Future-proof meeting experiences at AON Belgium

Hybrid working requires more than just a laptop and a good internet connection. Employees must be able to easily join meetings, give presentations and collaborate from anywhere – without the need for complicated technology.

That was precisely the challenge at AON Belgium. Following a refurbishment of the workspace, AON wanted to invest in a modern, pleasant and future-proof working environment for both employees and visitors.

AVEX therefore implemented a comprehensive audiovisual solution for various types of meeting rooms, complemented by digital signage and room booking systems.

The result: user-friendly meeting rooms that are ready for the way organisations collaborate today and in the future.

About AON Belgium

AON Belgium helps organisations make better decisions regarding risks and people. The Belgian organisation is part of AON, which operates in more than 120 countries worldwide.

The way in which staff work together has changed significantly in recent years. At AON, too, hybrid working has become an integral part of the working day. Following an analysis of occupancy rates, which were below 50 per cent, AON decided to vacate one floor.

The space that became available also presented an opportunity: to invest in a modern working environment that supports staff and offers clients a professional and welcoming reception.

“Since the coronavirus pandemic, remote working has become an integral part of our lives, making hybrid working the norm at AON.” AON Belgium

This gave rise to a clear ambition: to create a working environment that is in tune with changing ways of working and is ready for the future.

The challenge: hybrid working without technical barriers

A modern working environment only really works when the technology adapts to it.

Staff must be able to start a meeting easily. Remote participants must be clearly audible and visible. Rooms must be flexible in their use. And visitors must be able to find their way around easily from the moment they arrive.

That is why AON sought audiovisual solutions that:

• are easy to use;
• support hybrid meetings;
• are suitable for different types of rooms;
• can be deployed flexibly;
• contribute to a professional image;
• are ready for future developments.

AVEX translated these principles into a single, cohesive audiovisual environment.

The solution: a single AV environment for different ways of collaborating

AVEX fitted out various spaces with modern audiovisual technology. From a high-tech boardroom to smaller meeting rooms for four people. The solutions implemented consist of:

• a fully equipped boardroom;
• several meeting rooms for four people;
• several meeting rooms for six people;
• several meeting rooms for eight people;
• a multifunctional, connectable meeting room;
• digital signage at the entrance and in the coffee corners;
• room booking screens.

Every room has been designed with ease of use as the guiding principle. This allows staff to focus on their meeting rather than on the technology.

“The initial feedback was positive. The system is user-friendly and was immediately embraced by our colleagues.” AON Belgium

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Future-proof meeting rooms for hybrid collaboration

In every room, the technology is tailored to the room’s purpose. In the boardroom, a Sennheiser ceiling microphone ensures great freedom of movement and excellent speech intelligibility. This allows participants to move freely around the room without compromising audio quality.

The meeting rooms are equipped with Cisco Room Navigators linked to the video systems. These automatically detect whether a room is in use. The Cisco video conferencing systems can also provide insight into the number of people using the room. In this way, the technology not only supports the meeting itself, but also enables a more efficient use of the available workspaces.

A clear display, even in bright daylight

A pleasant meeting environment also requires a clearly legible display.

At AON, plenty of natural light streams in from outside. This can cause distracting reflections on displays. That is why AVEX opted for Samsung screens with anti-reflective coating. This ensures that presentations, images and participants remain clearly visible, even in a room with plenty of daylight.

One space, multiple possibilities

One of the most distinctive features of the project is the multifunctional meeting room.

The space comprises three separate meeting rooms which, thanks to flexible partition walls, can easily be combined into one large space. This makes the space suitable for various forms of collaboration. A small meeting? Use the rooms separately. A larger gathering? Turn them into one large meeting room.

The audiovisual technology adapts fully to this layout.

With Crestron video distribution and control, the technology works in any configuration. Furthermore, when the rooms are linked, an additional camera becomes available for the presenter. The Shure microphone ensures both local voice amplification and clear audio for participants joining remotely.

Flexible space. Flexible technology. One user experience.

The result: a working environment that is ready for the future

With its new audiovisual set-up, AON Belgium now has a working environment that is tailored to the way employees collaborate today.

From small hybrid meetings to larger gatherings: every room has the right technology for the purpose. And perhaps most importantly: staff do not need to be technical experts to use the rooms. The technology works in the background, so that people can focus on what really matters: collaborating, discussing and making better decisions.

“We particularly appreciated the professional preparation of the equipment and the quality of the technical drawings. Details such as the fact that all the cables have been laid separately are also noteworthy.” AON Belgium