With video conferencing becoming part and parcel of our working life, businesses, organizations, and public entities need to choose the right equipment to significantly improve communication while ensuring effectiveness, reliability, security, and privacy. Several factors need to be evaluated, and here's a guide to making informed choices for putting together your setups.
Define Your Requirements
1. Room Size and Layout
The size of the room will determine the type of camera, microphone, and speakers needed.
- Hot Desks
A high-quality webcam and a headset with a microphone can suffice. - Small Rooms
A high-quality webcam with a built-in microphone or a speakerphone is ideal. - Medium-Sized Rooms
Use a dedicated video conferencing camera with a wide field of view and a speakerphone or microphone array for better audio coverage. - Large Rooms
Invest in professional-grade video conferencing systems with multiple cameras, microphones, and advanced speakers to ensure clear audio and video for all participants.
2. Budget and Scalability
We all know that budget matters and it is important to balance cost and functionality. Start with essential items that fit your budget and expand as needed.
- Budget-Friendly Options
Basic webcams, headsets, or speakerphones are affordable options for individuals or small groups with basic video conferencing needs. - Mid-Range Setups
Consider dedicated video conferencing cameras and microphone arrays for enhanced audio-visual quality. - High-End Solutions
Go for advanced, professional-grade video conferencing systems with features like noise and echo cancellation, PTZ cameras, and automatic framing.
1. Infrastructure
Internet Connection
A reliable high-speed internet connection is crucial for stable audio and video transmission during the session.Compatibility
Check the video conferencing software/platforms (e.g., Zoom, Microsoft Teams, or Google Meet) that your office uses. And consider the compatibility before making any hardware purchases. Compatible hardware simplifies setup and ensures optimal performance.Lighting
Good lighting is essential for clear video. Ensure the room is fitted with proper lighting.Room Acoustics
If your budget allows, treat the room with sound-absorbing materials to reduce echo.
2. Hardware
- Camera
For small rooms or individual use, opt for a webcam with a resolution of at least 1080p for crisp visuals. Also consider features like wide-angle lenses for group settings, auto-focus to keep images sharp, and privacy covers for protection against unauthorized access.
For larger spaces, consider getting a dedicated video conferencing camera that usually offers 4K resolution and a wider field of view for better video quality. Most also have advanced features such as auto-framing, low-light performance, and PTZ capabilities.
Microphone
To ensure clear audio capturing, choose a microphone with a noise-canceling feature. A headset that comes with a mic is ideal for individual use. A speakerphone is good for small to medium-sized rooms. An advanced audio system, like a microphone array, is best for large rooms and capturing audio from multiple participants.
AVerMedia’s AS315 speakerphone is good for capturing and delivering audio in small to medium-sized rooms. It has AI noise reduction and echo and reverberation removal features, guaranteeing uninterrupted and clear audio.
- Speakers
A built-in laptop speaker might be sufficient for small rooms or individual use, but a high-quality external speaker or soundbar is worth investing in for better sound quality and louder volume, especially for larger rooms. Some of them have an echo cancellation feature that helps reduce echo significantly. - Display
For individual use, a monitor with good color accuracy will suffice. For larger spaces, consider big-screen TVs or projectors with high resolution. - Connection Hardware
Consider using hubs or wireless connection devices to make the connection between your equipment seamless.
Additional Factors to Consider
1. Security Features
Security is a top factor for businesses, organizations, and public entities dealing with sensitive and confidential data and information.
TAA (Trade Agreements Act) and NDAA (National Defense Authorization Act) Compliance
Look for TAA-compliant devices to ensure they meet government procurement standards. Also, devices compliant with NDAA Section 889 avoid components from restricted manufacturers, enhancing cybersecurity. These features are especially important for businesses or organizations concerned with supply chain security or federal contracts.Privacy Shutter
Cameras with integrated privacy shutters block unauthorized viewing when not in use.- Information Storage
Devices that store your information when in use, whether local or in the cloud, might cause potential security breaches. Opt for devices that don't store your information at all.
2. Availability of Trial Units
Trial or demo units can help confirm whether a device meets your requirements and integrates well with your existing setup before making bulk purchases.
Balancing cost, functionality, and security is critical when selecting video conferencing equipment. Being the Audio-Visual expert with over 30 years of experience in the industry, AVerMedia offers a wide selection of TAA and NDAA-compliant video conferencing devices that ensure not only effective communication but also peace of mind. AVerMedia also has a trial program that welcomes applications from businesses, organizations, and public entities.
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