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What Every Business Needs in Their Video Conference Room

    The pandemic accelerated a trend that was already coming. With increased hybridization of the work model and meetings going remote, it is now more important than ever to ensure you have the right video conferencing setup for your business. Building a video conferencing space means combining video and audio elements together into one functioning unit to make your technology fit seamlessly with your work environment.

Monitors

  • Find a big enough screen that can be easily seen across the conference room.
  • If your conference needs are not too complicated, there are monitors that are specifically built for video conferencing and come with a built-in webcam, speakers, and a microphone. These save you the time and the hassle of having to get all the components and get them to work together properly.
  • If you are trying to hold a conference in a large space, or require a lot of multitasking, then you may want an ultra-wide monitor or a multi-monitor setup. You can even use software to split an ultra-wide monitor into different work spaces without the gap created by separate monitors.

Microphones

  • If you did not get a monitor with a built-in microphone, you would have to get one separately. 
  • Select a high-quality microphone so that everyone can be heard, even those in the back of the room.
  • Get a microphone with good noise cancellation to avoid background noise and buzzing.
  • A pop filter smooths out the popping that can happen during normal conversation.

 

Speakers

  • You are going to want high-quality speakers to cover your planned conference area.
  • Speakers work well when you want everyone to feel included in a single group. But too many people in a meeting communicating remotely can easily turn into a chaotic mess of noise. Alternatively, headsets might be the better option. Headsets come with individual microphones and drown out other environmental noise so that those in the meeting can only hear others in the meeting. If your meetings involve concurrent conversations in a shared space, then headsets will make it easier to separate those conversations.
  • Speakers are good when the people in the meeting still need to hear their surroundings, but speakers can be distracting to those not in the meeting if the space is not properly sound-proofed.
  • Headsets are better if you have a hybrid setup with people working in a shared space. Speakers work better if you have a dedicated conference room.
  • You could improve the soundproofing of your conference room with foam acoustic panels in the walls. Consider sound masking technology that produces a mix of frequencies to make background conversations unintelligible.

 

Webcams

  • It can be argued that when it comes to web conferences, having solid audio should be the priority, but a good video quality is what makes the video conference feel like a true face-to-face meeting.
  • The main decision one has to make is the choice between an external or built-in webcam.
  • A webcam built-in to a monitor is going to be in a fixed location and works better for a specifically designed conference room. The advantage of this is less setup hassle at the beginning of a meeting. They are easier to set up and maintain and allow everyone to appear to be talking face-to-face.
  • An external webcam comes with greater flexibility. You can set the camera up where you want and take it down when you are finished, even physically moving it around during the meeting. A separate external webcam is a better option if you want high-definition video quality.

 

Large Format Display

  • But perhaps your meetings require more from them than simply sitting around and talking. Perhaps you need more interactivity in your team meetings? Then you are going to want to include some type of large-format display for your conference area, such as a wireless presentation display (WPD) or an interactive whiteboard. Such devices allow for easy content sharing and enhance your group brainstorming sessions.
  • Interactive whiteboards give you the flexibility to write or draw like a real whiteboard but in digital form, without the rigid linearity of Powerpoint.
  • The real-time annotation and content-sharing make large format displays ideal for hybrid work environments where collaboration is key.

 

Best Software to Use

  • The most popular choices are Microsoft Teams, Zoom, Google Meet, and Skype. Because they are so ubiquitous, setup will be easier for employees and meeting with third parties. And with these large platforms, if you run into problems, support is easy to find online.

 

November 4, 2022

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