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How to design and implement a video conferencing system

How to design and implement a proper video conferencing system?

Technological advances over the past decade or so have turned our workplaces upside down. With a needle in a haystack, we are left looking for the traditional calendar, which has been successfully replaced by its electronic counterpart. Probably not one of you remembers nervously turning page after page of paper in search of a forgotten password. Today it is much simpler. Tapping out the desired command on the keyboard, we encapsulate our momentary embarrassment in the French statement “voilá.” 

The same is true of audiovisual systems, whose functionality has become a symbol of the modern workplace. Once upon a time, face-to-face communication was measured by the hundreds of kilometers we traveled. Nowadays, it’s possible without the need to leave home, because it’s hard for us to imagine a conference room without a video conferencing system. We gain the time we would have spent on the road, while at the same time increasing the efficiency of our team, because performing tasks using new technologies has never been so easy. 

The criterion of quality and functionality

Already in antiquity, Aristotle used to say that quality is what makes a thing what it is, so interchangeable solutions based solely on the criterion of low price often fail to meet their functionality.

Unfortunately, there are still many companies or institutions struggling with conference room technical issues, looking for simple and inexpensive hardware solutions. The problem begins to arise where the room is to accommodate a meeting of, for example, an entire company department or board members. Then we find that our small, compact, video conferencing center is not enough to meet the objectives of our management. 

When designing meeting rooms, it is worthwhile to consult the knowledge and experience of audiovisual companies. Each videoconferencing system is tailor-made, as the needs of its users vary. It should please our eyes visually, be practical to use, meet expectations and serve its quality for many years. 

Depending on the user, the needs are very different, and so, for example, university employees do not require the same capabilities from a videoconferencing system as employees of courts or military institutions. Audio-visual systems must be designed based on the culture and needs of a particular company.

It is also worth considering the concept of standard equipment for all conference rooms in an organization. Whether it’s one room, two or more, a small or large conference room, a standard common user interface would be ideal. You should expect a “simple” and friendly interface, where you only need one or two buttons to start a meeting.

It will be invaluable to have the technical support of your chosen videoconferencing system provider sitting in front of a computer even hundreds of kilometers away from you, remotely, in real time can monitor and manage your system. 

It makes sense to work with a competent AV supplier and integrator. A well-selected and implemented video conferencing system will not require the hiring of specialized AV / IT staff to operate it, saving time and additional costs.