Setting up for video conferencing success: Hardware, software and everything in between

Whether it’s a multi-space fitout, hybrid working solution for international offices, or AVas a Service, the critical part of a seamless video conferencing experience is the equipment or hardware.

According to Finances Online, 58% of companies use video conferencing in their day-to-day operations (and this number is growing exponentially).

Not unsurprisingly, to support this data, Buffer suggests that 68% of remote workers would prefer to work remotely.

In this blog, we’ll take a look at the hardware (and software) necessary to make video conferencing seamless, productive and enable collaboration, wherever your employees, clients and stakeholders are in the world.

A simple video conferencing set up

We typically see a simple meeting room consisting of 2-10 people and would suggest the following:

  • Single or Dual Displays (Wall or Trolley Mounted)
  • Logitech RallyBar Mini / RallyBar
  • Logitech Tap controller at the table
  • Optional Logitech expansion Microphones for larger rooms (Ceiling/Table

For larger spaces we would use integrator kits with top of the range equipment.

We can take you from your personal desktop at home, to the Boardroom in the office, using a mix of certified products.

The environment

A meeting room or home office space that’s optimum for video conferencing has minimum external windows and reflective surfaces (such as glass tables and mirrors).

The aim of the game is to make the screen as bright and visible as possible.

According to Logitech’s best practice “An evenly-lit meeting space helps the camera capture the most accurate colour, contrast and video definition. With colour temperatures typically in the 3000K to 4500K range, the diffused fluorescent fixtures found in many office spaces work well for this purpose.”

The space should be neutral in colour and uncluttered, in order to not cause distractions for remote meeting attendees.

Video Conferencing
Business team doing a video conference in the office

Small meeting rooms and huddle spaces (2-8 people)

It’s important to use a camera that’ll capture subjects who are sitting very close to the screen, when space is minimal.

Logitech suggest the Logitech Meet up cam which is space saving and without complex cabling.

For Microsoft Teams Rooms, Poly recommends their ‘small studio kit’ which includes a 4k camera and speaker suitable for smaller spaces.

A single flat-panel display is usually sufficient, but additional screens can be added as needed.

Medium and large meeting spaces (10 people +)

For larger spaces Logitech suggest their Rally, which is designed for 40+ people, which “sets the standard for video quality, vocal clarity, industrial design, and meeting automation”.

How to set up meeting rooms for outstanding acoustics

Outstanding audio is paramount within larger spaces.

Acoustic ceiling tiles can be very effective in absorbing sound and reducing echo and reverb.

Acoustic panels that hang from the ceiling are an effective alternative. Carpet is an ideal flooring material because it absorbs sound well.

The configuration of the room will also play a huge role in the audibility of the remote and in-the-room participants.

When planning out an AV set up, the Digicom team will consider:

  • Seating configuration
  • The connections for the meeting controller
  • HDMI cable(s) to the display
  • USB cables for the camera and speakerphone
  • Ethernet and power
  • HDMI and USB extenders and connectors where needed
  • Cable management

Which video conferencing software or platform should you choose?

The ‘big 4’ when it comes to video conferencing for enterprise are Zoom Rooms, GoTo Meeting, Webex and Microsoft Teams Rooms,

We covered the pros and cons of each in our video conferencing platforms blog.

Video conferencing has revolutionised how we communicate and collaborate, and having the right equipment and hardware is essential for a seamless experience.

Combine these hardware components with the right software and platforms, and you’ll be well-equipped to connect with colleagues, clients, and stakeholders from anywhere in the world.

Ready to set up or level up your video conferencing system? To discuss, get in touch with our team here.