7 Key Principles of Conference and Huddle Room AV in a Remote Environment

We’ve all encountered the frustrating experience of meetings being delayed due to presenters struggling with technology. Therefore, ease of use is crucial for any conferencing system, ensuring that meetings begin on time and run as smoothly as possible for everyone involved. An ideal system should not require advanced technical skills to operate; instead, it should feature an intuitive interface and straightforward controls that even the least tech-savvy users can easily navigate.

Elbow-to-elbow seating arrangements are at odds with today’s best practices for the workplace. Therefore, your conference room or huddle room AV technology must be designed to ensure that in-person attendees are clearly visible and audible to virtual participants. Cameras should provide a wide field of view, and audio components should include multiple microphones to guarantee adequate coverage.

In terms of audio, many manufacturers now offer ceiling microphones, which can be particularly effective for achieving optimal and even sound pickup. In most huddle rooms, a single ceiling mic positioned over the center of the table is sufficient. Larger conference rooms may require multiple ceiling microphones, depending on their size. Screen size and quantity are also critical considerations based on the meeting room’s dimensions.

Screens should be large enough for all participants to see clearly without being so large that they become uncomfortable to view. Dual displays can be especially beneficial, allowing presenters to showcase multiple screens simultaneously when needed. Furthermore, wireless connectivity is a vital feature, as it supports the need for physical distance between team members while minimizing the clutter of wires and cables. Be sure to discuss these aspects with any conferencing AV providers you are considering.

Ensure that the system you select includes cloud-collaboration software that facilitates effective teamwork between on-site and remote participants. All attendees should be able to connect effortlessly to the platform and share content from any device.

Moreover, your system must seamlessly integrate with today’s leading conferencing platforms, such as Google Meet, WebEx, Zoom, and MS Teams, among others. If you need to join a call hosted on a different platform, it’s essential that your system can easily accommodate this integration.

Ensure that the system you select includes cloud-collaboration software that facilitates effective teamwork between on-site and remote participants. All attendees should be able to connect effortlessly to the platform and share content from any device.

Moreover, your system must seamlessly integrate with today’s leading conferencing platforms, such as Google Meet, WebEx, Zoom, and MS Teams, among others. If you need to join a call hosted on a different platform, it’s essential that your system can easily accommodate this integration.

Huddle room and conference room AV systems depend on connectivity to your network, making it crucial for them to integrate seamlessly with your existing security infrastructure. Strong protection against both internal and external threats is essential for any system you are evaluating.

While installation might appear to be a straightforward expectation, it’s crucial not to assume that your chosen provider has the capability to both design and install your system effectively. Opting for a provider with extensive experience ensures that the system they design and sell will be installed correctly—and done right the first time.

When evaluating potential providers, it’s wise to inquire about the number of similar systems they design and install each year. The level of experience a provider brings to the table is a significant factor that should definitely be taken into account.

Similarly, having responsive support is crucial, yet it’s not guaranteed with every provider. Your chosen provider should offer remote troubleshooting resources and flexible support hours, ensuring assistance is available if initial troubleshooting does not resolve the issue.