How to set up video conferencing for the office: A complete guide

Communication and collaboration traditionally held in physical form have been replaced by video conferencing, emphasising the need for convenience. Whether planning to organise a large-scale meeting with clients or a simple face-to-face virtual meeting with a small group of teammates, having a convenient conference room or hub can make your video conferencing meeting the real definition of “a perfect experience” to ensure your meeting event feels more professional.

Setting up a well-equipped professional video conferencing system to enhance communication, collaboration, and productivity in your office can seem difficult. However, knowing what to use and how to set it up in your office space can be very helpful. 

Video conferencing in the office involves several key steps to ensure you have the right hardware, software, and network infrastructure to support high-quality virtual meetings. Here is a comprehensive guide to setting up video conferencing for the office: 

Assessing Your Video Conferencing Needs

The first step to setting up video conferencing for the office is to assess your needs before purchasing equipment or selecting software. Also, it is important to invest in the right tools to foster collaboration and engage in a professional meeting. With this in mind, it’s essential to assess the specific needs of your office by considering the following:

• Room Layout: Consider the size of the meeting room. Small huddle rooms may require different equipment than larger conference rooms.
• Participants: Consider the average number of participants joining the meeting remotely or hybrid.
• Quality Requirements: To get the most out of video conferencing, the quality requirements cannot be overemphasised from the tool resolution to the audio and video quality level.
• Collaboration Needs: For video conferencing to be successful, it is important to assess the collaboration needs such as sharing screens, presentations, or other content concepts during meetings.
• Meeting Frequency: Frequent use might demand a more robust system with high-quality features, such as plug-and-play compatibility and enhanced audio or HD video.
• Budget: Video conferencing setups range from budget-friendly, simple solutions to high-end, professional-grade systems. Inspect and define a budget to tailor your options.

Select the Right Video Conferencing Software

The backbone of your video conferencing system is the software you choose. It is important to select the video conferencing software that is compatible with your existing work tools. Video conferencing platforms such as Zoom, Microsoft Teams, Google Meet, Skype for Business, Webex, and others are great for conducting video conferencing, offering integrated features such as

• Screen sharing
• Recording capabilities
• Larger participants' capabilities (for meetings with over 50-100 guests)
• Breakout rooms (for group discussions)
• Security features (e.g., encryption and access control)
• Mobile accessibility for remote employees.

Select the Right Video Conferencing Hardware

Your video conferencing hardware is just as important as the software. Here’s what you’ll need:

Video Conferencing Hardware

• Camera and Remote Control: Select a camera that provides the quality resolution and field of view you need for seamless video conferencing. Look for a camera with at least 1080p HD resolution for clear video with pan-tilt-zoom (PTZ) capabilities. Also, angle coverage capability should be considered to ensure full participant and room coverage. Consider options like the Logitech Rally Camera, Logitech Rally Bar, Polycom Studio, and more. These are popular choices for professional-grade video conferencing, offering 4K resolution with high-end performance.
• Microphones and Speakers: Audio is integral to achieving professional-grade collaboration. Poor audio quality can derail an entire meeting, so it is important to adequately invest in a conference-grade microphone and speaker system, especially for larger rooms. While there are a lot of options on the market, understanding your meeting needs will help you tailor your decisions. Whether you need audio equipment for small, medium, or large spaces, below are a few options you can go for. Jabra Speak 710 speakerphone combines speaker and microphone technology to cater to instant or on-the-go meeting needs. Another considerable option is the Shure MXA910 ceiling microphone array designed for larger meeting rooms, delivering crisp audio for remote participants. For more microphones and speakers, click here. 
• Table Microphones: For larger rooms, a dedicated table microphone can help ensure clear audio for participants farther away from the speakerphone.
• Monitor or Display: Depending on the size of your conference room, choose a large display or TV monitor. For smaller huddle rooms, a single monitor is a better option, while a larger room may require multiple screens, solely depending on the office room layout and participants. Ensure the display is compatible with most modern video conferencing system inputs, such as HDMI and USB.

Strong Internet Connectivity

The success of your virtual communication lies in the quality of your internet connection. Video conferencing is bandwidth-intensive, and a poor internet connection can derail a video collaboration experience. Consider these essentials when planning for a router:

• Set up the computer or video conferencing endpoint that will run the meeting software. Connect your computer to the monitor or display via HDMI or VGA. It is crucial to check that the system is connected to your network, either via Ethernet or Wi-Fi.
• A minimum of 1.5 Mbps upload speed per participant is recommended for HD video conferencing with at least 5 Mbps per participant for smooth video and audio.
• Bandwidth: A good rule of thumb is to have at least 2 to 5Mbps upload/download speed for high-quality video calls. Larger groups or HD video may require speeds of 10Mbps or higher.
• Wired connection vs. Wi-Fi: A wireless connection tends to provide a smart and modern internet connection where you can connect right away via a Wi-Fi connection but may be prone to interruptions or slowdowns. To achieve a stable internet performance, use a wired Ethernet connection; they are more stable and more secure.

Tips to Achieving the Best Video Conferencing Experience

Lighting

The lighting condition of the meeting room determines the efficiency of the conference camera. To create a professional, inviting atmosphere, ensure the room is well-lit, preferably with natural light.

Furniture Arrangement

Understand the number of seaters for every room size, and create adequate space to avoid clumsiness in the conference setting. Also, place the conference camera at the right angle for optimal coverage.

Acoustic Treatment

Eliminate echo and improve sound clarity. Large spaces with hard surfaces may have audio issues including echo which may hinder the smoothness of your video conferencing experience.

Set Up and Test Your Video Conferencing System

Once you have understood your office needs and you’ve selected your software and hardware, it’s time to set everything up. Follow these steps to ensure a seamless experience:

• Install the software on all relevant devices (PCs, laptops, desktops, and tablets).
• Connect the cameras, microphones, and speakers to the meeting room’s computer or video conferencing hub. Invite an IT expert for installation if necessary.
• Test the setup by scheduling a test call to check audio/video quality, connectivity, and compatibility. Ensure that all devices work together without issues.

Train Your Team

Once your video conferencing system is set up, ensure your employees are trained to use it effectively. This includes understanding the platform's features, etiquette such as muting when not speaking, recording for later purposes, and more.

Troubleshoot: Common Video Conferencing Issues

Even with the best equipment, occasional technical hiccups can occur. Here are a few troubleshooting tips for common issues:

• Audio or video not working: Check that all cables are securely plugged in and that the camera and microphone are actively on in the software settings.

• Connection drops: Ensure a stable internet connection and restart or reboot the router if necessary. If using Wi-Fi, switch to a wired connection for improved stability.

• Poor audio quality: For better clarity, consider using noise-cancelling microphones, adjusting the microphone’s position, or using an external speakerphone.

Conclusion

Video conferencing is more than just a collaboration tool—it's a gateway to efficient, dynamic communication. Whether you are looking to transform a small, medium or large space into a collaboration hub, with the right setup, your organisation will be ready to face today’s virtual collaboration challenges and foster collaboration, regardless of where your team members are.