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Why Today's Offices Need a Hybrid Workplace AV Setup

Since the shift to hybrid work environments during the pandemic, more people and companies than ever are a part of the modern workplace. With the right hardware and software in place from an AV integrator, hybrid workplaces enable employees to join a video call from a boardroom, the home office, a coffee shop, or wherever work takes them. 

While the benefits of a hybrid work environment are more readily apparent, how to achieve success in this area can be confusing for those unfamiliar with newer technology that lends itself to this specific type of situation. A professional AV integrator can be integral in setting up and installing the right elements to yield optimal success.

The Importance of AV Technology in Hybrid Work Environments

AV technology plays a crucial role in hybrid work environments, enabling seamless communication and collaboration between remote and in-office employees. A reliable AV system is essential for creating a productive and efficient work environment, allowing teams to work together effectively regardless of their location. 

Enhancing Employee Engagement and Productivity

AV technology can significantly enhance employee engagement and productivity in hybrid work environments. By providing high-quality video and audio solutions, businesses can create an immersive and interactive experience for remote employees, making them feel more connected to their colleagues and the organization as a whole. This, in turn, can lead to increased job satisfaction, improved collaboration, and enhanced overall productivity. When remote employees feel seen and heard, they are more likely to contribute actively to discussions and projects, leading to a more dynamic and effective hybrid workplace.

Sustainability and Cost Savings in Hybrid Work

Hybrid work environments can offer significant sustainability and cost savings benefits, and AV technology can play a key role in achieving these benefits. By reducing the need for commuting and minimizing the carbon footprint of office spaces, businesses can make a positive impact on the environment and contribute to corporate sustainability goals. Additionally, AV technology can help reduce costs associated with travel, training, and equipment maintenance, making it an attractive solution for businesses looking to optimize their operations. The reduction in physical office space requirements and the associated overheads can also contribute to substantial cost savings, making hybrid work a financially viable option for many organizations.

Frequently Asked Questions About Establishing Successful Hybrid Work Environments

Across much of the nation and even the world, millions are working at least part-time in a hybrid environment. As of August 2023, 12.2% of U.S. workers are fully remote, according to B2B Reviews. Although many have been successfully working remotely for the years, technology continues to evolve and is finding ways to enhance and clarify audiovisual communication. To help you better navigate the hybrid environment, we are sharing some of the most frequently asked questions about this type of setup:

  • When working from home, what are some key elements needed to enhance video conferencing capabilities?
  • Is a laptop or webcam feasible for a video conference for two or more people?
  • Is it possible to get rid of background noise such as a dog barking on a video conference call?
  • Why can I not hear others on Zoom calls sometimes or the sound quality is poor?
  • What is needed to host a successful hybrid networking event?
  • Are there portable video conferencing solutions?
  • What are the pros and cons of different platforms?
  • How can hybrid communication be improved to ensure effective interactions between remote and in-office employees?

Key Elements Needed to Enhance Video Conferencing Capabilities When Working from Home

The corporate sector is seeing an increasing number of employees either working from home full-time or limiting their time in the office to only a few days a week. With this change comes the need for a good home office setup for video conferencing, which will require a device that can handle a camera, microphone, and speaker all in one to ensure high audio and visual quality.

The camera can adjust the video when needed due to lighting changes to yield a clearer picture. Audio is the most important element of collaboration on a video conferencing call because without it, there is limited communication. For this reason, a microphone or microphone array will be essential in capturing good audio quality. A camera and audio solution should be a USB peripheral which allows user-friendly plug and play.

Laptop Webcams and Video Conferencing for Two or More People

It is not recommended to use laptop webcams for video conferencing for two or more people. Fitting two people in the view of a built-in laptop camera requires people to be squished side by side and inhibits efficient work. In addition to personal space issues, it can also create lighting challenges. A laptop’s onboard camera may also not have the capability to work with dynamic light settings, making it necessary to invest in more effective AV solutions for group video conferencing. If the light in front of the person speaking is not as bright as the light behind them it can create shadows, making visual clarity difficult.

Removing Background Noise During a Video Conference Call

With so many people working away from the office in some capacity, there are many enterprise and consumer-level options that offer noise cancellation to ensure seamless collaboration. For example, some AV products provide a sound package in which algorithms can identify noises that are repetitive, like a pen tapping or papers rustling, and then eliminate them from the audio feed to make the audio clearer.

Platforms such as Zoom and Teams already have an auto cancellation built-in which helps with feedback and echoing, but the cancellation of background noise is somewhat limited and usually requires the aid of a digital signal processing system such as Biamp. Acoustic fencing is an excellent tool for setting the parameters of a specific area you want the microphone to cover.

If in a space flanked by open areas busy with chatter, it is possible to set the fence of the microphone to capture only the immediate area of the speaker and not pick up any additional chatter from outlying areas. This component can also be useful in the boardroom of a busy office that keeps the door open. Acoustic fencing can capture the sounds within the boardroom minus what is happening outside the doorway.

Hosting a Successful Hybrid Networking Event

The key to a successful hybrid networking event is making sure the right things can be seen and heard by participants, ensuring that hybrid teams can interact effectively. It is recommended to have a camera that captures presenters and people in the front of the room as well as another camera to capture mainly the participants in the room.

When it comes to a camera for a presenter, it should have audio tracking capabilities so it can track a presenter that is moving around by their voice and still keep them in focus. Cameras for participants should both be able to focus on a participant that is speaking as well as pan out to the larger audience.

Audio for the event should be able to capture presenters as well as participants when warranted. This can be accomplished via a wireless handheld microphone used by the audience or ceiling microphones located throughout the space. Having the right audio package and determining what is suitable for your particular space is where the help from an AV integrator is key. They can purchase the right kind of package, install it, and calibrate it in a way that makes it optimal for your hybrid networking event.

Examples of Portable Video Conferencing Solutions

There are a number of AV solutions for video conferencing that do not require a big investment, such as the Poly Studio X Series. This video conferencing bar features a camera, speakers, and microphone array all integrated together which can be connected to a display. The setup is relatively quick.

To make this option portable so it can be used in different rooms of a business or corporation, it can simply be loaded onto a mobile cart. The cart will have the video conferencing bar and the display and will only require an outlet to plug into. It can be set up to connect wirelessly or via a network. This flexibility is essential for businesses that do not have the budget to put video conferencing technology in every room. An AV integrator can set it up to connect to multiple platforms to increase its versatility.

User Training and Support

User training and support are essential components of any successful AV technology implementation. By providing employees with comprehensive training and ongoing support, businesses can ensure that their AV systems are used effectively and efficiently. This can include training on how to use video conferencing software, troubleshooting common technical issues, and providing resources for ongoing support and maintenance.

By prioritizing user training and support, businesses can maximize the benefits of their AV technology and create a seamless and productive work environment. Ensuring that employees are comfortable and proficient with the AV tools at their disposal can lead to smoother operations and fewer disruptions, ultimately enhancing the overall effectiveness of the hybrid workplace.

Access AV Solutions for Hybrid Solutions

If you're not sure where to start with your hybrid workplace AV solutions, don't hesitate to reach out to a trusted AV integrator. At Data Projections, we develop an understanding of your unique goals and design a custom AV system to meet them. Contact an expert to start finding your next AV solution.