Choose the right video conferencing gear to help build better relationships with your hybrid and remote employees

Over the past few years, video conferencing in the workplace has gone from an occasional curiosity to a daily necessity. As more businesses embrace hybrid and remote work, employees and employers alike have discovered that blurry visuals and tinny audio are no longer just minor inconveniences — they can now actually hamper your company’s workflow. Just as every modern laptop needs a high-quality webcam, every modern office needs a robust video conferencing setup.

While optimizing a video conferencing system requires some specialized tools and technical knowledge, it doesn’t have to be difficult. In fact, if you promote good hybrid work practices, your video meetings can be just as productive and insightful as those you hold in-person. You’ll also need video conferencing gear that delivers clear video, crisp audio, and seamless integration with your existing tech.

Video conferencing in hybrid and remote offices

According to a Gallup poll, only 21% of U.S. workers in “remote-capable” jobs have to report to the office every day. That’s down from 60% in 2019. Hybrid and remote work are more popular than ever before — and thanks to improved video conferencing technology, they’re also easier to facilitate.

Still, fostering a culture where hybrid and remote workers can thrive requires some legwork. The key is to establish parity between on-site and remote workers. Remote employees in traditional office environments may feel disconnected from the daily workflow, excluded, or ignored until someone needs something from them. They may not have access to the same perks as on-site workers, including food, social events, and recognition from high-ranking employees.

While there’s no way to provide exactly the same opportunities for on-site and at-home staff, be sure to treat remote workers like an integral part of the team rather than an afterthought.

Better video conferences mean more engaged hybrid workers

One way to make remote workers feel included is to invest some time and money in improving your video conferencing setup. Set aside a conference room with a high-end camera, microphone, and speakers, then give teams with remote employees preferential access to it. Orient the devices so that everyone in the room can see, hear, and speak to the onscreen participants easily.

Also consider purchasing webcams and headsets for remote employees who may not have access to the same quality equipment at home. Both sides should be able to see and hear each other clearly, which requires excellent gear at either end.

With the proper space, setup, and hardware, both on-site and remote employees will have a much easier time sharing ideas. That’s because more than half of communication is nonverbal. Our eyes, hands, and postures say even more than our mouths do. When workers can pick up on those cues, even when they’re not in the same room, they can spend more time collaborating and less time trying to decipher a colleague’s meaning or intent.

Did You Know?:The RICOH Meeting 360 is optimized for hybrid video conferencing, with 360-degree panoramic views, multiple microphones, and clear speakers. Click here to learn more.

Key features in video conferencing setups

Visual quality

When we talk, our body language is more subtle than you might expect. It’s not just about hand gestures and facial expressions; we also express how we feel through our posture, our eye contact, and even our pupil dilation. Picking up these cues requires a high-definition (HD) webcam. One with 720p resolution is good; one with 1080p resolution is better. You can also go for ultra-high-definition (UHD) webcams that broadcast in 4K quality, but they can eat up a lot of bandwidth, particularly if multiple people are using them.

For home users, a built-in webcam should suffice on most modern laptops. At the office, you’ll want a webcam with a wider lens so that remote participants can see everyone in a conference room. Some devices can also focus on an active speaker automatically, which may help remote workers follow the conversation better.

Audio clarity

There are two elements to great audio in a video conferencing setup: microphones and speakers. In an office setup, you’ll want an omnidirectional microphone that can pick up voices from all around a conference table. At home, employees may be better off with a cardioid pattern, which picks up sound directly in front of the mic.

Remote employees can use headsets or earbuds to hear what’s going on. In a shared environment, you’ll need a set of speakers. However, combining speakers and microphones in the same space can be tricky. When the two devices are too close together, or the speakers are too loud, it can create unpleasant feedback for everyone on a call. Look for speakers that don’t distort sound when you turn the volume up. You can also buy combination microphone/speaker systems that are built with technology to bypass this problem.

Interactivity and integration

Video conferences are interactive by nature, as participants can see, hear, and communicate with one another. Still, there are ways to engage employees beyond simply talking to them. Many video chat programs offer features such as text chats, emoji, polls, whiteboards, breakout rooms, and integration with productivity software.

Encourage both in-person and remote employees to make use of such interactive features. Not only will it keep them engaged during meetings, but it will also give managers some insight into which topics inspire discussion and which cause staff members to tune out.

Generally speaking, interactive features depend on the software you use rather than the hardware. As such, be sure to opt for devices that integrate with common meeting programs, such as Google Meet® and Zoom®.

Did You Know?:The RICOH Meeting 360 offers an intuitive plug-and-play interface via a simple USB-C connection. The device is fully compatible with both Windows and macOS. Learn more about the Meeting 360’s capabilities.

Our recommendation: RICOH Meeting 360

If you’re looking for a comprehensive video conferencing solution to help bridge on-site and remote workers, the RICOH Meeting 360 has the features you need. This three-in-one device combines the functionality of a webcam, a microphone, and a set of speakers. The Meeting 360’s dual-camera setup offers a panoramic 360° view of its surroundings, while its active speaker detection feature automatically focuses on employees as they talk. Its multiple microphones can capture audio from up to 20 feet away in any direction.

The RICOH Meeting 360 offers simple USB-C connectivity, allowing it to be used with most modern computers. The device offers full compatibility with Windows and macOS, as well as with Cisco Webex®, Google Meet®, Microsoft Teams®, and Zoom®. At less than five inches across and only 2.5 pounds, it’s ideal for both spacious conference rooms and compact office setups. Buy the RICOH Meeting 360 today to make the most of your hybrid workplace.

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