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The keys to successful and productive videoconferencing

Since the spread of hybrid working, videoconferencing – a key element of the Flex-Office – has rapidly established itself as the basis for effective collaboration.

Depending on the options available, a videoconferencing system enables teams to continue collaborating wherever their members may be. But the basic function remains communication. To achieve this, the solution used must at least enable you to see, be seen, hear and be heard in good conditions.

Ease of use must also be a priority. Who hasn’t seen their meetings systematically start late because one or more participants couldn’t join them? “Can you send me the invitation again?”. “I can’t hear you! ” . “How do we share the screen?”

The audiovisual comfort of speakers and participants in videoconferences is essential to ensure their attention and concentration.

videoconference, see, be seen, hear, be heard
videoconferencing for meeting rooms

Videoconferencing in the meeting room

The key factor in choosing an audiovisual solution is the size of the room in which it will be installed.

For medium-sized rooms, manufacturers offer large screens or interactive whiteboards (up to 98”), very bright and offering excellent image quality whatever the lighting conditions in the room. In many cases, the integrated 4K camera automatically zooms in on the speaker. On the sound side, powerful speakers placed all around the screen offer surround sound quality and a respectable range of up to 8m. Like the cameras, the microphones added to the screen “follow” the speaker and filter out ambient noise.

In most cases, these systems can be adapted to slightly larger rooms by fitting additional cameras and microphones/speakers.

Finally, some manufacturers have made these solutions mobile. As a result, they are no longer tied to a particular room and can easily move to wherever the meeting is being held!

Videoconferencing in the plenary room

Last but not least, the equipment of large rooms requires special attention. To a certain extent, people at the back of the room will be in a similar situation to those at a distance. It will therefore be necessary to place microphones, loudspeakers and even screens (video transfer) throughout the room to ensure optimum audiovisual quality for each participant. A projection system will replace or complement the interactive screen.

In all cases, audiovisual equipment for large rooms requires a study that takes many parameters into account.

videoconferencing and plenary room
videoconferencing and teleworking

Teleworking videoconferencing

The basic equipment for teleworking is the laptop. However, the latter is not the best tool for pleasantly participating in a videoconference. This was due to the poor quality of the camera and sound card on his laptop… On the image side: backward views, big noses, backlighting. Sound: no filtering, poorly placed microphone with no range, nasal voice.

For the teleworker, a wireless headset equipped with a microphone, one or two large screens and a quality stand-alone camera will provide the comfort needed to ensure a productive meeting.

Videoconferencing, collaboration and other technical criteria

In addition to the features described above, the choice of a videoconferencing system must also take into account the following factors:

  • Collaboration: The platforms offer features that greatly enhance collaboration during calls, enabling users to share files, work in real time on documents and annotate interactive boards together.
  • Interoperability : The videoconferencing system must be usable regardless of the equipment connected to it, and for all OSes. Some solutions, installed in a fixed position in the meeting room, allow you to connect to the meeting without a PC.
  • Plug and Play solutions: System connection must be possible without the use of special software. In addition, a wireless connectivity solution, via a dedicated Wi-Fi network isolated from the corporate network, will be preferred. No more problems with incompatible cables and connectors!
  • Cybersecurity: Like all IT devices, videoconferencing systems are prime targets for cyber-malware. The chosen solution must be robust, with regular updates.
the right cable for videoconferencing

Microsoft Teams Room: turnkey videoconferencing!

Microsoft Teams Room specialist, OpenMySpace offers a ready-to-use configuration for meeting rooms, combining the Teams application with Microsoft-certified videoconferencing equipment. Every employee benefits from a familiar videoconferencing experience, whether on their computer, mobile or in the meeting room, thanks to a uniform user interface.

A key feature of the Microsoft Teams Room (MTR) is its autonomy. You don’t need a computer to launch an in-room videoconference, and you don’t need any special computer skills. Scheduled meetings, linked to a dedicated Teams account, are displayed on the room’s touchscreen or tablet, and start with a simple gesture. The design aims to simplify the set-up and running of video meetings, offering a practical and efficient solution for businesses.

videoconferencing is the 1st hybrid work tool