. Set the display method of the meeting theme, seat, name, position and other information (font, size, color and layout)

21 , the settings will take effect in real time after saving

22. Set the name screen to edit the display content of the outer screen (only applicable to double-sided screen products)

23. Set the display content (meeting name or unit , name, title, position) font size, font color

24. Set the overall layout of the displayed content

25. Set the background image

26. Video management configuration video live broadcast and on-demand

27. Upload video files

28. Configure streaming media source

(2) Meeting function

1. Meeting sign-in and participant sign-in (no sign-in can be set in the background).

2. Quickly sign in with one touch, and the sign-in status will be automatically recorded in the background.

3. After signing in, participants can view the basic meeting overview content

4. The statistical results of the sign-in status can be directly exported to an excel file.

5. Participants display the basic information of the participants

6. Display the seats of the participants in the form of a ranking chart

7. The participant's seat number, name, unit, position, and check-in time are displayed in the form of a list

8. Support the import and export of participant list information (Excel format)

9. Meeting File display and open meeting files distributed by the administrator

10. Support file classification (word\Excel\PPT\PDF, etc.)

11. Support permission control

12. Supports various office file formats

13. Supports opening documents and synchronizing shared presentation documents on site

14. Supports opening and viewing documents

15. Supports online modification of documents

16. Supports annotation and saving of documents

17. Supports sharing of presentation documents to other terminals

18. Supports sharing of presentation documents to the projector

19. Meeting records and random notes on the meeting process

20. Supports formatting editing (Word format)

21 , Support export to U disk

22. Support upload to server

23. Support handwriting, wireless keyboard, handwriting tablet writing in various forms

24. Electronic The whiteboard can be used for handwriting demonstrations on the simulated whiteboard, making the meeting vivid

25. Supports tools such as pencil, line, rectangle, circle, oval, text, and picture

26. Supports changing brush thickness, brush color, text size, etc.

27. Supports multiple people to enjoy writing and painting on the same whiteboard at the same time

28. All images are saved as vectors As shown in the figure, all gesture steps support single-step undo

29. Support whiteboard archiving and loading, and support synchronizing whiteboard content to the projector

30. Support communication prompts between participants Real-time communication

31. Supports single selection and multiple selection of recipients

32. Supports real-time display of sent and received messages

33. Supports message reply, Announcement release

34. Supports recording and archiving of all information

35. Web browsing and Ethernet

36. Supports entering HTTP address to browse the web

37. Support login to office system

38. Support login to email address

39. Personal data can be imported into local private files

40. U disk and other mobile Import the device to the local terminal

41. Unlimited sharing and good security

42. Automatically delete after the meeting

43. Provide meeting site for meeting voting Voting function

44. Support voting list and voting description

45. The voting form supports customization (select one from multiple, select multiple from multiple).

46. Supports multiple voting modes (named/anonymous/abstention).

47. Voting results are automatically counted and graphically displayed.

48. Supports voting permission control and voting result viewing permission control

49. Video service plays video files and live broadcast sources

50. Supports playback server Video files

51. Supports playing streaming video sources (for example: local camera video, remote video, DVD, etc.)

52. PC mode treats the paperless terminal as an ordinary PC computer Use

53. The hosting function is unique to the chairman machine

54. Supports the control of representative seat functions

55. Supports locking the desktop of the representative seat

56. Control recording and screen recording

57. Control speaking rights

58. Control communication prompt rights

59. Central control function operation is being accessed Controlled equipment

60. Directly control the MeeTap series central control

61. Support lift control, lighting control, air conditioning control, curtain control, etc.

62. Meeting archives, meeting process documents are packaged and recorded, archived after the meeting

63. Optional content that needs to be saved

64. Can be saved as a folder directory

65. Can be saved as a compressed package

66. Mobile meeting terminal

67. It is possible to remotely control the meeting on the same screen through mobile devices such as mobile phones, and operate laser pointers such as PPT

68. You can view meeting information and meeting-related documents through your mobile phone before and after the meeting

6. Additional functions

1. External computer demonstration support

2 , Support external PC computers

3. External PC computers can share the desktop to every paperless terminal

4. External PC computers can share the desktop to projection Instrument

5. Just connect an external computer to the LAN of the paperless system and run the supporting green software

7. System configuration:

( 1) Conference tablet paperless conference interactive software

1. Conference tablet, generally a 10-inch Android tablet/iPad.

2. It has capacitive touch function and supports optional keyboard and mouse, supports touch check-in, calling, graphic display, date and time display, voting, video dynamic playback, meeting information and short messages View and other functions.

3. Synchronous presentation of documents, asynchronous viewing, editing and saving of documents, electronic whiteboard, handwritten annotations, Windows computer terminal, external large-screen video image access

4. Support server file distribution

(2) Paperless fully digital conference system control host

1. Quad-core Intel Xeon processor, dual-channel 8GB memory, 1T hard drive, supports Gigabit Ethernet port Connect to the extended host machine

2. Run the conference software, maintain the conference database, and control the entire paperless conference system

3. Support connection communication between the local area network and the external network, and support super powerful Conference management function;

4. Supports database maintenance and terminal monitoring, with strong security and confidentiality

5. Contains VGA output port and a variety of commonly used audio and video conference interfaces

(3) Paperless all-digital conference expansion host

1. Can carry 24 paperless touch interactive lifting terminals, and the hosts can be cascaded hand in hand to support more terminals

2. Paperless touch interactive lifting terminal and wired expansion controller realize point-to-point wired connection

3. Real-time monitoring and display of internal PoE power supply voltage; supports terminal unit Poe power supply ,

4. Supports 100M bandwidth Ethernet and table communication, one device supports up to 24 units

(4) Professional paperless conference platform management software

1. Supports background operation and unattended operation

2. Provides background support and database support for the terminal’s conference function, and outputs VGA interface

3. Supports paperless Background operation, editing and management of all functions of the system before, during and after the meeting

(5) External computer synchronization presentation software (optional)

1. Support The screen of the external demonstration machine computer can be used to enjoy the paperless system; green software does not need to be installed, just copy it into the exe and run it.

(6) Call service software (optional)

1. Support the display, viewing and processing of terminal call requests. Supports sound prompts and highlighting.

(7) Paperless digital conference speaking host (optional)

1. Open meeting, first-in first-out limited speaking;

2. Unique answering mode, chairman-only mode, restricted speech

3. The highlighted part of the microphone can be increased according to actual needs, making it easy to pick up sounds and the sound quality is clear and loud

4 , you can choose the number of microphones that can speak at the same time from 1 to 9 (inclusive)

5. Built-in video interface, which can be connected to the image positioning and tracking central processor to realize the function of speech positioning and tracking; external recording or audio equipment

(8) Paperless streaming media server (optional)

1. Supports powerful video collection function; 4-channel AV input or 2-channel AV input can be selected according to project conditions 1 channel VGA input or 1 channel HDMI input.

2. Mainly supports live video

(9) Connection cable (optional)

1. Supports local power collection by customer terminals, terminal and expansion The hosts are connected point-to-point using standard Category 5e network cables. The normal requirement is that the length of the network cable should not exceed 30 meters.

2. The control host can also output an RS232 line to control the unified lifting of all lifts;