Conference Room Layout

System Software Video and Audio Settings

The system’s microphone is rather sensitive, so it will pick up casual office conversations easily. The microphone has a built-in echo cancelation feature that automatically calibrates to conversations in the room. Since this microphone has built-in echo cancelation, the system’s echo cancelation feature must be turned off or audio quality will suffer. The microphone setting should be set to LINE with the Pink microphone lead plugged into the Blue audio input at the back of the unit.
 
The system has two distinct settings that influence the audio; microphone sensitivity, and speaker volume. Microphone sensitivity adjusts how effectively the microphone ‘hears’ what is being said, but has no impact on how loud the speakers are at the other location. The speaker volume can be adjusted in two ways; in the Advanced Audio Settings dialog box, and on the speakers themselves. A Microphone sensitivity of 10 and a speaker volume setting 80 as shown in the Advanced Audio Settings dialog box are best for the majority of video conference situations. The volume control on the speaker can be used to fine tune the volume.
 
If the participants at the other end of the conference have trouble hearing you, their speaker volume settings and your microphone location is usually the first place to start. Turning up microphone sensitivity to make the speakers louder will distort the sound. If the microphone is within 4 feet and the speaker volume seems high enough, then adjustments can be made to the microphone sensitivity.
 

 

Conference Room Layout

The Layout and Structure of your conference room with have a significant impact on a effective and professional video conference.
 
The location of the system’s microphone in relation to the participants and the speakers is important. The microphone needs to be a least 4 feet from the speakers and the participants should be between 2 and 6 feet from the microphone. Just like with a conference telephone, people have a tendency to shout at the microphone, but they should speak at a normal speaking volume.
 
The acoustics in the room will be better if the walls are not flat and hard. Various angles, curtains, blinds, plants and furniture help improve conference acoustics. Also a room larger than 8’x8’ with at least 8’ ceilings will reduce the chances of an echo.
 
The video camera is similar to the cameras on the 6 o’clock news, so lighting and background is important. A broad warm light on the front of the participants and a muted backlight will improve the image. Avoid having a window or bright lighting behind the participants. A colored background free of lines and contrasting patterns will improve the video image. It is best if participants wear solid-color clothing and avoid checks and plaids.
 
For many of your customers, vendors and colleagues, this will be the first time they can see you and your offices, so this is an opportunity to create an positive impression of your operation in the minds of your ‘visitors’. A neat, organized, and well lit conference location with a pleasing or memorable background should be created. For example, when you see a picture of your congressman in his office, there is always an American Flag in the background. Your congressman is careful to portray a positive image, you should also.