What is a Video Conferencing System?

As the world of work continues to incorporate technology into its daily operations, video conferencing systems are reaching a newfound level of importance.

The value of communication and collaboration cannot be overstated. Without these key tools, your business will find trouble organizing and executing core projects. Yet, thanks to recent advancements in audio and video conferencing equipment , it’s never been easier to create a space where everyone has a voice.

Conferencing systems and meeting spaces rely on a support system of screens, microphones, smartboards, and more. We pride ourselves on creating video conferencing systems that fit your budget and will last you for years to come.

An effective video conferencing system means your business won’t be held back by technology and can get back to doing what it does best.

 

How Do Video Conferencing Systems Benefit the Work Environment?

With the shocking realization that upper management spends almost 50% of their time in meetings, the importance of effective spaces for audio and visual communication has never been greater.

Not only do these spaces provide a location where employees can go to in-house conversations and meetings, but they also lead to a more productive and collaborative working day.

Video conferencing systems boost communication, with voice tracking microphones, screen sharing, and video walls ensuring that everything said is heard and understood. Without the need to repeat yourself, meetings will flow much quicker, allowing everyone to gain the information they need without wasting time.

We’ve all been in a situation where technology fails us, frustrating the room and holding up our conference meetings. By investing in a comprehensive video conferencing system, you’ll be able to avoid these moments of frustration entirely.

With this, your employees will have a better experience in meetings, boosting their productivity and ensuring your business stays on its path toward success.

But that’s not all, Infassure video conferencing systems also offer the following benefits:

  • Effective training sessions to explain to employees how to make the most out of these audiovisual systems.
  • Streamlined communication through cloud-based software and multimedia congress systems, no matter where you are.
  • Complete flexibility to design the perfect system for your business.

Great communication is the heart of any business.

With Infassure, you can turn this vital skill into something at which your business thrives, boosting productivity and promoting a fluid working environment.

video conferencing systems

 

What Makes a Great Meeting Space?

The benefits of a great meeting space are far and wide, but what exactly makes a great meeting space? We’ve summarized this into four key sections:

  • Layout
  • Screen Sizes
  • Versatility
  • The Right Equipment
  • Camera and Mix Quality

Let’s take a look at these in more detail.

Layout

Harvard Business Review revealed the importance of a well-documented agenda for every meeting you go into. Yet, did you know that the layout of your meetings is just as important as the schedule you’ll be following?

Different meeting structures facilitate different kinds of conversation. You should attempt to match the spatial structure of your meeting to the form of discussion you want to have.

  • Want to generate ideas? A huddle room would be best for you.
  • Want to deliver news to a large group of people? A training facility layout would work fantastically.
  • Want to promote conversation? A boardroom table will ensure everyone can see everyone and will boost collaboration.

Depending on the purpose of your meeting, the perfect layout for you will change.

Screen Sizes

There is nothing worse in a meeting than being unable to follow what’s going on due to tiny screens. A room of employees squinting at a small monitor doesn’t exactly scream efficiency.

The perfect meeting space will include a large variety of screens around the room, making sure employees can see from any angle.

The Right Equipment

Now that everyone can see the screen properly, can they interact with the assembled group effectively? Tools such as screen sharing, mobile device integration, video collaboration, and access to all major video conferencing platforms is essential for conducting meetings internally and with remote participants.

Camera and Mix Quality

Finally, every great meeting room needs a top-notch camera and mix equipment. Every employee should be seen and heard, no matter where they’re sitting in the room.

That’s why at Infassure we incorporate advanced technologies such as DSP (digital signal processing) mics into our meeting spaces. These will isolate voices from external sounds and make communicating a breeze.

 

Types of Meeting Spaces

No two meeting spaces are the same, with personalization letting businesses design their rooms to match specific purposes and intentions.

That said, there are four core meeting structures that are commonly used as a base for meeting space designs.

 

Conference Rooms

Conference rooms are the typical meeting space that most companies will be familiar with. These are composed of a central rectangular table with multiple chairs alongside the longest sides. Sometimes a chair is placed at both the head and base of the table, which is filled by the most senior person in the meeting.

This structure promotes discussion while also being a great shape for live presentations. As everyone can see everyone else at the table, conversation can flow naturally, allowing people to chime in with questions if they come up.

Over time, meetings that use conference rooms are getting smaller and more focused. A study between 2013 and 2017 saw a 66% decline in the amount of meeting attendees.

