How to organize a room for a video conference

Friday, July 12 2013

Video conferencing technology allows employees to participate in meetings from any location. Some staff members prefer to hold their discussions right at their desks, but others may rather conduct gatherings in a dedicated space.

While every company has conference rooms, they aren't always optimized for digital meetings. To that end, Duke University recently explained how to set up a room for video conferences:

Windows
The school points out that windows should be covered. This is to ensure that there's no glare for other participants.

Lighting
Indirect light is the best option to help avoid dark areas. In most rooms, overhead lighting should be sufficient for a meeting. Spotlights are unnecessarily bright and cause shadows in unlit areas.

Seating
All attendees in the room should be evenly spaced out and in front of the camera so they can be seen by remote contacts.

Walls
Ideally, the walls will be painted light blue. White walls cause shadows that obscure faces. Additionally, dark colors can negatively affect image quality produced by webcams.

Noise
The room should be completely quiet. Video conference participants want to focus on the discussions at hand and shouldn't be forced to listen to background noise the entire time.