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How to Ensure Your Video Conferencing System will Deliver

When planning your new hybrid conferencing system installation, there is a lot to consider. The right system should be easy to use, scalable, and integrate smoothly with your IT ecosystem.

Here are some important elements and how get them:

  1. Clear audio/video: Choose HD video, beamforming mics and echo cancellation
  2. Usability: Ask your AV partner for one-touch join and intuitive UI
  3. Security: Make sure you get encryption, access control and compliance
  4. Scalability: Insist on room-to-room consistency and easy expansion
  5. Integration: Make integration with your IT systems, calendars and identity providers a criterion for the system
  6. Support: Ask for training, remote management, vendor help in emergencies

More to consider

Compatibility with your platforms

Ensure your new video conferencing system will supports your preferred video platforms. Ask for certified hardware (e.g., Zoom Rooms-certified cameras or Teams Rooms devices). Choose equipment that allow cross-platform flexibility, especially for external meetings.

Camera quality and coverage

You want a high-resolution (at least 1080p) camera for a professional image, wide-angle lenses for small rooms, and PTZ cameras for larger ones. Auto-framing and speaker tracking make for dynamic, inclusive conversations. Multiple camera setups may be needed in larger boardrooms or classrooms.

Tools for the best audio clarity

  • Beamforming microphones or ceiling mics give clear voice pickup
  • Acoustic echo cancellation and noise reduction are often worth the investment
  • High-quality speakers provide natural sound
  • Consider sound masking and acoustic treatments for noise control

Ease of use

At Midwest Audio Visual, we usually recommend one-touch join, auto-dial or proximity joining from a mobile app, with simple, intuitive control interfaces.

The right equipment for your room size and layout

We tailor equipment to the space:

  • Huddle rooms need all-in-one videobars
  • Medium rooms benefit from an all-mounted camera and tabletop mic array
  • Large rooms provide the best audio and video with PTZ cameras, ceiling mics and multiple displays

Lighting upgrades may also be needed for quality video.

Scalability and support

Ask your designer these questions, “Can the solution be standardized across multiple rooms or locations? Is it easy to add more cameras, microphones or displays later? Does your offer ongoing support, warranty and remote troubleshooting?” I want to say somewhere in this: Is this a tried and true design? Has this been used somewhere with success?

Total cost of ownership

Check the following before you approve your hybrid conferencing system design and installation contract:

  • Installation, licensing (Zoom Rooms, Microsoft Teams Rooms), and service fees
  • Hardware refresh cycles and compatibility with future upgrades
  • The long-term ROI against cheaper or DIY options

Midwest will guide you through all these considerations to make sure you get a videoconferencing system that meets your needs today and tomorrow.

Acoustic Treatment Companies Improve Sound Quality, Reduce Distractions and Aid Privacy

Unless your space is highly sound-absorptive, acoustic treatments can help everyone using it—both in person or remotely—hear better. Acoustic treatment companies make speech more intelligible and reduce distractions to aid workplace productivity. We also devise solutions to prevent eavesdropping. Working with Midwest Audio Visual, you will learn how to reduce echoes, reverberations and unwanted sound reflections. Our knowledge can help even modest audio setups sound much better. We specialize in improving sound quality by designing, selling and installing materials that control how sound behaves. A typical Columbus job goes like this: On-site or remotely, we first assess your acoustic needs. Next, we design a plan, with the appropriate placement of solutions like absorbers, diffusers and bass traps. Then, we source the items in the plan, using materials like acoustic foam, fiberglass, mineral wool, wood and fabric-wrapped absorbers. Finally, it is time for our professional installation team to install the treatments.