The Complete Guide to Choosing and Installing Enterprise Video Conferencing Solutions

Video conferencing solutions were already being used by many Australian organisations prior to COVID. But that number has skyrocketed since the pandemic, and it’s a pattern that’s likely to continue with the APAC video conferencing market experiencing a projected compound annual growth rate (CAGR) of 11.4% from 2020 to 2027.

With technology rapidly evolving and a wider array of options available than ever before, there’s never been a better time to get on board or to take advantage of new options.

Here’s everything you need to know about choosing and installing enterprise video conferencing solutions to enhance your meeting experience and maximise collaboration and productivity.

1. Identify your meeting room goals and objectives

You’ll want to have a clear understanding of your video conferencing requirements. Perhaps you only need a simple solution with the absolute minimum number of features. Or, maybe you’re looking for something more robust with features to support meetings in larger rooms with more participants.

Another factor to consider is the size of your remote workforce. While some enterprise video conferencing solutions are primarily suited to on-site teams, others are better at facilitating communication with remote staff, regardless of location.

Enterprise-grade audio and multi-platform interoperability are two features that are ideal for accommodating team members within your organisation, as well as remote attendees. With enterprise-grade audio, you get a superior experience, enabling remote workers to hear just as well at home as they would if they were in the office. Further, multi-platform interoperability allows for ultra-streamlined communication between internal teams and external parties.

Beyond that, flexible screen sharing options are critical for allowing remote staff to view content and follow along during presentations.

Ultimately, though, the bottom line is that each organisation’s needs are different. Spending some time working out your meeting room goals and objectives will help you better understand how to prioritise your efforts.

2. Consider meeting room size

Video conferencing setups can vary considerably. One of the biggest factors that determines the ideal configuration of your setup is how large your conference room is. The size and number of screens you use and the supporting hardware you require, for example, will depend on the dimensions of your meeting room and its seating capacity.

Small meeting rooms

Imagine small meeting rooms in which teams of 1-3 people can gather, and in which every participant is in close viewing distance of the screen. Some of the most common components you’ll find a room of this size include:

• A single digital display between 50”-55”, mounted on the wall
• A sound bar with integrated camera or tabletop speakerphone and wide angle webcam

This room size may also benefit from supporting peripherals, such as a MTR or Zoom Room PC and touch panel control surface.

Medium meeting rooms

Next up, consider rooms that are suited for teams of 4-8 people and that accommodate longer viewing distances in which some team members may be positioned farther away from the screen. Common AV components for a medium meeting room include:

• A single digital display of 65”-75”, incorporating a large wall mount for the screen
• A conferencing sound bar with integrated camera, or
• A tabletop speakerphone and separate wall mounted camera

As in the case of small meeting rooms, supporting peripherals required here typically include MTR or Zoom Room PC’s with touch panel control surfaces, and – in some cases – active signal extension. Note, though, that components are often scaled up for medium meeting rooms to support the performance needs of more participants.

Large meeting rooms

Finally, consider larger conference rooms that can accommodate 12-20 people whilst also supporting longer viewing distances. AV components you’ll commonly find in a large meeting room include:

• Either dual digital displays of 65”-75” or a single display of 85”-98”
• Pan, tilt, and zoom camera(s)
• Table or ceiling mounted microphones
• Audio DSP, amplifier and ceiling speakers for clear audio throughout the meeting room
• Signal routing and extension technology to allow multiple content inputs
• Touch panel interfaces with advanced features like in-presentation switching and wireless microphone control

While many small- and medium-sized meeting rooms have options for native Microsoft Teams or Zoom, they’re considered standard for large meeting rooms.

3. Select specific AV components

Beyond specific considerations based on room size, there’s a plethora of other AV components you can choose from to create completely customised video conferencing experiences. Here are a few to consider.

Also, keep in mind the existing unified communications (UC) platforms you’re using, such as Microsoft Teams or Zoom. The AV solutions and technology you choose should support those UC platforms to prevent complications.

And, given the disparity there can be in the level of performance and overall quality of components, it’s important to choose from the offerings of reputable brands like Samsung, Crestron, Sennheiser, and QSC. These brands are known for delivering quality products that power consistent, reliable performance.

If you’re not sure where to get started and are looking for suggestions on selecting the optimal configuration, Engagis can help. Our experts will work with you to select the perfect mix of AV components based on the unique needs of your enterprise.

4. Pick the exact features you want

94% of organisations that use video conferencing tools say they increase their productivity, whilst 89% say they reduce the amount of time it takes to complete tasks. A big part of achieving these productivity spikes comes down to choosing equipment with the right features to meet your company’s unique needs.

