Top 5 Things to Do When Preparing to Install Video Conferencing Equipment

March 19, 2020

The decision to install video conferencing equipment is one you won’t regret for your business. Not only will this AV upgrade allow you to be on par with the latest technology trends, it will offer significant benefits to your company. Organizations with standardized video conferencing equipment tend to:

  • Create more flexible work environments which leads to better work-life balance and a larger talent pool.
  • Have more mobile teams and wider business territories.
  • Be more productive and collaborative
  • Save time and money that would otherwise be spent traveling for face time with clients and team members.
  • Succeed internationally more than companies that rely on phone calls and emails.

For some companies, there are even more benefits!

But, like with all major business decisions, there is a good deal of preparation that must happen before you can install your video conferencing system. Here are the five most important preparation steps:

1. Research video conferencing companies

Not all video conferencing companies offer the same things, which means that not all will be right for your business. With that being said, there are some research points to keep in mind when looking for a provider:

  1. Look for a company that will help you not only get equipment but set a total AV strategy that aligns with your overall business goals.
  2. Make sure your provider partners with best-in-class technology providers to help you achieve your greatest AV/VC goals.
  3. Find a company that offers a user-inspired subscription service so you can have on-demand support, the latest technology, and terms that can be adjusted at any time.

2. Take note of your physical surroundings

While your meetings will be virtual, your physical surroundings still play a big role in preparing to install video conferencing equipment. The size of your rooms, the amount/type of lighting, the height of your screens, and whether or not you have soundproof/echo-proof walls will all make a difference in the type of video conferencing equipment you’ll need.

If you need to make any adjustments to lighting or sound within your meeting rooms, it’s a lot easier to do so before any equipment is installed. Also, be sure that you have no distracting decor on the walls that could take away from a meaningful meeting.

3. Plan the logistics

In order to select the right type and amount of equipment, you’ll have to take some time and analyze the logistics. Some things you’ll need to make note of:

  • How many attendees do you anticipate in an average meeting? How many do you anticipate in a large meeting?
  • What will the AV demand look like at any given point during the workday? Do multiple locations across different time zones have any overlap in working hours?
  • How many huddle rooms do you have?
  • If you have multiple locations, how many of them are getting new systems?
  • If you have international locations, are there differences in tech specifications?

Asking these questions will help ensure you pick the right technology for your company.

4. Prioritize based on your business goals 

It’s important that the technology you’re using aligns with your business goals and actively helps you achieve them. Your strategic goals will drastically impact your priorities when setting up your equipment. For example, if you are using video conferences to pitch to potential clients, then quality should be your highest priority, no matter the cost. Using it exclusively for internal purposes, however, would warrant priorities of speed and bandwidth.

5. Pick the right solution

This sounds simple, but with so many video conferencing solutions out there, it can be easy to fall victim to a sub-par setup. Look for equipment from well known technology providers that have a good reputation for quality.

If you are unsure of which equipment is right for you, or don’t know where to begin, your best bet is to contact an expert. The team at IVCi is always here to discuss your goals, offer advice, and provide the best possible AV/VC experience to help your business achieve strategic goals.

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