In a world of remote and hybrid work, growing customer expectations, and evolving digital interactions, video has become a must-have investment for any brand. Whether looking for new ways to engage and convert your customers, train your employees, or simply connect your team members for immersive collaboration, brands need video.
Zoom, one of the world leaders in video conferencing software, offers business leaders a variety of ways to embed video solutions into their day-to-day processes. Zoom doesn’t just support video conferencing but also webinars, events, and audio too. With Zoom Rooms, organisations can develop bespoke and customised environments suited to the needs of their users.
The challenge is figuring out how to construct a Zoom Rooms environment that facilitates exceptional communication and collaboration. The following tips will help to guide business leaders in the right direction with their new AV strategy.
“AVer is committed to providing users with innovative technology solutions that delivers seamless video collaboration performance,” said Rene Buhay, SVP of Sales and Marketing, AVer Europe. “Our Zoom certified cameras highlight AVer’s enhanced capability for creating high quality and accessible content for audiences.”
Step 1: Purchase a Zoom Plan
The first step in creating a thriving Zoom meeting environment is having access to the right software plan. Today, Zoom offers a range of packages for companies with different setups. Users can even get started for free, with meetings for up to 100 attendees with a limit of 40 minutes. The free plan also includes group chat, file sharing, and whiteboarding.
For Zoom Rooms, there’s a free 30-day trial, which offers access to all of the features of Zoom Rooms, including one-tap meeting join, one-click proximity wireless sharing, and a minimum of 720p HD video and audio. Following the trial, companies will need to choose from a range of Zoom Room package options based on their specific use cases.
Zoom Room licenses start at £399 per year, for comprehensive room management, unlimited conferencing displays, up to 1,000 video participants and 10,000 webinar viewers. Add-on plans are also available for workplace reservations, hardware as a service, and professional services.
Step 2: Choose a Zoom Room Control System
Once companies are signed up with the correct Zoom Rooms software plan, they need to look at hardware solutions and technologies. Perhaps the first and most crucial piece of hardware required is a control panel or laptop. This is the tool companies will use to control their video and audio hardware, set up meetings, and connect with attendees in a meeting.
Some AV leaders also offer comprehensive “Zoom Room” kits, which include their control panel system. These solutions may combine a simple touch-screen tablet or device with a range of cameras, audio tools, and technologies for different sizes of meeting rooms.
For instance, AVer has partnered with Lenovo to create bundled room kits for huddle spaces up to full-size conference rooms. The VB130 kit is for smaller rooms, with the VC520 Pro2 kit catering for medium to large areas. Advanced features including audio fencing and AVer’s SmartFrame technology, which automatically frames participants, delivering a flawless meeting experience.
Step 3: Select the Right Audio Technology
While many companies investing in Zoom Rooms focus heavily on the right video technology, it’s important not to underestimate the value of audio. Zoom Rooms supports HD audio to ensure everyone in a conversation can receive the right amount of attention.
The right audio solutions for each Zoom Room will vary depending on the size of the meeting space. Some companies will need a simple speaker and microphone array, while others will prefer a Zoom Rooms video bar with the option to add new speakerphones for larger meetings. When choosing audio solutions for a Zoom Room, make sure to look at the following:
- Beamforming solutions: Beamforming technology allows companies to pick up a broader range of voices across an entire meeting space for complete employee engagement. This can help to reduce the risk of misunderstandings in conversations and meetings.
- Audio fencing: Audio fencing solutions powered by AI block unwanted noises outside the conferencing area. This can help eliminate distractions that would otherwise harm the quality of the meeting and keep the focus on the intended speaker.
- AI innovations: AI solutions built into Zoom Rooms technology can allow companies to automatically focus their camera and microphones on the right person at the correct time. For instance, the AVer CAM570 includes intelligent voice recognition with state-of-the-art sensors to keep the focus on the active speaker.
Step 4: Pick Powerful Cameras
Zoom Room meetings depend on access to powerful camera technology capable of quickly capturing exceptional imagery. Like the audio tools purchased for a Zoom Room, the camera solutions implemented by each company will vary based on the size and needs of the meeting room. Smaller conference rooms could benefit from a simple webcam like the AVer CAM130.
Alternatively, more advanced mid to large-sized meeting rooms could use the CAM570 with dynamic framing to ensure everyone in the meeting room has the right degree of presence. When choosing camera technology, quality will always be a key focus. 4K cameras will make it easier to capture every detail of a meeting room, from the faces and expressions of attendees to whiteboard details.
It may also be worth exploring the available innovations within each camera solution. For instance, the dual-lens nature of the AVer CAM570 supports powerful picture-in-picture streaming for presentations and broadcasted meetings. SmartFrame solutions make it easier to frame and track participants during a hybrid meeting session.
Step 5: Add in Displays and Accessories
Finally, businesses must consider their users’ unique and specific needs to complete an effective Zoom Room setup. Different team members might require additional tools and accessories to make them more productive during their meeting sessions. Displays are common purchases for those who want to create engaging video walls for hybrid meetings.
Alternatively, for collaborative sessions, companies could consider investing in digital whiteboards, which integrate naturally with the Zoom Rooms environment and make it easy to upload content immediately into the cloud. Daisy-chain speakerphones and full duplex microphone arrays can also be useful when expanding the abilities of a Zoom Room for a larger group.
Depending on the business’s unique needs, it may even be a good idea to invest in professional services and support directly from an AV supplier so that a custom room setup can be developed and implemented from scratch.
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