How to Set Up a Video Conferencing System in an Office

A reliable office video conferencing setup requires more than connecting a camera to a television. Display placement, camera coverage, microphone pickup, lighting, network performance and user controls must work together.

The planning process should begin with the room and the people using it.

Step 1: Define the Room Type

Identify whether the space is:

• Personal office
• Small huddle room
• Medium meeting room
• Large boardroom
• Training room
• Multi-purpose room

Record the room dimensions, seating capacity and table shape.

Step 2: Select the Meeting Platform

Determine which platform the organisation will normally use.

Also consider whether employees regularly receive invitations from clients using other platforms.

The room may need:

• Dedicated platform appliance
• Windows-based room computer
• Bring-your-own-laptop connection
• Multi-platform joining capability

Step 3: Choose the Display

The display must be visible from every seat.

Consider:

• Room depth
• Number of participants
• Shared-content detail
• Single or dual-screen requirement
• Mounting height
• Wall, floor stand or trolley installation

A dual-screen setup may show remote participants on one display and shared content on the other.

Step 4: Position the Camera

The camera should be close to eye level and should cover all participants without showing excessive empty space.

Check:

• Camera field of view
• Optical or digital zoom
• Distance to the farthest participant
• Table width
• Camera mounting height
• Auto-framing requirement

Step 5: Plan the Microphones

Participants should not need to lean toward a device to be heard.

Possible microphone formats include:

• Video-bar microphones
• Table speakerphones
• Expansion microphones
• Ceiling microphones
• Beamforming microphone arrays

The correct solution depends on room size, table layout and acoustics.

Step 6: Plan the Speakers

Audio should be clear without echo or excessive volume.

Speakers may be built into:

• Display
• Video bar
• Speakerphone
• Dedicated room audio system

Keep microphones and speakers properly configured to reduce feedback and echo.

Step 7: Improve Lighting

Avoid placing the camera directly toward bright windows.

For better video:

• Place light in front of participants
• Avoid strong backlighting
• Use blinds where necessary
• Maintain balanced room lighting
• Avoid harsh shadows

Step 8: Check Room Acoustics

Glass, concrete and hard surfaces can create echo.

Possible improvements include:

• Curtains
• Carpeting
• Acoustic wall panels
• Upholstered furniture
• Ceiling treatment

Step 9: Provide Reliable Connectivity

A wired network connection is generally preferable for a dedicated room system.

Test:

• Bandwidth
• Network stability
• Firewall rules
• Platform access
• Guest meeting access
• Software updates

Step 10: Organise the Equipment

Equipment can be installed:

• Behind the display
• Inside an AV cabinet
• On an equipment shelf
• In a central rack
• On a mobile video conference trolley

Cables should be labelled and kept accessible for maintenance.

Step 11: Make the Room Easy to Use

Employees should be able to start a meeting without technical assistance.

Provide:

• Simple controls
• Clear room instructions
• Calendar integration
• Consistent room design
• User training
• Support contact

Step 12: Test the Complete System

Test:

• Camera framing
• Microphone pickup
• Speaker clarity
• Content sharing
• External guest joining
• Recording where applicable
• Remote control
• Network stability

RIFE Equipment Options

The RIFE VCT01, RIFE VCT09, RIFE VCT-CAB and RIFE VCT09-D dual-screen cart can house the display and equipment for the room types described above.

RIFE can help plan fixed and mobile conferencing systems for offices, training rooms and boardrooms.