Earlier, we touched briefly on a few features like PTZ cameras, sophisticated audio processing and wireless screen sharing. But there are myriad other features to consider.

For instance, take the ability to support multiple meeting attendees. Especially when remote workers are calling in from different locations, being able to make multiple video feeds visible goes a long way towards improving overall communications. Enabling participants to see the visual cues and non-verbal communications of all attendees minimises the depersonalisation risks that have been associated with video conferencing in the past.

Using in-presentation switching on top of that can add a whole other dimension, through which you can fluidly move from one team member to another for in-depth discussions.

Next, there’s speaker tracking, through which a video conferencing system automatically tracks whoever is actively speaking at the moment. This type of technology uses advanced microphone arrays and camera focusing to zoom in on the current speaker as you move throughout a meeting. There’s also optical zoom and digital zoom, which are helpful for large medium and large meeting rooms in which some team members are positioned far away from the camera.

HD video capability is important, as it prevents grainy, blurry recordings that may cause team members to have difficulty “reading” one another’s facial expressions. Instead, it creates a far more vivid video conferencing experience that brings on-site and remote workers together, potentially impacting their ability to collaborate.

5. Keep user-friendliness in mind

Next, remember that the purpose of implementing enterprise video conferencing solutions is to make your team more collaborative and productive. If the interface you’re using lacks simplicity and intuitiveness, meetings can be interrupted or delayed, which negates the point of using it in the first place.

Say, for instance, team members struggle with in-presentation switching or screen sharing. This can create friction, and can derail a meeting in a hurry.

Whilst there will always be some degree of a learning curve with this type of tech, you should always aim for user-friendly solutions that are easy to operate. Getting the input of an experienced partner like Engagis can point you in the right direction here.

6. Select solutions with a high level of security

Another factor to consider is security. According to data compiled by Exigence, “Australia’s reported data breaches increased by 19% as reported by the Office of Australian Information Commissioner (OAIC). Over the last reporting period, there were 537 organisations notifying cyber breaches.”

All fear-mongering aside, digital security is a massive concern for today’s enterprise organisations. Whenever you’re exchanging critical, proprietary information during meetings, you need to ensure serious precautions are taken to keep it from falling into the wrong hands.

That’s why it’s critical that you consider IT security when choosing video conferencing solutions. The best way to go about this is to partner with someone who’s certified by the International Organisation for Standardisation (ISO). ISO 27001 certification, for example, focuses specifically on information security to provide a high level of ongoing compliance, which you can learn more about here.

7. Find the right partner for installation services

Now, for your installation.

Given the scale and complexity involved with setting up a video conferencing system for an enterprise organisation, most companies opt to partner with a specialist integrator. While handling installation in-house is always an option and one that may make sense for small companies with limited needs, going through a professional partner tends to be the best choice for medium and large enterprises.

Engagis, for example, can bring together a wide variety of components for a simple, streamlined installation. Our team of specialist technicians ensure all components are installed correctly and fully functional. Rather than dealing with the headache that can accompany installing enterprise-grade technology on your own, Engagis makes it easy to set up your new equipment quickly and efficiently.

8. Consider using managed support services

It’s also important to note that managing your video conferencing solutions doesn’t end at installation. Instead, they require a certain level of maintenance. As reliable as modern hardware components are, they’re not impervious to complications from things like firmware updates or the not uncommon power supply failure. Without dedicated support in place, these challenges can lead to costly downtime that disrupts the meeting experience. Considering how fast this type of technology is evolving, equipment will inevitably need to be switched out with a newer, updated version.

That’s why we always recommend managed support services from a key partner to enable “business as usual” communication and collaboration.

Engagis, for instance, can offer a Service Level Agreement (SLA), which outlines our responsibilities for responding and resolving service requests. Through it, there are clear accountabilities in place that enable you to prioritise the issues that will have the biggest impact on critical operations. In turn, any issues that arise are swiftly dealt with through comprehensive 24/7 support, 365 days a year.

Some of the biggest benefits of working through a managed service SLA include:

• Ultra-fast resolution times
• End-to-end accountability
• Complete root cause analysis that allow preventative measures to be taken that prevent repeat issues
• Periodic inspections and comprehensive reporting

Through managed support, you gain the peace of mind that comes with knowing that, when your team shows up for a meeting, your video conferencing solutions will be working, thanks to Engagis’s industry leading 99% up-time.

Want to know more? Reach out to the experts at Engagis today. Working closely together, we can assess your operating environment, make equipment suggestions, manage your installation, and provide you with the end-to-end support needed to get the most out of your enterprise-grade video conferencing technology investment.