This shift places more focus on collaboration in smaller groups, allowing tactile teams to tackle problems together.

 

Board Rooms

Board rooms typically consist of a U-shaped table. At the top of the U, you’ll traditionally find screens. This room format is best used by businesses that need to conduct lots of meetings over the internet.

Effective video conferencing systems within a board room ensure that two teams or companies in disparate parts of the world can connect and communicate flawlessly.

The U-shaped structure ensures all attending members can be seen and heard during the call.

 

Training Facilities

In every business, there comes a time where training is needed. A training facility meeting space is set up like a classroom. There are screens and a desk at the front of the room, where the person conducting the training session can stand and present.

The rest of the room is filled with tables in rows, which face the front. Taking notes on the training session is made easy by this structure.

This format allows questions to be directed at the person running the session, increasing direct participation and helping employees maintain focus.

 

Huddle Rooms

Finally, huddle rooms are meeting spaces specifically designed for collaboration. Directly suggested by ‘huddle’, they are typically smaller rooms with one central circular table around which employees gather. With this shape, everyone will be in close physical proximity, allowing conversation to flow naturally.

If you’re looking to generate ideas, huddle rooms are the perfect tool your business should have in its arsenal.

 

Equipment for the Job

Let’s take a look at some of the equipment that the best video conferencing systems and rooms will include.

Smart Whiteboards

Smart whiteboards allow integration between physical movements, like drawing, and digital technologies. They will allow users to take notes, create diagrams, and annotate on the fly.

These boost productivity and allow users to follow presentations along with ease.

Video Conferencing Screens

If COVID taught the business world anything, it’s that integration with video conference tools is vital to a business’s success. Especially now, with more people deciding to embrace remote work, you need to be able to ensure everyone can call in.

You should upgrade your business with the most up-to-date web conferencing tools. Screens are a huge part of this, making sure you can see and directly communicate with employees that aren’t physically in the room.

Audio Conferencing Microphones and Speakers

Just like in the wider workspace, you want to make sure everyone has a voice.

Seamless microphone and speaker incorporation will ensure everyone can speak freely and hear every word that goes on in the meeting.

Touch-Screen Panels

The ability to swipe through graphs, presentations, programs, and more will allow your teams to actively participate in meetings. Long gone are the days of printing off page after page of notes.

Instead, your employees will be able to access all the information they need through a range of touch-screen panels.

Software and Hardware

Alongside microphones, cameras, and screens, you’ll need video conferencing software to allow for conversations to take place. Intelligent cloud-based software will ensure you’re always in the loop with the latest updates.

 

Integration with Virtual Meeting Tools

No matter if your team uses Skype and Zoom or Microsoft Teams and Google Hangout, you need rapid access to video conference systems and tools.

Your meeting spaces should be capable of transforming from a person-person meeting into a digital meeting on the fly.

A Custom Design for Your Business

We begin every optimized meeting space with our perfected audiovisual system base. From there, we give every client we work with the power to customize the room, or rooms, to include whatever they find most essential to their day-to-day operations.

Innovative and Cutting-Edge Technology

With years of industry experience, we’re committed to providing true value to our customers. From BYOD (Bring your own device) to rooms fully equipped with multiple screens, microphones, and a control system, we can do it all.

We use all of the latest video conferencing system technology, lettering you feel like you’re face to face no matter if you’re in the same building, different states, or half-way around the globe.

Affordable and Functional

AV can get expensive, but it’s hard to put a price on collaboration and communication. Our team at Infassure will match you with a value engineer who will design a solution that perfectly matches your budget.

No matter what you’re looking for, we’ve got the tools to exceed your expectations.

New Construction or Upgrading Existing Spaces

We’ll be able to create your perfect video conferencing system, no matter if you’re starting from scratch or only need a few tech updates.

With all the latest technology, we’ll be able to collaboratively design, create, and build the perfect space specifically for your business. 

Sound Masking

Privacy is key in meetings; you don’t want noise exiting or entering your meeting space. Due to this, we provide sound masking, making sure background noise is a thing of the past.

Sound masking means that your conversations will always remain confidential.

 

Video Conferencing Systems Software Integrations

  • Zoom
  • Microsoft Teams
  • Skype for Business
  • GoToMeeting
  • Webex
  • Google Hangouts
  • Blue Jeans
  • Cisco
  • Lifesize
  • Poly
  • Virtually any Video as a Service (VaaS)

 

Call us Today

Infassure, your all-in-one video conferencing solution provider. Contact us to learn more.