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Ensuring You Have The Most Effective Video Conferencing Solution

What does an effective video conferencing solution include?

With more people working and learning from home than ever before, video conferencing has become a must have for most businesses and schools. Identifying and integrating the best video conferencing solution, though, is a challenge. At the minimum, an effective video conferencing system should offer the following:

  1. Excellent audio and video quality – When it comes to audio and video quality, good enough is not enough. People are quickly frustrated by a muddy picture or unclear audio, so quality cannot be compromised.
  2. Ease of use – The widespread adoption of video conferencing means people of all skill levels are expected to get comfortable with the technology. Modern conferencing systems are designed with this in mind, with uncomplicated controls and functionality.
  3. Reliability and intercompatibility – Today’s video conferencing systems are expected to be available close to 100 percent of the time. Another expectation: effective video conferencing solutions should be able to facilitate calls, no matter what platform the other party is using. To meet these expectations, you’ll need a professionally designed solution that is integrated by a reputable AV integrator.

What are some popular video conferencing options for standard conference rooms?

Current generation video conferencing solutions can be designed for any room, no matter its size, composition or layout. When choosing a system, though, room size is an important consideration, so here’s what a video conferencing solution might look like, depending on room size:

Small meeting spaces

Along with video conferencing, smaller meeting spaces like focus rooms and huddle rooms are also becoming more common. With a modest footprint, organizations can add more of them to their building and allow for small teams to quickly meet and collaborate.

In these spaces, an all-in-one video bar makes sense. Several top AV manufacturers, including Poly and Crestron, produce them and they represent some of the easiest conferencing solutions to install and manage. Video bars combine a high quality, smart camera, high quality speakers and a microphone, so the only other piece of hardware you’ll need is a display. Industry leading video bars, like Poly’s Studio X series, are also designed with noise reduction features and dual display support, which enhance the potential of your meetings. For example, with dual displays, your teams can conference with one screen and share content on another, which drives better collaboration.

Video bars are simple to use, as they utilize familiar connectivity protocols like HDMI and USB and come with one-button call functionality for starting a meeting immediately.

Medium and large meeting spaces

In larger conference rooms, an all-in-one video bar won’t be enough. In most cases, the best option is to put together a full-room solution, but the integration process is more complicated. With a room solution, the video conferencing components (camera, microphones, speakers, displays) are all installed separately. This ensures there is adequate video and audio coverage throughout the space.

Though they require additional expertise, room systems allow integrators to customize the system’s technologies and arrangement, so organizations can fine tune their system to attain the best possible conferencing experience. For example, if your conference space has a small table, ceiling microphones can free up work space. If your conference room is more like an auditorium, switching out a standard microphone for a beamforming array will optimize audio quality.

If your space is a traditional large conferencing room and if your organization relies on video conferencing for important communication, then an immersive telepresence solution may represent the best solution. Immersive telepresence is exactly how it sounds – the conference is designed to be as immersive as possible. This is made possible with multiple displays, cameras and microphones integrated into the ceiling or furniture. The technology is invisible but facilitates a seamless meeting without any need for manual control.

Considering video conferencing? Work with a certified integrator!

No matter what your video conferencing needs are, a certified integrator should be the one to design, install, configure and maintain the technology. This is why:

  1. A certified integrator can design a system to any fit – AV integrators are experts in system design and installation, so no matter what an organization’s conferencing needs are, a certified integrator will design a solution to fit. If, for instance, your organization is already familiar with Microsoft Teams, Zoom or another ecosystem, then an AV integrator will design a system that’s compatible.
  2. A certified integrator will ensure efficient, reliable installation – Without the proper expertise, it’s likely that problems will emerge during installation. Perhaps older system components need to be removed first. Maybe the room’s acoustics are interfering. The system may be obtrusive after installation. Whatever the issue, certified integrators are aware of them and know how to avoid or mitigate them. This will ensure that your conferencing solution is integrated on time and on budget.
  3. A certified integrator can provide long term support – Expert AV integrators serve as ongoing technology partners for many of their clients, and for good reason. Through an extended maintenance agreement, an integrator will monitor system performance, provide preventative maintenance, respond to any technical issues, ship and receive equipment for repair, resolve warranties, and more. With this long term support in place, professionally installed and maintained solutions will perform better and last longer.
    Also, a certified AV integrator will train its clients on system usage following installation. Training is designed with the audience’s skill level in mind, so your teams will know exactly what they need to know to operate the conferencing system properly.
  4. A certified integrator brings an expert opinion to AV decisions – AV is a complex field, and every AV-related decision is a challenge for organizations without a certified integrator helping out. With an integrator, though, your school or business will be well-informed about all things AV, including what technologies to target for the future, and how to get the most out of your organization’s current tech.

