Today everyone is busy, and group meetings for decision making is often a challenge. Video conferences offer a powerful communication solution here. Its technology existed since the 1980s, but adoption came in the 2000s. However, it really shot into global fame during covid pandemic, when we avoided in-person meetings altogether. Soon after, video conferences became the new normal in our personal and professional lives.
Whether leading a multinational team, teaching a virtual class, or catching up with family away, video conferences bridge distances, making communication inclusive. Let’s learn about its benefits, features, best practices, and different room setups for doing video conferences.
What are Video Conferences?
Video conferences involve real-time, electronic face-to-face meetups where people from anywhere in the world can join in virtually, via computer or mobile phone.
Technically, it involves 2 components:
- Audio/Video hardware like microphone, camera, digital display screens.
- Video conferencing software platform. Examples: Zoom, Microsoft Teams, Google Meet, Cisco Webex.
The hardware connects to the internet through the software, and transmits audio-video signals among meeting participants. Compared to simple phone calls, video conferences use collaborative tools, visuals and screen sharing to make conversations richer.
Benefits of Video Conferences
There are many benefits of using video conferencing to communicate and connect. Here are some:
- Cost savings:
Video conferencing reduces costs of travel, lodging and meetup events. - Time efficiency:
You can schedule and conduct meetings instantly via video conferencing. - Flexibility:
Supports hybrid work systems, and on-the-go access to meetings. - Collaborations:
Enables collaborative tools like screen sharing, real-time file editing and exchange among participants. - Global reach:
Connects people across teams and clients worldwide. - Productivity improvement:
Speeds up brainstorming, problem-solving, approvals and decision making in work environments. - Eco-friendly impact:
Reduces carbon footprint by reducing the number of business trips.
Features of Video Conferencing
- HD video & audio:
Video conferences enable clear communication without breaks or lags. That means continuous idea sharing and teamwork. - Screen sharing:
People can present and share documents, do live demos during video conferencing. E.g. You can highlight your key points, and share your screen with others. - Virtual background:
During video conferences, you can keep your company’s logo, or other related information in background. - Recording facility:
You can record and archive virtual meetings, which are like minutes of meeting, for future reference. You can replay specific parts, or full recording later for actionable insights. - Breakout rooms:
These are small virtual meeting rooms within a large virtual meeting room during video conferencing. Breakout rooms enable more focused subgroup discussions or activities. They are common in training workshops and classrooms
Video Conference Best Practices
- Test your tech:
Before joining a video meeting, check your camera, mic and internet connection. Even if all set up, a quick heads up can prevent last minute hiccups. - Use professional background:
It keeps your background clean and private, adds a professional look, and maintains brand consistency. Use a static physical or virtual backdrop. Also, ensure meeting attendees focus on you, not the background. - Mute when you are not speaking:
It avoids background noise distractions. So that other people in the discussion can hear clearly. - Engage visually:
While speaking, look at the camera, not the screen. That simulates eye contact with people you are talking to. - Have a clear meeting agenda:
A pre-set agenda keeps your video meetings focused and time-bound. Thus people don’t drift from attention and engagement. - Implement security & privacy policies:
Follow data loss prevention (DLP) protocols like single sign on (SSO), multifactor authentication (MFA). That helps avoid leakage of your sensitive data.
Before Setting up your Video Conference Room..
When planning to set up a new conference room, or redesign an existing one, remember these:
- A well-designed room can make your video conferences more effective. It enables smooth communication and collaborations, leading to better work productivity.
- Video conference room setups vary based on the room size, meeting type and technology needs.
- Each setup requires devices like cameras, microphones, displays and collaboration tools. To ensure everyone can see, hear and engage effectively.
Different Video Conference Room Setups
Traditionally, conference rooms were meant for in-person meetings. Popularity of video conferencing led to the emergence of special room setups for effective virtual meetings.
It paved the way for many innovations and integrations in audio-visual (AV) technologies. Simple cameras were replaced by HD cameras first, and then 4K cameras. Plus, the use of display screens in electronic meetings came in. Initially, interactive screens with built-in cameras, and speakers arrived. Then followed cameras with zooming features, and the latest addition is PTZ cameras.
The following are different types of video conference room setups used in today’s work environments.
1) 1-Person Video Conference Room
A 1-person video conference room, or Focus room or Phone booth is a compact, voice acoustically treated room. It’s designed for a single person to do private virtual meetings or calls. The user brings his/her laptop or mobile phone, sets it up and starts the meeting.
Room Setup Components:
- A desk, and a chair(preferably ergonometric).
- 1080p or 4K webcam.
- Examples: Logitech C920, Microsoft LifeCam Studio
- Noise-canceling headset with mic.
- Examples: Jabra Evolve2 85, Bose A30 Aviation headset
- Ring light or soft LED panel for lighting.
- Example: Logitech Litra Glow
- Video conference software platform.
- Examples: Zoom, Google Meet, Microsoft Teams, Cisco Webex, Slack, GoTo Meeting
Use cases:
Video interviews, Remote work check-ins.
Tip for You:
While doing the meeting, use a virtual background that’s distraction free and professional looking.
2) 2-Person Video Conference Room
A 2-person video conference room or Mini huddle room or Dual phone booth is a voice optimized room for 2 people to conduct virtual meetings.
Setup Components:
- Shared desk or table and 2 chairs.
- All-in-one video bar.
