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7 tips for setting up an ideal video conferencing experience

A bad video conferencing setup can waste time and look unprofessional. Learn how to create the best meeting experience for both local and remote participants.

In the world of hybrid work, video conferencing is the portal to connection. With colleagues spread across locations, time zones, and remote offices, a high-quality video call is essential to hybrid success. In fact, 61% of respondents in our At Work survey said their organizations are investing more in conferencing technology, such as video conferencing tools, cameras, and microphones. 

Having a reliable video conferencing setup is not only important for your employees to get their tasks done, but it also facilitates collaboration, innovation, and connection. 

In this post, we’ll walk you through seven video conferencing strategies that you can use to improve remote meetings across your organization.

Tip #1: Get the right video conferencing tools

The first step to a great video conferencing experience is having the right tools. There are a lot of different types of tools you can add to your video conferencing setup, but let’s start with the basics:

  • Video conferencing software: Invest in video conferencing software like Zoom, Teams, Google Meets, or WebEx. These tools will integrate with your calendar and should be easy for your employees to use whether they’re calling in on-site or at home.
  • Laptops with webcams: In the hybrid world, your employees will be calling in from anywhere. So it’s essential that they have high-quality laptops with webcams. Also, consider offering a work from home stipend for employees to purchase headphones or monitors for their home office. 
  • Audio equipment: Make sure you invest in audio equipment such as the Revolabs FLX UC 500 conference speaker, that allows your remote folks to hear the conversations in the office (even from the quieter people).
  • Video equipment: You’ll also want to invest in good-quality cameras such as the Panacast 180 USB Camera. These cameras have individual lenses that stitch together to provide one image of the entire room. That way, people sitting near the TV can still be seen in the video.
  • TV display: In your meeting rooms, you’ll want to set up a TV or a large monitor that syncs with your other tools and allows you to display your Zoom room or share your screen.

Tip #2: Make it easy to book meeting rooms

No one likes giving a presentation at their desk. A great video conferencing experience means having privacy and space to fully focus on the meeting goals and participants. Invest in a room booking solution that allows your employees to easily book a space for meetings. 

Whether it’s a last-minute problem-solving session or a pre-planned quarterly retro, your employee should have an easy way to quickly search for available meeting rooms, book one, and update their calendars. You’ll also want to consider training remote employees on how to book a meeting room even if they themselves are at home. Their meeting attendants may be in the office that day and need a quiet space to take the call.  

Tip #3: Design spaces for different types of meetings

You might think your meeting rooms have to be identical and cookie-cutter. Instead, give your rooms a unique personality so they can be used for different purposes. For example, design some of your rooms with virtual whiteboards for collaboration at team meetings, while furnishing other rooms with comfy chairs and couches for more casual 1:1 meetings. 

By offering a variety of different spaces for meetings, your employees can choose a room based on the type of meeting they’re going to have. And if you’ve made sure each room is equipped with standard video tools, your employees will feel confident about running their meetings with remote colleagues.

Tip #4: Monitor your rooms daily

It’s not enough to just get your rooms set up one time. You also have to consistently run a quality assurance check to make sure things are running smoothly. Someone might unplug the iPad controller to charge their phone or spill some coffee on the wires. 

You’ll want to invest in meeting room technology that automatically alerts you if the system is down. But, your tools can’t do all the work. Encourage your employees to notify your IT team immediately if they experience an issue during or after a meeting. By sending an alert as soon as possible, you can get ahead of any future problems and get your tools ready to go for the next meeting. 

Lastly, it never hurts to do a quick sweep of the office either in the morning or at the end of the day. You might catch problems that get missed by the tools or your employees forgot to report.  

Tip #5: Provide a consistent experience

Every meeting room in your workplace, aside from phone booths and small meeting pods, should have a functioning video conferencing tool. Your team should feel confident that no matter where they’re taking a meeting from, they’ll be able to host a video call with no issues. You’ll also want to make sure the quality across each room is the same. 

Walkthrough your office and take note if each room has a video setup or not. Better yet, actually, start a meeting from each room to check the Wi-Fi connection and video quality. If you notice a meeting room doesn’t have what your team needs, add that to your to-do list and get on it! Consider doing these walk-throughs every few weeks to make sure your video calls stay consistent and high-quality.  

Tip #6: Focus on security

Any technology you integrate into your office comes with workplace security risks. So make sure you take a few extra measures to ensure your video conferencing tools are secure and safe for your team to use. Here are a few tips:

  1. Password-protect your meetings: An easy way to prevent unwanted attendees from joining Zoom calls is to set a password for the meeting. 
  2. Only allow hosts to start a meeting: Manage your settings so that only the meeting host can start the call. That way they’ll be able to recognize everyone in the waiting room and reject uninvested guests.
  3. Share invite links via secure communication: Encourage employees to only share meeting invites via a secure email server. Many people run into security issues using Facebook or LinkedIn to send meeting invitations.
  4. Check for updates: Zoom regularly updates its platform when they fix a bug or address a security issue. So be sure you’re regularly updating your applications. 
  5. Avoid file-sharing: Be careful with file sharing over Zoom. Instead, encourage your employees to share sensitive files over email or Slack. 

Tip #7: Train your teams

Even if your video conferencing tools are simple to use, you still want to train your employees on how to use the technology and best practices for how to run a virtual meeting. The perfect time to do this is in new hire onboarding. Provide a quick walkthrough of how to use the technology in the meeting rooms in your offices. 

And don’t forget that you’ll also want to train your employees on how to use their video conferencing tools at home too. Perhaps they’ve got a webcam attachment they need to set up before they begin calls or a Bluetooth headset that they should connect. By providing training, you can make sure all employees have seamless video conferencing experiences.

As more companies invest in video conferencing technology to enable hybrid work, it’s important to remember: you can’t just rely on the tools alone. You need to set up and maintain your conference rooms and enable your teams to ensure everyone can meet seamlessly. Don’t be afraid to try new things and switch out components as your company grows and your needs evolve. 

Curious about what other technology workplaces are investing in to support hybrid work? Check out our top predictions for 2030 and beyond.

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Maria Akhter
Author Bio Maria Akhter

Maria is a content marketing manager at Envoy, where she helps workplace leaders build a workplace their people love. Outside of work, her passions include exploring the outdoors, checking out local farmers' markets, and drinking way too much coffee.