April 23, 2024

Factors to consider when upgrading your existing meeting room technology

Medium size room video conferencing device

When purchasing video conferencing technology for a meeting room or a break-out area, it’s essential to ensure the chosen system meets your organisation’s needs for effective communication and collaboration.

Budget and ease of use for participants are usually the main determining factors, but there are also additional areas to consider:

1. Room Size and Layout 

a) The size and dimensions of the room determine the optimal placement and type of system required.

b) Consider the room’s acoustics and whether any soundproofing measures are necessary, with the potential of introducing sound-absorbing finishes to ensure there are issues with audio.

2. Number of Participants 

a) Estimate the maximum number of participants in the room to ensure everyone can be seen and heard clearly.

3. Video & audio quality 

a) Look for systems that offer high-definition (HD) video to ensure clear visuals.

b) Check camera field of view and zoom capabilities to accommodate different room sizes and seating arrangements.

c) Opt for systems with high-quality microphones and speakers.

d) Consider features like noise cancellation and the ability to handle multiple audio sources.

4. Camera Features 

a) Investigate if the camera has auto-framing or speaker tracking technologies.

b) Determine if you need a camera that can be manually controlled or adjusted.

c) Ensure the system is compatible with your current hardware and software platforms.

d) Check if it integrates seamlessly with your preferred conferencing software (e.g., Zoom, Microsoft Teams, Google meet).

5. Ease of Use 

a) Look for user-friendly interfaces that all participants can operate without extensive training.

b) A simple plug-and-play system will enable users to easily collaborate without creating issues internally.

c) Consider systems that can be controlled remotely or via mobile devices.

d) Consider what technologies you use for hosting meetings, look at the possibility of a Microsoft teams room system if all your meetings are via teams, for ease of use for users.

6. Connectivity Options 

a) Ensure there are adequate ports for HDMI, USB, and other necessary connections.

b) Check for wireless connectivity options like Bluetooth or Wi-Fi, which can offer flexibility and reduce cable clutter.

c) Consider wireless vs wired systems, the benefits and potential drawbacks of each.

d) Review any BYOD system requirements you may have, such as plug-and-play type systems or wireless presentation tools, both for internal staff or clients who may be using the technology.

7. Scalability 

a) Consider whether the system can be scaled up to accommodate future growth or needs.

b) Check if additional microphones, cameras, or speakers can be added if needed.

8. Security 

a) Review the security features of the system to protect your data and privacy.

b) Ensure the system supports encryption and secure connections.

9. Budget 

a) Determine your budget and find a system that offers the best value within your price range.

b) Consider the total cost of ownership, including installation, maintenance, and any necessary training.


While there are a lot of factors to consider, our workplace technology specialists can guide you through the process and provide recommendations based on your specific and individual requirements.

We are a vendor agnostic solutions provider, meaning we recommend meeting room technology based on your specific requirements to fit your business needs, not based on who we are aligned to.

Our technical team can assist in the design, plan, supply, install and maintenance services for meeting spaces of any size.

If you would like to analyse your existing meeting room technology, or need some guidance on what will match your specific requirements, please reach out to our Workplace Technology team using our contact form here.

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