Site Information

 Loading... Please wait...
  • Call us on 720-753-4560
  • My Account


5 Steps to Success for Your Next Zoom Rooms Project

Posted by Ryan Pinke on

We spend a lot of time with clients during their planning process and most of that time is spent in talking through Zoom Rooms installation and design. The end goal is always having a great looking room and have one of their employees walk into and start working. That kind of "ease of use" doesn't just happen, it's planned. We like to tell them, "easy is hard work".

Where we start depends upon the size of the company and their past experience with video conferencing. If we are working with a large company looking to transition to Zoom from a legacy platform requires a different approach than a smaller company starting from scratch and want to have a their meeting rooms video conferencing enabled.

Regardless of the situation, there are a few steps within the planning process that will help, all are easy to do.

Step One: Architectural Review

Now many people know what's behind the wall? Or how much power is required for different types of equipment? When planning any meeting room, you need to know both the layout and the structure of the room. We dive into different aspects of power and power outlets, network connectivity, light sources, wall construction, type of ceiling, and potential noise. Remember you are creating a new environment for your meeting rooms, one that needs to work when it's only one person or the room is at capacity. We also have to take into consideration the products being used - there is a significant difference between mounting a standard HD display and a fully interactive whiteboard, along with camera placement and optimizing audio. Working from blueprints helps to keep everyone on the same page and alleviate problems during installation.

Step Two: Take Pictures (and lots of them)

Reviewing blueprints and architectural design is a great place to start, adding pictures takes it to the next level. First, we've seen enough rooms to realize that what was on the original blueprints, may not have actually made it the finished room. Even if everything is where it should be, modifications could have been made, or a power outlet may be a foot further over than expected. When we have pictures, we can confirm everything, and be prepared if there are differences. In larger projects, the planners may not have seen the room themselves and it's always dangerous to take someone else's description as fact. We know some of the little things that can cause big installation delays - because we have had to deal with them in the past. We can look at a picture and quickly get a feeling for how hard, or easy, a particular room will be. Taking pictures, from lots of different angles, helps the planning and actual installation.

Step Three: Matching Products to Room

One of the reasons we have so many variations of Zoom Room kits online is that every room is slightly different. All modern conferencing cameras are great at handling variations in lighting conditions, but there are some which do a much better job for extreme conditions. Room audio can be affected differently by background noise. And if you plan to do lots of instructor lead training, that requires a different set of products and features than a huddle room, where anyone could talk. Each room is different - from how you plan to use, to lighting, to noise - each of these factors need to be taken into consideration so you have the best products for each.

Bonus Step: Room Mockup

There is nothing worse than finishing a room installation and then figuring out it just doesn't work. It might be how people within room need to sit to see the displays, or it could be participants not being able to see a whiteboard. There are dozens of small things that could get in the way of having a great room experience. So why not "mockup" the room prior to installation. It could be as simple as taping a piece of paper on the wall to determine if the displays are in the right place. Or you could take a video with your phone to see how the video would look to a participant. Thinking through those small things will either confirm your decisions, or make you reconsider something - either way, you will keep you from making a potentially expensive mistake.

Those three steps, if added to your Zoom Rooms project (regardless of size or scope) will reduce both time and stress when it comes to the actual installation and setup of the rooms. These simple steps are often overlooked, even by experienced professionals.

At Video Conference Gear, we have helped hundreds of companies with their Zoom Rooms planning and project preparation. It's one of the core services we offer. Check out all our services and contact us if you have any questions.

View Comments

Logitech Rally - the next evolution of video conferencing solutions from Logitech

Logitech has had lots of success in video conferencing, especially in creating "bundled" solutions.  The Logitech Group has been on of the best selling bundles in the market (including at In 2017, Logitech introduced their first all-in-one video conferencing solution, the MeetUp, which has been nothing but a full blown success.  Last year, they [...]

Read More »

Video Conferencing is the Ultimate Marketing and Sales Tool

Most people think video conferencing is primarily a replacement for the more traditional audio conferencing and to some extent, it is.  But Video Conferencing is so much more than replacing audio with video-plus-audio.  It's the ultimate sales and marketing tool for your business. We thought it was time to highlight some of the things you [...]

Read More »

Isn't it Time to Experience Enterprise-Grade Zoom Rooms Kits Featuring Crestron Tabletop Consoles

Video Conference Gear has over 100 kits on our website, and one of the things we always keep in mind it providing choice to our customers. That's exactly why we decided to create Zoom Rooms kits with the Crestron tabletop consoles, the Crestron Mercury and the TSW-760 for Zoom Rooms. Take a look at these [...]

Read More »

Nureva HDL300, the recommended medium conferencing room audio solution for Zoom Rooms

Recently, Zoom announced their audio recommendation for medium-sized conference rooms - the Nureva HDL300, one of the most advanced audio solutions available for video conferencing.  When you add the HDL300 system to your Zoom Rooms, it immediately gives you an advanced, cost-effective microphone-speaker combination with thousands of virtual microphones, creating true full-room voice pickup. The addition of the HDL300 [...]

Read More »

Video Conferencing: the new standard in business meetings

As little as five years ago, video conferencing and collaboration was considered "leading edge" and only the largest companies could afford the heavy upfront investment for equipment, dedicated room space and a team of people to manage it.Fast forward to 2019 and the investment has shrunk to pennies on the dollar. You can now "video enable" a conference room [...]

Read More »

New Video Conferencing Camera - the Huddly IQ

Huddly AS, creators of Huddly GO, burst on the scene a few years ago with their GO camera, a purpose built video conferencing camera for the evolving huddle room and team work space. Last year, Huddly acquired Epigram (an AI startup) to help advance their capabilities with making "intelligent" cameras.  I has paid off, because the [...]

Read More »

Zoom's new features provide more evidence of market leadership

If you follow the Zoom blog, you read today about the new features available from Zoom across their product line - desktop app and Zoom Rooms.  There were also some announcements about additional support of hardware and configuration options, along with extended Zoom Rooms management capabilities and remote support. Most of these improvement were announce at [...]

Read More »

Video Conferencing is Predicted to be a Top Trend in 2019

Continuing with the "Video Conferencing in 2019" theme, I thought I'd share a recent "predictions" article from online magazine Chief Executive ("Top 10 Technology Trend Predictions For 2019"), there are two predictions which caught my eye ...  #5: Remote work will become the rule, not the exception and #6: Businesses will finally embrace video conferencing What's interesting for both [...]

Read More »

Available Now! The NEW PanaCast 3 Intelligent 180 Degree UltraHD Video Conference Camera

Altia Systems, creators of PanaCast® 2, announced the release of the PanaCast® 3 at the Consumer Electronics Show in Las Vegas.  The PanaCast 3, is the world’s first intelligent panoramic video system with ~40 Megapixels capacity, integrating three 13-megapixel cameras, stereo microphones and advanced software to deliver 100% video coverage, audio capture and data sensing.It is a [...]

Read More »