Creating an ideal space for video conferencing means buying the right equipment and optimizing your setup

In an era of remote employment and hybrid work, video conferences are more important than ever. That’s why your organization should invest in the right video conferencing equipment. Most smartphones and laptops have built-in webcams, microphones, and speakers. But workplace meetings often involve sensitive information, subtle body language, and multiple participants in the same conference room. Specialized gear can help your employees see, hear, and understand one another better.

Creating an optimal video conferencing setup requires some gear, some technical knowledge, and some creativity. However, once you know what to look for, the process doesn’t have to be difficult. Your video conferencing solution should have high-resolution video, clear microphones, and crisp audio. You can also optimize your physical space with the right lighting, background, and furniture. Once you’re done, you’ll be able to communicate with faraway employees, clients, and colleagues almost as easily as you can in person.

Find more ways to foster teamwork and productivity across a distributed organization in our guide, The modern manager's guide to video conferencing solutions.

Vital video conferencing equipment

When it comes to video conferencing hardware, your choices are nearly limitless. There are hundreds, if not thousands, of communications devices available. Plus, you can combine them in any way you choose. As such, the best video conferencing equipment for your particular setup depends on your preferences, your budget, and the layout of your physical space.

In an office setting, you should look for three particular pieces of hardware: a high definition (HD) camera, a high-quality microphone, and a set of clear speakers.

HD camera

Without a clear picture, video chat isn’t much better than a phone call. To make video calls feel lifelike and immediate, you’ll need a camera with good picture quality. Generally speaking, this means you’ll want something with at least HD resolution: 720p or 1080p. You can also get ultra-high definition (UHD) cameras that broadcast in 4K. However, 4K broadcasts can take up a lot of bandwidth, making them a double-edged sword in business settings.

Did You Know?:The RICOH Meeting 360 provides 360-degree panoramic views, high-quality microphones, and robust speakers. With an intuitive plug-and-play design, it’s well-suited to just about any workplace. Click here to learn more.

High-quality microphone

From laptops to smartphones to remote controls, just about every modern gadget has a microphone in it somewhere. However, while most microphones can carry a casual conversation, not all of them work well in business environments.

For an office setup, you’ll want a USB microphone rather than an XLR model. XLR hookups tend to be more common in professional audio equipment, while every business computer has at least one USB hookup. Beyond that, you should consider a mic with cardioid pattern if you’ll be the only one speaking into it, or a mic with an omnidirectional pattern if people will be speaking from all sides. There are many other types of mics and patterns, so it’s worth doing some additional research here.

Clear speakers

A good microphone accounts for half of your video conferencing sound setup. A clear set of speakers accounts for the other half. The right speakers should broadcast clean, faithful, undistorted sound. They should also have easily accessible volume controls, so that you can adjust the levels depending on the situation.

Remember that researching speakers for video conferencing is a bit different than researching speakers for music, TV, or gaming audio. Frequency response and drivers are less important than the connection type, the volume regulation, and the battery life (if you’re going for a wireless model).

All-in-one video conferencing devices

Most setups have three pieces of video conferencing equipment: camera, microphone, and speakers. However, you can also buy all-in-one video conferencing equipment, which combines all three of these features.

For example, consider the RICOH Meeting 360. This device contains dual high-resolution cameras to capture a 360-degree view of your meeting space. It also features Active Speaker Focus to automatically identify and focus on the most recent participants. With a multi-microphone array and integrated speakers, clear audio is captured and projected for all participants.

Optimizing your meeting space

Once you’ve secured the video conference equipment that you need, you may want to spruce up your meeting space. After all, you don’t want your participants to see crisp video of a dark, cluttered conference room. You may also have a tough time convincing your staff to sit in on video meetings if they don’t have a comfortable way to do so.

Investing in lighting fixtures, background screens, and ergonomic furniture can complement your video conferencing hardware. We’ll cover the basics here, but you can also read our guide on The Complete Modern Conference Room Setup Checklist for a more in-depth discussion.

Lighting

Even the best webcam won’t help if you host your video conferences in a poorly lit space. Bright, even lighting will make it easy for remote participants to see your facial expressions and body language.

However, unless you’re designing a conference room from scratch, you may have to work around the lighting you already have. If your space has large windows, natural lighting tends to be more flattering than overhead lights. On the other hand, if your space is dark by default, you could consider installing some freestanding ring lights. Place these in front of you at a 45-degree angle. You may need to adjust the positioning if you have multiple participants sitting in a row.

Did You Know?:The RICOH Meeting 360’s sophisticated webcam automatically adjusts for lighting levels and exposure, and its multiple screen layout options make it easy to focus on active participants. Learn more about the Meeting 360’s capabilities.

Background screens

If your space has a particularly distracting background — or if you need privacy — consider investing in a background screen, or backdrop. These large fabric screens, available in a variety of different colors, can give video calls a neutral background. They also block out whatever’s behind them. That could be a glass partition that looks out onto a busy office, or a dark wall that throws off the lighting. You can also use backdrops to superimpose digital backgrounds, which could be useful for giving branded presentations.

Ergonomic furniture

The average conference call lasts about 40 minutes. That’s a long time to sit in a meeting room, particularly for the participants who are there to listen rather than present. Providing ergonomic furniture can help. “Ergonomic” is a bit of a catch-all term, covering any kind of furniture that promotes good posture over the course of a whole day. Comfortable chairs with semi-rigid backs are one important part of the equation. You’ll also want to determine a comfortable height for your desks or conference table. Finally, you should position your monitors, TVs, or projection screens near eye level.

Our recommendation: RICOH Meeting 360

If you’re looking for professional-grade video conferencing equipment, the RICOH Meeting 360 has all the features you need. This all-in-one device contains a webcam with a full 360° field of view, active speaker detection technology, a multi-microphone array, and clear speakers that provide sound for a whole conference room. A single unit is optimized for up to eight attendees.

The Meeting 360 is also easy to set up, offering plug-and-play connectivity with a single USB-C cable. Both Windows and macOS support the device, and it’s fully compatible with Microsoft Teams®, Zoom®, Cisco Webex®, and Google Meet®. Whether you support remote workers, host a hybrid office space, or meet with distant clients on a regular basis, the Meeting 360 can make video conferences accessible, intuitive, and productive. Purchase a RICOH Meeting 360 for your business today.

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