Six Pitfalls When Setting Up Your Video Conference Room

Video Conference Room

They are present in many organizations. Modern furnished meeting rooms with all facilities for meeting at a distance. These so-called videoconference spaces offer the possibility to easily participate in a video conference in groups. Something that brings great benefits.

Video Conference Room

Videoconferencing technique present, not used

In recent years, I have contributed to the organization of such spaces for many organizations in my field. Often I can advise on the design of a new space, but unfortunately, I am too often asked to look at areas where the technology for video conferencing is already installed, but which are not or hardly used within the organization. And that is, of course, a great pity. In the first place because of the investment, but not less because of the fact that people simply fail to do so by not taking part in conferences.

The same mistakes are usually made in these spaces. Mistakes that are very easy to prevent and can make the difference between a pleasant or uncomfortable conversation. In this blog, I give you more insight into the six most common pitfalls when setting up a video conference space.                           

1. The use of shrieking colors and/or busy patterns

Hard, shrieking colors and/or busy patterns on the walls – certainly the back wall of the room – are impressive and distract. So preferably use a fresh, clear and even color scheme. This promotes concentration and ensures that attention is not diverted from what is discussed. Participants are also better off against a uniform background and therefore better on an image.

2. The use of a wrong table shape

A common mistake is the use of a rectangular, square or sometimes an oval table. These standard table shapes obscure sightlines and ensures that participants behind their neighbors disappear. The camera can not show these people and they themselves see the screen badly. Therefore choose a table shape (such as teardrop-shaped) where everyone is guaranteed to be in sight. Mobile scissor tables offer a solution if the room is used for both video and regular meetings.

3. The lighting is not adapted to the activity in the room

Too bright lighting ensures that participants look tired; it gives shadows in the face and enhances the impression of bags under your eyes. Too little lighting can cause noise in the image and make facial expressions poorly visible. It is much better to use indirect light. This ensures a much smoother and more natural view of you and your discussion partners.

4. Use a tabletop that reflects light unfavorably

The tabletop in the room always gives a certain reflection of the light. Certain popular wood colors such as pine, birch, oak, and mahogany can cause faces to become yellowish and gray. High gloss finish provides too much brilliance. Matte materials absorb more light than shiny and are therefore more suitable for video conference rooms. So choose not only a table with the right shape for a table with a matte leaf in a light, natural color.

5. Too much focus on image and too little on sound

Although the main strength of video conference is that the participants see each other, it is just as important that they can hear each other well. Often we see that in the design of a video conferencing room the focus is mainly on the type of camera and screen where the audio is taken for granted. While good intelligibility is an absolute requirement for successful video conferences. Pay as much attention to the audio facilities as to the image, taking into account the acoustics of the room.

6. The lack of an adoption plan for the users

Even though the use of technological equipment is child’s play nowadays, users naturally have a barrier to anything new. Even though the space is so beautiful and the equipment is easy to operate, it is no guarantee that users are immediately enthusiastic. Think in advance of what barriers users think they are running and try to take them away. Involve employees, inform them, train them and show the benefits of the facilities they have at their disposal.


The experience with the realization of several hundred videoconferencing solutions shows that video conferencing is more than just a camera, a codec, and a (secure) connection. By preventing the above errors, you realize a video conference space that stimulates use. And when your employees are accustomed to video conferencing, usage will increase further, become an integral part of the work routine and will actually contribute to realizing your business objectives.

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