- Examples: Logitech MeetUp, Yealink A10
- 32–55”digital display. It can be a desktop with a webcam and speaker, or monitor with camera and mic, or small smart TV with soft eye display.
- Tabletop touch controller.
- Example: Logitech Tap
- Video conference platform(mentioned earlier in the article).
Use Cases:
One-on-one virtual meetings, Client calls, Pair programming.
Tip for You:
Position the camera at eye level, between participants for natural framing. If you use a smart TV, ensure it has a soft eye display because of the short viewing distance.
3) 4-Person Video Conference Room
A 4-person video conference room or Small meeting room is moderately sized. It’s designed for small group virtual meetings.
Setup Components:
- Square, or Round table and 4 chairs.
- 4K video bar with beamforming mics.
- Examples: Poly Studio X30, Logitech Rally Bar Mini
- 55–65” Smart TV or digital display.
- Examples: Samsung S90C OLED (Zoom, Teams), LG C3 OLED, TCL 6 series 55R635, Samsung QB65R UHD Display.
- Ceiling or wall-mounted acoustic panels.
- Video conference platform (mentioned earlier in the article).
Use cases:
Team standups, Brainstorming sessions
Tip for You:
Use auto-framing cameras to keep all participants in view.
4) 8-Person Video Conference Room
It’s also called the Medium Room. It’s meant for up to 8 people to do virtual meetings.
Setup Components:
- A rectangular table and 8 ergonomic chairs.
- Two 65” digital displays. One meant for video of the presenter/speaker and the other to show the content/ other participants.
- PTZ camera or multi-camera setup.
- Example: Logitech Rally Plus
- Ceiling mics and wall speakers
- Ceiling mics examples: Shure MXA910 ceiling array, ClearOne ceiling microphone array, Yealink CM50, Audio-Technica PRO45W
- Wall speaker examples: JBL Control 25-1, Yamaha VXS Series, Bose FreeSpace DS 16F
- Central control panel
- Examples: Crestron Mercury, Cisco Room Kit
- Video conference platform (mentioned earlier in the article).
Use cases:
Department meetings, client presentations, hybrid collaborations.
Tip for You:
Use AI-powered speaker tracking and noise suppression for more clarity.
5) 12-Person Meeting Room
This setup, also called Large Room, is for video meetings of maximum 12 people. They are popular in small and medium sized companies.
Setup Components:
- Room: Minimum 6m x 4m sized.
- PTZ camera with auto-framing
- Examples: Logitech Rally Bar, Yealink UVC86
- Audio: Ceiling, or table mics with beamforming
- Table mics when the speaker sits at a distance, or gooseneck mics for each chair.
- Examples: Anker PowerConf S500, Jabra Speak 510 MS, Shure CVG 18
- Ceiling mics when seats are not fixed, or for mic-free table tops. These tile format mics easily fit into the room’s false ceiling.
- Examples: Shure MXA910 ceiling array, ClearOne ceiling mic array, Sennheiser TeamConnect Ceiling 2
- Table mics when the speaker sits at a distance, or gooseneck mics for each chair.
- Two 65” display screens. One to show participants and the other for content.
- Examples: Cisco certified- Samsung QMR/QBR Series, LG UH5F-H series, Panasonic EQ2 series, BenQ CS6501, NEC 65” 4K UHD displays
- Touch panel for controls.
- Examples: Logitech Tap, Crestron Mercury
- Video conference software platform(mentioned earlier in the article).
Use Cases:
Executive meetings, Client presentations, Hybrid team collaborations, Strategic planning sessions.
Tip for You:
Add occupancy sensors, or AI-driven room analytics to monitor usage, and optimize schedules. It supports smart buildings with automatic light and temperature adjustments.
6) 20-Person Meeting Room
Also called the Boardroom or Training Room, it’s a flexible setup enabling different seating arrangements. The video camera, mic and speakers used here cater to multiple configurations.
Setup Components:
- Room: Minimum 8m x 6m size.
- 2 PTZ cameras with speaker tracking.
- Examples: Poly Studio X70, Cisco Room Kit Pro
- Ceiling mic arrays and wall-mounted speakers for audio.
- 2 digital displays, either 75” or 86” each. One to show participants, and the other for the presenter.
- Video conference platform(mentioned earlier in the article).
- Extras: Wireless content sharing, room occupancy sensors and acoustic treatment.
Use Cases:
Executive board meetings, Corporate training sessions, Hybrid workshops and seminars, Client presentations, Stakeholder briefings.
Tips for You:
Use furniture layout like U-shape or Classroom style. It supports formal discussions, and interactive training. Plus, AI-powered camera switching and occupancy analytics.
Future of Video Conferences
In today’s digital-first world, video conferences are evolving beyond simple calls, and transforming our communication. AI-powered transcription, real-time language translation of words spoken, immersive 3D environments are new additions to the scenario. Soon we can expect smart scheduling, emotion-aware feedback mechanisms. Along with their integration to work productivity tools. AI-powered virtual meetings merged with immersive and extended reality technologies are on their way.
Final Thoughts
Video conferences have become a vital communication tool today. It enables real-time collaboration, reduces travel for in-person meetings and supports global teams.
From small focus rooms to large boardrooms, the right room setup for video conferences ensures clear communication, which eventually leads to higher work productivity. As technology advances, AI and immersive features will make virtual meetings even more seamless, inclusive and effective.
Connect and collaborate anytime, anywhere using the power of video conferencing. Start building your smart meeting space today! Drop your queries or comments below.
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