The sharp increase in demand for video conferencing solutions has also led to an abundance of video conferencing technologies. That can make it tough for businesses and schools to pick and install a professional conferencing system. But with a professional integrator, the process can be expedited, costs can be minimized, and an optimal solution can be designed.

6 Ways Video Conferencing Makes Interviews More Effective

Can video conferencing be used for interviews?

Video conferencing is a standard AV solution for unifying remote teams, facilitating effective meetings and ensuring professionals can remain connected, wherever they are. As such, video conferencing solutions also make sense for interviewing purposes, and in fact, many companies leverage the technology for this purpose. This trend has accelerated since the start of the pandemic, and according to a Gartner survey, more than 80 percent of businesses utilize video conferencing to interview at least some of their candidates.

There are several reasons why this is the case, and why video interviewing is likely a long term solution for companies around the globe.

Six Ways Video Conferencing Makes Interviewing Easier and More Effective

A top-notch team helps with the success of a company, so the interview process is of paramount importance for hiring talented team members. Every advantage counts, and here are six advantages that come with video conferencing technology:

  1. Video conferencing reduces scheduling headaches – When interview candidates show up for an onsite interview, there’s a lot of pressure to get them in front of everyone who is part of the process. A single candidate may speak to several people within the company before any judgment can be made on their fit.That can be a logistical nightmare to arrange, and if any obstacles come up, they can put the company in a poor light. It also takes a great deal of time and effort to line up several managers’ schedules, which is time and effort not being spent on other important tasks.Video interviewing removes this common pitfall from the process because it allows everyone involved to interview from their desks. Setting up several dedicated time blocks for onsite interviewing is tough, but even busy executives can find 10 or 15 minutes at their desk to ask a candidate a few questions.
  2. Video conferencing accelerates hiring – Another problem with onsite interviews is that they are often pushed back or rescheduled due to how difficult it is to get everyone in the same room at the same time. Not only is this frustrating for the candidate and other people involved, it also slows down the process, which also lengthens the time it takes to fill the position.One of the most critical hiring metrics for companies is the time-to-fill, or the amount of time it takes to fill a job opening once it becomes available. The faster your business can get new hires comfortable in their position, the faster your company can fill any gaps in productivity. Video conferencing streamlines interviewing, so your business can review more candidates, spot the best choice faster, and transition them into their new role.
  3. Video conferencing expands the candidate pool – Modern video conferencing technology is extremely stable and designed for maximum usability. It doesn’t matter what conferencing platform your business chooses as most candidates should have no trouble connecting to your conferencing solution.With location no longer a limiting factor, your company can open up a position to candidates all over the state, country or the entire globe. If the position is a remote one, then it makes sense to do the interviewing remotely so that your organization can find the best candidate, and not just the ones who can be there physically.
  4. Video conferencing makes it easy for interviewers to keep track of candidates – Some positions may receive thousands of applicants, and hundreds of candidates may be interviewed before the company picks one. That’s a lot of information to keep track of, which is a problem if an interviewer needs to know more about a particular candidate. If there’s no record of previous interviews, then it may be impossible to keep track of which candidate offers what.Video interviewing also solves this problem. All modern conferencing solutions have built-in recording features, so your interviewers can focus on asking important questions and providing important job details to candidates. If a candidate is moved to a second or third round of interviews, then it’s helpful to have previous interactions on record so they can be reviewed. This way, your company’s interviewers know what questions to ask next and what information still needs to be communicated.
  5. Video conferencing can help organizations find better candidates – If your company does keep track of its interviewing and hiring history, valuable information will emerge. Perhaps a new hire is showing excellent potential right away, or maybe a new hire doesn’t fit in as well as hoped.With video conferencing, your organization can keep a record of how previous interview processes have gone, so it’s easier to pick out common traits among the most successful new hires. This information can be used to guide future interviews so that the best candidates emerge more quickly.
  6. Video conferencing makes a positive statement about your business – While the pressure is normally on the candidate to make a good impression, it does go both ways. If your organization wants to attract top talent, a pleasant, modern interviewing process can go a long way in selling your business as one to work for.Video conferencing is a must in producing this positive impression, especially among younger professionals. Gen Z and Millennials are accustomed to the speed of video chat, as they have grown up with it. They would rather leverage technology to make the interviewing process as painless and efficient as possible, and with video conferencing, your business can meet them where they are most comfortable.

