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Choosing the Right Video Conferencing Equipment

Guide to choosing the right video conferencing kit by ASG.

How to Choose the Right Video Conferencing Equipment for Your Business

These days, most of us have more than one office, with one of these likely to be at home. Therefore, it is more important than ever to facilitate workers’ easy movement between different workplaces,  with equal efficiency regardless of location.

The need for conference rooms with video conferencing capabilities has also grown. Companies are ditching stuffy boardrooms in favour of more adaptable “huddle spaces” like video conferencing. It is becoming increasingly important for businesses to make informed decisions when implementing new technologies. To avoid wasting the first 10 to 15 minutes of a meeting fiddling with the technology, choose solutions that are simple to implement and ultimately intuitive for staff to use.

This type of equipment has also kept up with the trend of remote working and having multiple offices. Below we will guide you on how to choose the best video conferencing equipment for your business.

If you’re in need of a video conferencing equipment installer, get in touch with the ASG team.

What do You Expect From Your Video Conferencing Equipment?

Excellent Reliability is key. Both the audio and video will sound and look as if you are in the same room even if you are thousands of kilometres apart. Never settle for average when it comes to business-critical communications.

Sharing your screen or presentation during a video call is crucial for turning it into a productive meeting or presentation in real time. You can both talk and write at the same time with this method of collaboration.

Look for a solution that allows for communication between any two devices, including televisions, computers, tablets, and mobile phones.

The ability to seamlessly escalate calls is a huge benefit.  The number of people in a video call shouldn’t affect the quality of the call. Choose a service that supports call escalation to avoid the hassle of having to terminate a two-way call before beginning a conference call.

Choose a system that allows you to record the conversations. Not many products have recording capabilities, and even fewer have a built-in method of distribution.

Users should be able to easily organise one-off meetings, create reusable meeting room spaces for recurring meetings, and send invitations to people outside the company using streamlined calendar integrations and directory-based calling.

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How to Pick the Perfect Video Conferencing Equipment

If using a computer, you need to have a video monitor, webcam (most laptops have one built-in), microphone (some exterior webcams come with a microphone included) and exterior speakers. If using a cellphone, most of what you need is built into the cellphone already, although earbuds might be a good option to hear things better and to block out outside noises if you’re having the video call in a public location.

Let’s take a closer look at the tools that will make it possible for you to have productive video conferences with your stakeholders.

You might be interested in our Aver video conferencing kit.

AVer-VC520-Pro-Camera-for-mid-to-large-rooms-front-image

Cameras

Many devices already have a camera built in, and most of the time, that camera should be fine. Dedicated webcams are often a superior option for serious video conferencing or other situations where you need to portray a more professional picture. Standalone systems offer superior image quality compared to the majority of webcams that are embedded into your laptop or computer. You should look at a 1080p+ model if you frequently give public lectures, are a budding podcaster, or have a significant audience. How a traditional meeting room is used determines the best camera. A standard web camera isn't the ideal option if you frequently have online guests or a combination of online and in-person visitors. In order to ensure that attendants are always in view, sophisticated webcams employ facial and voice recognition technology to track and follow their faces.

AVer-VB342+-4K-USB-Video-Soundbar-and-Camera-front

Speakers

Dedicated speakers can replace headphones and built-in speakers. Instead of looping sounds separately, speakers are the greatest way to communicate audio to a group in a hybrid meeting.

video conferencing equipment kit by ASG

Headsets, Headphones and Microphones

Headphones and headsets serve different purposes. A headset is characterised by an external microphone that protrudes from the device, while headphones can be used solely for listening or have a built-in microphone. Headsets allow you to concentrate on the discussions without interference. Using your laptop's speaker and microphone exposes you to potential sound distortion, ambient noise, and the need to find a quiet spot for the interaction. The microphone's primary function is to transmit that sound to an audience. If you typically only participate in internal meetings, stand-ups, or casual talks, you can get by with just the built-in microphone on your device. Spending on microphones for meeting rooms will be significantly higher than for individual use. You'll need to take on challenges, like figuring out how to record everyone in a room so that they can all be heard well.

IT Support Companies Edenvale - ASG

White Boards

Traditional meeting rooms should always have high-tech whiteboards available. They improve meetings for both in-person and remote attendees by giving everyone the ability to work together on a single screen. Drawing on the power of visuals, you can more effectively communicate your ideas and build consensus among your audience. Smart whiteboards allow users to connect to them remotely or wirelessly, and many of them are compatible with collaboration systems like Microsoft Teams, Zoom, Webex, and so on.

 

In conclusion, with the rise of remote working and the need for adaptable meeting spaces, video conferencing equipment has become an essential tool for businesses. When selecting the right equipment, it is crucial to prioritize reliability, screen sharing capabilities, communication between various devices, call escalation, and the ability to record conversations. Additionally, it is necessary to consider the various tools needed, such as cameras, headsets, microphones, speakers, and whiteboards, depending on the type of meeting space and the number of attendees. By considering these factors, businesses can choose the perfect video conferencing equipment for their needs, resulting in productive and efficient meetings regardless of location.

FAQs based on selecting video conferencing equipment for your business

The essential factors to consider when selecting video conferencing equipment for your business are reliability, screen sharing capabilities, communication between various devices, call escalation, and the ability to record conversations.

You need a video monitor, webcam, microphone, and external speakers. If you are using a cellphone, most of what you need is already built into the cellphone, but earbuds may be necessary to hear better and block out outside noises.

Dedicated webcams are often a superior option for serious video conferencing. Standalone systems offer superior image quality compared to the majority of webcams that are embedded into your laptop or computer.

Dedicated speakers can replace headphones and built-in speakers. Instead of looping sounds separately, speakers are the greatest way to communicate audio to a group in a hybrid meeting.

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