5 Tips for Creating an Optimal Video Conferencing Experience for Your Workplace

The quality of your video conferencing says a lot about the quality of your business and how much you value the experiences of your customers and staff. Due to the rising importance of video conferencing in the workplace, your conferencing systems must be able to provide a seamless experience to staff and customers regardless of their location.

(1) Audit your workplace’s current video conferencing setup

First of all, it’s important to review your current conferencing setup and meeting room spaces, to see where you might be lacking or what may already be working. It might be a good idea to speak to your staff to see if they are happy with the quality and ease of use of your current systems. You may find that your stakeholders frequently find the meetings difficult to hear, struggle with patchy video, or attend meetings that take too long to start. Depending on the assessment, you may find that you only need to upgrade certain elements rather than reconfigure your complete system.

(2) Choose the right video conferencing platform

Choosing the right video conferencing platform is an essential part of creating an optimal video conferencing experience. There are many different software options out there, so it’s important to know which one will be the right fit for your business. To help figure out the best solution, consider the specific requirements of your company with things like employee size, security needs, and functionality. Some online meeting software is better catered to smaller businesses while others are better suited for enterprise businesses with more comprehensive security requirements and higher staff numbers. There are many different platforms, including Microsoft Teams, Zoom, Google Hangouts, and Cisco WebEx. Your decision will likely be impacted by your company’s email and calendar host.

(3) Best-in-class AV equipment

Investing in best-in-class equipment is a surefire way to set up an ideal video conferencing experience, and the audio and visual components are arguably the most important. Having a clear image of who you’re meeting with is vital to creating better engagement. High-quality video technology is also essential for ensuring that information can be clearly displayed. We recommend having a digital display setup in your conferencing area. For our recommendation on the best-sized screens for your spaces check out this blog. Good-quality speakers and microphones should also be set up in a way that optimises the sound and size of the room. This will ensure that everyone present can see and hear properly and it also creates a more inclusive conferencing experience for both those in the room and remote.

video conferencing

(4) Conduct video conferencing training with your staff

It’s very common for a lot of staff and clients to struggle with video conferencing technology, as the industry is constantly updating and evolving, and workplace training is often overlooked when it comes to technology. It’s essential to make sure that adequate training is provided on how to use digital meeting software. This will ensure that meetings can run smoothly with very few technical difficulties and that your workplace is getting the most out of the system. Ensuring that every staff member knows how to navigate the system easily helps foster collaboration and improve productivity, two benefits that a good video conferencing system should achieve.

(5) Choose the Right AV partner

An effective AV partner is a company that can do the heavy lifting of your technology implementation. They will assess your current video conferencing setup and come up with the best possible solution to improve it. It’s important to choose a partner that has good experience in the industry, to ensure that you are getting the best possible advice, service and solutions. A reputable partner will come up with a solution design fit for your business. They will also be experts in procuring technology, installation and providing both pre and post-sale support. Your AV partner should also have strong relationships with market-leading vendors, to ensure the equipment you receive is to the highest standard and for better transparency during the procurement and logistics process. If you’d like to read more specifically on how to choose the right partner for your conference room audio-visual installation take a look at our blog post here.


At Engagis we understand that it’s not always a one size fits all approach to finding the right digital technology for your workplace. We take special care in assessing each business’s individual needs, and ensure that we are always available to assist with any issues or difficulties that our clients may be experiencing. One of our core values is to provide a safe set of hands for our clients and to ensure that you are always comfortable with our process and the technology we provide. Get in touch today to learn more about how we can improve your workplace.


Get in touch