Video conferencing solutions serve a lot of roles for businesses. They facilitate internal and external communications, they enhance meetings, they reduce time wasted in on-site meetings, and allow people to connect when they are most comfortable and receptive to discussion. Video conferencing, however, is also a frontline option for interviewers, and can be used to attract top talent, no matter where that talent is.

Tips For The Best Quality Video Conference Experience

Remote work is increasing at an unprecedented rate, and that means more and more professionals are spending much of their time video conferencing. According to Upwork’s 2021 Future of Workforce Pulse Report, the number of remote workers is expected to increase by 87 percent by 2025. Learning how to video conference effectively is an important skill for the modern workforce, but it’s not so tough with some simple tips.

Test everything before the meeting and arrive early

It’s highly recommended that you test your equipment before entering a video meeting. This is especially important if you’ve changed your setup (software or hardware) before your last video conference. If you’re short on time, the most important things to check are your audio levels, lighting and camera framing. That way, you’ll at least know you can be seen and heard clearly.

Another recommendation is to connect to the video conference early. That will ensure you’re familiar with the interface, so you know how to mute your microphone or toggle your camera. Arriving early also gives you some advance notice if you’re having connection issues, so they can be remedied right away. If there’s another early arriver in the room, they can also verify that your audio and video quality are on point.

Doing all of this ahead of time minimizes the chances that you’ll have to come up with a fix while on a call, which is likely to cause the kind of stress that makes quick problem solving difficult.

Know where to position your lighting and camera

Poor lighting or an awkward camera angle are extremely distracting problems, but they have simple fixes. Here’s where to position both:


Natural light is almost always the best option when it’s available, such as through a window, but positioning is everything. If the window is behind you, your camera will have trouble with proper exposure and may leave you looking like a silhouette. The best place to video conference relative to a window is to the side or in front. In either case, natural light should be softened so it doesn’t result in harsh shadows. This can be done with a window sheer or blinds.

If natural lighting isn’t available, consider a light source developed specifically for video conferencing. The Lume Cube is one such option, and provides a compact, powerful illumination source that looks like natural light and can be mounted on a desk.


Cameras designed for remote workers are affordable, compact, easy to connect and can be mounted to a monitor or laptop. To ensure the most flattering and least distracting angle, though, make sure your camera sits at eye level. Any lower and your colleagues will be staring up your nose. Any higher and people will think you’re looking up at them. Try to look into the camera while conferencing to show you are in tune with the meeting.

Opt for a wired connection when video conferencing

Connection issues are common when video conferencing over WiFi, but using an Ethernet cable can improve connection stability. When video conferencing from home, be mindful of your household’s bandwidth use, too. Shutting down unnecessary bandwidth hogs (like streaming services) will give your network the speed it needs to ensure a high-quality video conferencing experience.

Consider a dual-display setup for enhanced presentations

In conference room settings, there is typically plenty of room to go bigger with a video conferencing solution. For example, many businesses outfit their conference spaces with two displays instead of just one. A second display can be used to deliver presentation materials while the primary display provides video of the speaker. This is helpful for the person doing the presenting and the people observing it. The meeting’s presenter doesn’t have to worry about how to share content or visualize data for the audience. The meeting’s participants get all of the visual information they need to follow along.

Interactivity can be a powerful addition to your conference spaces

If a dual-display solution sounds like the right approach, an interactive display may make the most sense. Interactive displays are a proven learning tool in educational settings, and they can drive better, more engaging meetings as well. With an interactive display, presenters can begin a whiteboarding session, bring in visual aids or examples, annotate over them and allow other meeting members to add their own notes. Modern whiteboarding software is designed for people video conferencing from anywhere, so even if your team relies on mobile conferencing, they can still engage with whiteboarding software.

