It’s not always easy to set up a video conferencing room. But there are some steps you can take to make sure it will be as successful as possible.
First, make sure the room is quiet and free from distractions. Second, cover your windows so that glare on the screen doesn’t interfere with the camera during meetings. Third, have enough light in the room… Wait, why are we uncovering our secrets early on?
Let’s delve into all of these so you fully understand how to optimize your space.
1. Make Sure The Room Is Quiet And Free From Distractions
Distractions can come in many different forms, both external and internal. External distractions are things that happen outside of our control, such as people talking or a loud noise. Internal distractions are things that happen inside our own minds, such as thoughts or worries.
No matter what the source, distractions can greatly reduce our productivity and creativity. In order to be productive and conduct your video meetings efficiently, we need to be able to focus on the task at hand without being interrupted. This can be difficult when there are lots of external or internal distractions clamoring for our attention.
The best way to deal with distractions is to eliminate them as much as possible. This may mean finding a quiet place to set up your huddle room, turning off notifications on your phone or computer, drawing blinds over room windows… You get the gist.
2. Keep The Windows Covered To Avoid Glare On The Screen
There’s nothing worse (okay, there is, but bear with us) than trying to focus on a video call when the sun is glaring in through the window.
Not only is it distracting, but it can also make it difficult to see the person you’re talking to. The best way to avoid this is to keep the windows covered, whether that means closing the curtains or blinds or hanging up some black-out curtains. This will help to create a more evenly lit space and make it easier for everyone to see each other clearly.
3. Make Sure You Get The Finest Video And Audio Equipment
It’s important to make sure you have the best possible video and audio equipment for your huddle room. After all, if you can’t see or hear the people you’re trying to communicate with, it’s going to be pretty difficult to have a productive conversation.
There are a lot of different options out there when it comes to video and audio equipment, so it’s important to do your research and find the products that best fit your needs. If you’re not sure where to start, we’ve got a few “suggestions” for you:
For video, we recommend a great all-around webcam that offers 1080p video – there’s no need for you to go higher than that. As for audio, it all depends on how many people are in the huddle room, but lavalier mics usually do the trick.
4. Organize Your Huddle Room Using A Huddle Room Builder
What is a huddle room builder? It’s a huddle room building service that provides you with optimal solutions for your video conferencing rooms.
Instead of you worrying about the setup, services like HUDD.IO make sure you get everything you need in one place. Huddle room builder service like this one will provide you with the best products and services for your huddle room so that you can focus on what’s important – conducting productive video meetings.
5. Position The Monitor So That Everyone Can See It Clearly
One way to make sure everyone can see the video monitor clearly is to position it in a way that everyone can see it. This may mean adjusting the height of the monitor or moving it to a different spot in the room.
If possible, try to avoid having the monitor facing a wall or another object that would obstruct people’s view. The goal is to have the monitor in a spot where everyone can see it easily without having to strain their necks or eyes.
6. Avoid Having Too Many People In The Shot
Having too many people in the shot can be distracting. Not only will it be difficult for people to focus on the speaker, but it can also make the audio quality suffer if everyone ends up trying to talk over one another. If possible, try to limit the number of people in the shot to no more than three.
7. Invest In High-Quality Furniture – Especially Chairs
Even though video conferencing calls usually don’t take long, there are days when you take more than a few. If you’re going to be spending a lot of time in your huddle room, you want to make sure you’re comfortable. This means investing in high-quality furniture – especially chairs.
You don’t need to go out and buy expensive office chairs, but you should make sure the chairs you do have are comfortable and offer good support.
8. Make Sure There’s Enough Space
In order for people to be productive, they need to feel comfortable.
A cluttered and cramped huddle room will make people feel uncomfortable, stressed, and frustrated. This will lead to pretty unproductive meetings and uncomfortable conference calls. Make sure there is enough room for people to move around freely so that they can be as comfortable as possible.
9. Ensure High-Speed Internet Connection
Without high-speed internet, you can forget productive video conference calls goodbye. Choppy and laggy video calls are a thing of the past. They’re not professional and they’re not going to get the job done.
In order to avoid this, make sure you have a high-speed internet connection. If possible, go with a cabled connection instead of Wi-Fi. This will ensure clear and lag-free video and audio quality for your huddle room meetings.
10. Test Your Video Conferencing Setup Before Your Meeting
In the end, you’ll want to test everything out before you conduct your first meeting. This way, you can be sure that everything is working properly and that there won’t be any surprises.
To test your video conferencing setup, we recommend calling a colleague and testing out your audio and video quality, as well as your internet connection speed – at the office. This will give you peace of mind knowing that everything runs smoothly.
In order for video conference meetings to be productive, you need to make sure your video conferencing setup is ready for use.
In this article, we’ve provided ten tips that will help you get your huddle room ready for video meetings. Follow these, and you should end up with a perfect video conferencing huddle room!