In the era of hybrid work, videoconferencing rooms have become key spaces for business communication. Designing the right infrastructure for videoconferencing rooms is key to ensuring effective and professional communication (even more so in business environments). A well-equipped room depends not only on the technology used, but also on how elements such as acoustics, lighting or connectivity are integrated into the space.
However, many organizations neglect fundamental aspects in the planning of these environments trying to prioritize the aesthetic benefit, which results in unproductive meetings, technical failures or frustrating experiences for users. In this article we review the 5 most common mistakes in videoconferencing rooms and explain how to avoid them thanks to a good infrastructure design.
1. Bad acoustics or echo in the room
Poor acoustics can ruin any meeting. Echoes, background noise or poor voice pickup lead to frustration and loss of information, which ultimately results in the user getting fed up and ending the call.
How to avoid it:
- Condition the room with sound-absorbing panels, carpets or curtains and reduce the use of sound-absorbing materials such as glass or methacrylate.
- Prioritize furniture (especially large ones) made of sound-absorbing materials such as wood.
- Uses noise-canceling microphones.
2. Poor lighting
Lack of light or excessive backlighting can make it difficult for participants to be seen properly on camera, detracting from the professionalism of the meeting.
How to avoid it:
- Make sure the light source is in front of the participants, never behind.
- Distribute lighting evenly throughout the room, so that shadows created by one LED lamp can be softened by others.
- Use diffused white LED lighting to avoid harsh shadows.
- If the room has a multi-purpose use, it is always a good idea to run a diversified installation, so that certain rows of lamps can be dimmed or even switched off completely in case of need.
3. Poorly positioned cameras
A poorly positioned camera (too high, too low or to the side) gives an unnatural or even uncomfortable image for the interlocutors.
How to avoid it:
- Place the camera at eye level, centered in front of the participants. (It may be necessary to slightly move certain elements such as the TV).
- In medium to large rooms, opt for cameras with automatic tracking or intelligent framing, such as hybrid tracking. In these cases it may also be advisable to increase the number of cameras to 2 units.
4. Use of non-compatible or low quality equipment
Often generic cameras or home-made systems that are not intended for professional environments are used, resulting in disconnections, low resolution or audio problems.
How to avoid it:
- Invest in equipment designed for professional rooms, certified for platforms such as Zoom, Microsoft Teams or Google Meet.
- Make sure the camera has Full HD or 4K resolution, especially in medium to large rooms. Higher resolution ensures a sharper image, enhances professional perception and enables features such as digital framing without loss of quality.
5. Poor connectivity or technical configuration
An outdated, unstable or improperly configured network can cause interruptions, delays or loss of quality in video calls. Keeping audiovisual equipment up to date and properly configured is also crucial for both the quality of communication and your total privacy.
How to avoid it:
- Update and properly configure your local network/Internet connection, making sure it meets the necessary conditions for the video call platform you are using.
- Prioritize a wired (Ethernet) connection over Wi-Fi for your videoconferencing systems.
- Upgrades and properly configures the audiovisual equipment involved to ensure maximum performance.
Conclusion
Avoiding these common mistakes is key to ensuring efficient, smooth and professional virtual meetings. Betting on quality videoconferencing solutions, such as those offered by Laiaoffers, is an investment that improves collaboration and productivity.