Boost your audio quality with the right microphones or headsets

Even if your video quality is pristine, poor audio can negatively affect a meeting. Most of the time, audio issues arise from an ineffective setup. Perhaps the microphone is too far away or not configured properly. Maybe the speaker is too close to the microphone. Background noise can also interfere with the meeting. Whatever the issue is, remote workers can maximize audio quality by wearing a headset with a quality microphone. This will prevent any problems related to microphone or speaker positioning.

In a professional conference space, make sure there are enough microphones for everyone and ensure you have the right microphones for the room. Gooseneck microphones, for instance, deliver high quality audio but take up considerable desk space. Ceiling microphones are out of way, but may pick up ambient audio, such as an air conditioning system.

An AV integrator can help their clients pick the right microphones for their conferencing rooms, along with the right displays, the right conferencing platform and anything else a remote team may need to create the best quality video conferencing experience.

What Is The Difference Between Video Conferencing And Video Collaboration

What Is The Difference Between Video Conferencing And Video Collaboration
U.S. businesses execute millions of video conferences daily, but only a fraction of those involve true collaboration. As collaboration drives better problem solving, communication and team morale, it is important for teams to collaborate when possible.

Many video conferences suffer from the same problems that many professionals have with in-person meetings. There may be too much talking and not much showing, or there may be too little structure. Even when a meeting is productive, if there is no one taking notes for follow-through, then it’s likely not very productive after all.

Collaboration tools help resolve these extremely common issues, and they are useful even when people can’t sit in the same room. Video collaboration tools can help bring teamwork back to your teams.

Continue reading “What Is The Difference Between Video Conferencing And Video Collaboration”

Users Guide to Telecommuting

How can organizations switch to telecommuting?

Business owners are accustomed to solving challenges as they arise, and many will turn to telecommuting to solve new challenges emerging from COVID-19. Telecommuting protects employees and companies during periods of uncertainty, ensuring your business can keep operating even during a crisis.

Telecommuting is driven by video conferencing, as it allows employees and their managers to have a face-to-face conversation when needed. In the past, video conferencing was limited by quality, connectivity and usability issues, but these have been resolved. Continue reading “Users Guide to Telecommuting”

What Is Soundmasking And What Benefits Does It Offer?

Soundmasking technology reduces the impact that ambient noise has on workers’ attention and comfort. According to research published by the University of Sydney, excessive noise is the top complaint for 50 percent of people working in an open office. As open office plans are becoming more popular, the need for soundmasking technology is increasing.

With a soundmasking system in place, ambient office noise (most of which is conversation) doesn’t spread as far, so it’s not as distracting and affects fewer people.

Continue reading “What Is Soundmasking And What Benefits Does It Offer?”

What Equipment And Technology Is Needed For The Best Video Conferencing System?

AV Integrated Conference Room
Every video conferencing system relies on a combination of audio and video technology to deliver excellent call quality. The best video conferencing systems are also easy to use, loaded with features that improve the conferencing experience, and come with robust content sharing options. Continue reading “What Equipment And Technology Is Needed For The Best Video Conferencing System?”

How Do Video Conferencing Systems Support A Distributed Workforce?

Video conferencing systems solve the communication problems that are common to distributed workforces. It’s difficult to maintain productive communications with remote employees, as the important nonverbal cues, like body language and facial expressions are unable to be seen. Video conferencing brings these nonverbal cues back into the conversation, which keeps a distributed workforce unified and collaborating. Continue reading “How Do Video Conferencing Systems Support A Distributed Workforce?”

Web Conferencing Has Changed How Businesses Do Meetings

Video Conferencing

According to a survey arranged by Poly (formerly Polycom), professionals that have adopted web conferencing use it at least once a week for their meetings. In that same survey, 96 percent of respondents said that web conferencing improves productivity with remote teams. This meeting method has revolutionized the way people communicate, especially in a professional setting, and everyone benefits from the technology – including professionals, employers and potential clients. Continue reading “Web Conferencing Has Changed How Businesses Do Meetings”