Best Video Conferencing Devices for Offices: Selection Guide

The best video conferencing device for an office depends on the room, number of participants and meeting platform. A device suitable for a four-person huddle room may not provide sufficient camera or microphone coverage for a large boardroom.

Instead of searching for one device for every room, organisations should choose equipment by room type.

Devices for Individual Workstations

An individual user may require:

• Webcam
• Headset
• Speakerphone
• External monitor
• Laptop docking station
• Suitable lighting

A headset can improve privacy and reduce background noise in open offices.

Devices for Small Huddle Rooms

A small room may use an all-in-one video bar that combines:

• Camera
• Microphones
• Speakers
• USB or network connection

Important features include:

• Wide field of view
• Clear pickup at short distances
• Automatic framing
• Simple content sharing
• Easy meeting launch

Devices for Medium Meeting Rooms

A medium room may require:

• Advanced video bar
• PTZ or tracking camera
• Expansion microphones
• Larger display
• Dedicated room computer
• Touch controller

Check whether every participant can be seen and heard from their normal seat.

Devices for Large Boardrooms

Larger rooms may need separate components:

• Optical-zoom camera
• Multiple cameras
• Table or ceiling microphones
• Dedicated speakers
• AV processor
• Room-control system
• Dual displays
• Equipment rack

Professional design and installation become more important as the room size increases.

Cameras

When comparing cameras, assess:

• Field of view
• Optical zoom
• Resolution
• Auto-framing
• Speaker tracking
• Presets
• Mounting options
• Platform compatibility

A very wide camera may suit a small room but may not provide sufficient detail in a long boardroom.

Microphones

Microphone formats include:

• Integrated video-bar microphone
• USB speakerphone
• Expansion microphone
• Table microphone
• Ceiling microphone
• Beamforming array

Good microphone coverage is essential. Remote participants may tolerate average video, but unclear audio can make a meeting unusable.

Speakers and Soundbars

Audio output should be clear at every seat without excessive volume or echo.

The system may use:

• Video-bar speakers
• Display speakers
• Conference phone
• Soundbar
• Installed room speakers

Displays

The display should be large enough for participants to read shared content.

Consider:

• Viewing distance
• Number of participants
• Single or dual-screen requirement
• Wall mounting
• Floor stand
• Mobile trolley

Touch Controllers

A touch controller can provide:

• Meeting launch
• Participant controls
• Camera controls
• Content sharing
• Room settings

The interface should remain consistent across the organisation’s meeting rooms where possible.

Mobile Conference Carts

A mobile cart can turn a display and conferencing equipment into a shared room system.

It is suitable for:

• Flexible offices
• Training rooms
• Schools
• Temporary project spaces
• Multi-purpose halls

RIFE Device and Cart Options

The RIFE VCT01, RIFE VCT09, RIFE VCT-CAB and RIFE VCT09-D dual-screen trolley can house the equipment for any of the room types above.

Questions to Ask Before Selecting Devices

• What is the room size?
• How many people use the room?
• Which platforms are required?
• Are meetings mostly internal or external?
• Is one display sufficient?
• Is automatic camera framing needed?
• Does the system need expansion microphones?
• Will users connect laptops?
• Must the equipment move between rooms?
• Who will support the system?

The best office conferencing solution is the one that provides clear audio, suitable camera coverage and simple operation for the actual room.