How we conduct meetings and collaborate with colleagues and clients has undergone a significant transformation in recent years. Video conferencing has become an integral part of modern business operations. As more and more companies adopt remote and hybrid work models, finding the best video conferencing solution for your meeting room setup is crucial. In this blog, we will explore the factors to consider and some of the top options available.
How to set up a general meeting room
Step 1: Furnish the Meeting Room
Furniture plays a pivotal role in the overall comfort and functionality of your meeting room. Investing in comfortable, ergonomic chairs to keep participants at ease during extended meetings, and make sure there is enough space on the table.
Step 2: Equip the Room with Technology
Modern meetings often rely on technology for presentations, communication, and collaboration. Install a reliable sound system, complete with microphones and speakers, to ensure all participants can hear clearly. If your meetings involve remote participants, set up a camera and choose a suitable video conferencing platform to enable effective communication.
Step 3: Provide Essential Supplies
Make sure you have what you need. Have a whiteboard or paper to write on, markers, pens, and paper for notes. Also, make sure there are enough places to plug in laptops and devices.
Step 4: Test Equipment and Connections
Before the meeting starts, check all the equipment and connections. Make sure the video and sound work well, and that the internet is reliable.
Factors to consider when choosing the right video conferencing solution
1. Room sizes and layout
Think about how big your meeting room is and how it's set up. Smaller rooms might need simpler equipment, while bigger ones could require more advanced solutions.
2. Audio and Video Quality
Effective communication hinges on high-quality audio and video. Choosing solutions that offer HD video with wide FOV to capture the entire meeting room and crystal-clear audio with a noise-cancellation feature.
3. Integration and Compatibility
Your new video conferencing system should work smoothly with your existing equipment and software.
4. Scalability
Consider your organization's future needs when evaluating video conferencing solutions. Choose a solution that can easily scale to accommodate your evolving requirements without significant disruption.
5. Cost
Calculate all the expenses, including equipment, software, maintenance, and subscription fees. Compare different pricing options to find one that fits your budget and needs.
How to set up a Zoom meeting room
Zoom Rooms system designed by Nearity provides a comprehensive and user-friendly video conferencing solution, tailored to meet the diverse needs of modern businesses. This setup transforms any space into a collaborative Zoom Rooms environment, featuring high-quality Zoom-certified audio and video components:
- Nearity V415 4K PTZ Conference Camera boasts a 15x zoom (comprising 5x optical and 3x digital zoom), along with a wide 350° pan range, delivering crystal-clear Ultra HD video quality for vivid visuals during meetings. Notably, it prioritizes privacy by automatically turning away from the room when not in use. Moreover, it offers high dynamic range, incorporates AI-driven smart tracking, and includes auto-framing features, enhancing the overall conferencing experience.
- Nearity A21S conference speakermic equips with an 8 MEMS microphone array, it provides a full-duplex audio experience, capturing every sound within a 5-meter radius. Additionally, it incorporates deep learning noise reduction technology, automatically eliminating over 300 common conference room noises. With its daisy chain functionality of up to 8 units, the A21S can fit all sizes of conference rooms.
- The B10 touch panel simplifies meeting control, offering seamless management of devices. Setting up a dedicated Zoom Room is effortless. With the B10 touch panel, you can effortlessly manage various meeting aspects, from camera controls to one-touch meeting initiation and participant invitations.
- The WT400D functions as a powerful mini PC equipped with multiple ports, including three HDMI output ports, which enable it to drive multiple 4K displays simultaneously, thus facilitating collaborative discussions. Furthermore, you can connect the V415 camera and the A21S speakermic to the WT400D using USB ports and establish a wireless connection with the B10 to complete the Zoom Room setup.
Please click the link to find out more: https://www.nearity.co/apac-en/solutions/zoom-rooms
How to set up a meeting room for BYOM
"BYOM" stands for "Bring Your Own Meeting." It essentially allows participants to use their preferred or existing video conferencing platform or software to join a meeting or virtual event, rather than being restricted to a specific platform. This approach is designed to provide flexibility and convenience to meeting attendees.
The BYOM system by Nearity is an innovative solution catering to the growing trend of remote work and the need for flexible meeting environments. Key elements of the BYOM system include:
- The V410 conference camera represents a cutting-edge solution, with an impressive 2K resolution, it ensures impeccable video quality. Its PTZ functionality provides dynamic control over the viewing angle enabling the capture of every detail within the meeting space. Packed with AI features like AI tracking and automatic framing, it guarantees picture-perfect shots.
- The A20S Daisy Chain Conference Speakermic combines a robust speaker and a sensitive microphone system, it ensures crystal-clear audio for all participants. The speaker delivers pristine sound to ensure everyone in the room hears clearly, while the microphone system captures precise and distortion-free sound, ensuring every word is transmitted accurately during remote conferences. Furthermore, advanced noise reduction technology effectively suppresses background noise and echo.
- The Nearhub Air/Tail simplifies conference room setup. It connects your speakermic, camera, display, and laptop, making it easy to start meetings quickly using your preferred video conferencing platform. It's a hassle-free solution for efficient collaboration in conference rooms.
Please click the link to find out more: https://www.nearity.co/apac-en/solutions/byom-system
How to set up a Google/Teams meeting room
In addition to Zoom, Nearity also provides a variety of video conferencing solutions for other conferencing platforms such as Google Meet and Teams.
Small conference rooms
The solution for small conference rooms focused on compact and effective, these setups prioritize space-saving designs while delivering high-quality audio and video.
The Nearity A20 Conference Speakermic is a noise-cancellation speakerphone designed for clarity and ease of use in conference settings. The Nearity V30 4K Conference Camera is tailored for huddle spaces, offering 4K Ultra HD video, an advanced microphone array, auto-framing, and area sound pickup capabilities. Its deep-learning AI algorithm enhances audio quality by reducing background noise. The camera is also equipped with privacy features and is compatible with various video conferencing platforms.
Medium conference rooms
The Nearity A20S Speakerphone and V410 2K PTZ Conference Camera combine to provide an ideal conferencing solution for medium-sized rooms. The A20S is a high-quality speakerphone with daisy-chaining capability, ensuring clear audio pickup in medium spaces. The V410 camera offers 2K resolution, AI-powered tracking, and auto-framing for enhanced video quality. This combination ensures clear audio and high-resolution video, making it suitable for medium conference rooms
Large conference rooms
PTZ Conference Camera V520D offer an advanced conferencing solution for large conference rooms. The A50 microphone features superior noise cancellation, providing clear and uninterrupted audio. The V520D camera, with its dual-lens system, ensures comprehensive visual coverage, featuring smart AI tracking, automatic framing, and speaker tracking for dynamic and inclusive meetings. These combined technologies enhance communication and collaboration in large conference settings.
Conclusion
In conclusion, the evolution of modern meetings and the rise of remote work demand adaptable and efficient meeting room setups. Nearity offers a range of innovative solutions, from Zoom Rooms to BYOM setups, ensuring crystal-clear audio and video quality, simplified control, and seamless integration. Whether it's Zoom, Google Meet, Teams, or any other platform, Nearity's versatile solutions transform meeting spaces into collaborative hubs, enhancing communication and productivity for businesses of all sizes. Explore Nearity's offerings to elevate your meeting experience and adapt to the evolving landscape of work.
We are SI and reseller-friendly, so reaching our team to book a demo to see how our products can benefit to your business.
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