Your Guide to Setting Up a Useful Meeting Space

Businesses are transitioning to hybrid work environments, and virtual collaboration spaces will still be needed even if your company has decided to return to the office. Perhaps your clients or vendors prefer virtual conferencing versus face-to-face meetings. No matter the situation, video conferencing is here to stay, so you’ll want to be equipped to hold effective and meaningful virtual meetings.

We understand that not all meeting spaces are the same, so your video conference room equipment may vary from room to room. However, as you consider upgrading existing meeting spaces for video collaboration, here are some equipment suggestions based on the size of your conference rooms in San Jose, CA.

SEE ALSO: 4 Must-Have Additions to Your Meeting Spaces

Small Meeting Spaces (3-5 people)

Most offices have small meeting spaces, perfect for intimate and focused discussions. When only a few people are involved, everyone’s perspective is valuable. If connecting to virtual attendees, meeting collaboration tools like whiteboards or flipcharts must be visible to all. The goal is always to make everyone feel welcome and included.

Level up your small meeting spaces with these tools:

• Content Camera - placed near a whiteboard or flipchart, this camera ensures everyone can follow along with the meeting activity.
• Wide-View Camera - allows virtual attendees to see everyone in the conference room.
• Intelligent Speaker - keeps a record of the meeting notes, including who said what.

Medium Meeting Spaces (6-11 people)

As the meeting room expands, the purpose of the meeting and the needs of the group may also change. For example, medium-sized meeting rooms can be a good option when presenting information or leading collaborative brainstorming conversations.

Consider these items to support the wide variety of uses in a medium-sized space.

• Front-of-Room Speakers - position the speakers in the front of the room, so voices come from the direction of their video counterparts. This positioning will enhance communication during the meeting.
• Ceiling Tile Speaker - capture the room’s sound from above without adding clutter to conference room tables.
• Second Display - Share content, such as slides or documents, while the face-to-face video conversation continues.
• Optimized Camera - provides a crisp and clear image for virtual attendees, with better framing of the room and meeting attendees. 

Large Meeting Spaces (18+ people)

Board meetings, staff meetings, large client presentations – sometimes you need a larger meeting space. In these situations, ensuring everyone is seen and heard can be challenging. But with enhanced technologies, you can balance the room’s size with the need to collaborate.

Consider these video conference room tools for large meeting spaces.

• Active Speaker Camera -an auto-tracking camera will move toward the active speaker, highlighting them in a sea of meeting attendees, so virtual attendees can better engage with them.
• Digital Canvas - a brainstorming space that allows virtual and in-person attendees to participate in collaborative discussions online.

As you consider your virtual communication options this year, remember that flexibility will be key to sustaining successful business and employee relationships. Reach out to our team for advice and help in upgrading your video conference room equipment to support virtual meetings that can enhance online collaboration in your San Jose, CA, office.