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6 conference room mistakes you can’t afford to make

March 19, 2018

6 conference room mistakes you can’t afford to make

You spend a lot of energy and resources on sales and marketing. Convincing prospects to trust in your abilities takes time and effort. Building out a complete solution requires research, planning and a team with technical expertise. In short, a lot has to come together for you to have the chance to create a satisfied customer. Unfortunately, one small mistake can overshadow all your hard work.

Working with solution providers on thousands of installations, we’ve seen it all, but here are a few conference room oversights that happen more than you’d expect.

Poor room selection

If you have a say in the location of a conference room, take the time to do a thorough evaluation of the options. Pay close attention to sunlight that enters the room at various times of day and year as it might affect the visibility of displays. Additionally, while all-glass rooms might look trendy, the glass can cause audio issues such as echoes. Finally, note any equipment or machinery that might cause disruptions when in operation. For example, an HVAC unit or elevator could overpower the audio of those speaking in the room.

Using the wrong camera for the job

While it might be tempting to give in to customers uneager to spend thousands of dollars on a camera, if they need PTZ (pan, tilt, zoom) capabilities or high-quality, high-resolution video, settling for a low-end camera will end in disappointment.

Not having adequate microphone coverage

Many say that the most critical aspect of a videoconferencing install is the audio. With poor audio quality, communications become frustrating at best. Make sure you have sufficient microphones to accommodate the room size and number of users. Desk mics are one option, as are in-ceiling microphone arrays. Additionally, a DSP (digital signal processor) can be used to eliminate some echoes and enhance sound quality.

Not making it easy for users to share content

Users today rely on a variety of different devices to communicate. Sharing content from those devices can be challenging, often requiring an assortment of cables depending on the make and model of the device. Consider including a wireless content-sharing unit that allows users of all devices and operating systems to connect wirelessly and share content.

Poor networking and infrastructure

You can have all of the above covered and still fall flat if the videoconferencing solution doesn’t have an adequate networking backbone. Test to ensure there’s enough bandwidth for video at all times of the day (competing with other bandwidth-intensive applications) and that latency is low.

Not seeking assistance when it's available

There’s a lot to consider when putting together a professional AV solution, and you don’t have to do it all on your own. Ingram Micro’s professional services team is available anytime to help you build, install and deploy. To learn more or get assistance, contact Ingram Micro’s UCC and videoconferencing experts, Curt Vurpillat or Chad Simon.