There’s more that goes into setting up an AV room than just getting the technology integrated. While that’s a huge factor, failing to have the proper setting will make that technology less effective — in some cases, it could be altogether useless.

Even slight imperfections in AV and conference rooms can cause major disruptions in productivity and collaboration. And in today’s working climate where the majority of meetings and projects are being executed with video conferencing equipment, there is absolutely no room for error.

Here are some design considerations to keep in mind when planning your huddle room, collaboration space, or any other AV setup.

Acoustics

Everyone in the room must be able to hear the speaker. Many different factors contribute to the clarity of audio including ambient noise from a heating or cooling system or hard surfaces that reflect sound and cause reverberations.

Tips for optimizing acoustics:

  • Choose a room that is away from noisy appliances, machinery, or spaces where people commonly walk or talk.
  • If possible, soundproof the room.
  • Record conversations in different parts of the room and listen for echoes.

Lighting

Lighting is extremely important for both in-room and remote participants. Improper lighting can cause eye strain for local participants while also washing out or creating shadows for remote participants.

Tips for optimizing lighting:

  • Choose a room with natural light or choose light fixtures that mimic natural light.
  • Invest in video conferencing lighting, such as a Ring Light.
  • Test the lighting in the room at different times of day to make sure the sun does not negatively impact room lighting.
  • Install shades or blinds on windows in the room so the light can easily be adjusted as needed.

Furniture

Furniture in your AV room should be both aesthetically pleasing and functional. There should be a balance of form and function that allows you to provide a relaxing atmosphere without distracting anyone.

Tips for optimizing furnishings:

  • Get a cable management system to keep cables and wires tidy and out of sight.
  • Mount displays on furniture rather than walls for a more customizable, less expensive implementation.
  • Stick to neutral color schemes with decorations that are not too bold or distracting.

Other surroundings

It’s also important to consider the other aspects of the room when designing the AV components. If you have digital signage, gaming systems, lecture setups, presentation screens, etc., you’ll want to make sure that they don’t interfere with each other.

Tips for optimizing surroundings:

  • Install features that work well together in the same space, like video conferencing equipment and presentation screens.
  • Avoid technology combinations that will result in echoes, feedback, or odd lighting.
  • Consider the daily schedule so the room isn’t needed for different activities at the same time.

Social Distancing Requirements

While we all hope that social distancing is not a long-term requirement for workplaces, it’s something that needs to be considered. Make sure the space can easily accommodate distance between people without sacrificing effectiveness.

Since video conferencing solutions are a key component of a business continuity plan during any circumstance, it’s important to make sure you can utilize it regardless of the situation.

Tips for a flexible layout:

  • Make sure the space is big enough so that people can utilize the space without being too close to each other.
  • Install multiple cameras if possible.
  • Install technology and furniture in a way that can be easily changed or moved if circumstances necessitate.

It may seem like there’s a lot to consider, but it’s less overwhelming with a trusted video conferencing company by your side. Contact the team at IVCi today to get started.

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