Best Practices for Creating Effective Video-Enabled Workspaces

This Presentation will describes the best practices for creating a effective video enabled workspaces like Boardrooms, meeting rooms, training rooms etc.

1. Best Practices for Creating Effective Video-Enabled Workspaces & Office Workspaces Design strategies for efficient and comfortable video offices

2. Meeting Program Space Planning and Layout Acoustic Design for Meeting Spaces Microphone and Speaker Placement Lighting Essentials for Meeting Rooms Furniture and Ergonomics Power, Data, and Cabling Infrastructure

3. Space Planning and Layout

4. Room Size and Capacity Guidelines Small Meeting Rooms Suitable for 4-6 people, these rooms support discussions and brainstorming with comfortable seating and space to move. Medium Conference Rooms Designed for 8-12 people, these rooms provide ergonomic seating and AV equipment for teamwork and presentations. Large Training Rooms Accommodating 20+ people, these rooms have flexible seating and space for instructors and presentation setups.

5. Additional Layout Considerations Flexibility in Layout Use modular furniture and movable partitions to adapt spaces for various meeting formats like boardroom or classroom. Circulation Space Design sufficient room for comfortable participant movement to enter, exit, and navigate without disruptions. Accessibility Compliance Ensure layout designs provide easy access for individuals with disabilities following accessibility standards. Support Areas Include adjacent storage, breakout areas, and technology support to improve meeting functionality.

6. Acoustic Design for Meeting Spaces

7. Acoustic Room Guidelines and Sound Insulation Importance of Acoustic Design Good acoustic design supports clear communication and reduces distractions in meeting and training rooms. Key Acoustic Factors Reverberation, background noise, and sound insulation are crucial for a quality meeting experience. Reverberation Time RT60 RT60 measures sound decay; optimal range is 0.3 to 0.4 seconds for clear speech intelligibility. Sound Insulation Standards Sound insulation minimizes noise intrusion and ensures confidentiality with specific Rw values for adjoining rooms.

8. Noise Levels and Sound Absorption Strategies Noise Level Impact High noise levels reduce participants’ ability to follow meetings and cause fatigue. Recommended ambient noise should be under 30 dBSPL. Noise Reduction Measures Removing noisy equipment, closing windows, and avoiding microphone placement near noise sources reduce disturbance effectively. Sound Absorption Fundamentals Soft, porous materials absorb sound energy, while hard surfaces reflect it, influencing room reverberation time. Acoustic Design Guidelines Use high NRC acoustic ceilings and absorbers on walls, distributed evenly, especially on adjacent walls for best sound control.

9. Microphone and Speaker Placement

10. Table Microphones: Placement and Recommendations Microphone Placement Factors Consider microphone type, pickup pattern, participant distance, and room acoustics for optimal sound quality. Impact of Distance and Acoustics Closer microphones capture more direct sound, improving speech intelligibility and reducing listener fatigue. Table Microphone Advantages and Challenges Table microphones provide better voice pickup but may suffer from handling noise and laptop shadowing. Cisco Microphone Placement Recommendations Place omni-directional microphones along table center line, about 1 meter from participants, avoiding edges.

11. Ceiling Microphones and Presenter Coverage Advantages of Ceiling Microphones Ceiling microphones keep tables clear and cover standing or moving participants effectively during presentations. Sound Quality Considerations Ceiling mics capture more reverberation and can be affected by nearby noise sources like HVAC systems. Proper Microphone Placement Position microphones at about 2.15 m high, aligned with table edges, facing away from video devices to optimize capture. Presenter Coverage Setup Use additional ceiling microphones facing presenters for voice capture near video devices or whiteboards at 1.5 m distance.

12. Lighting Essentials for Meeting Rooms

13. Key Lighting Parameters and Recommendations Three-Point Lighting Setup Key, fill, and backlight work together to ensure participants are well illuminated and visually distinct from backgrounds. Illuminance and Color Temperature Appropriate illuminance levels and color temperatures create comfortable, task-appropriate lighting environments. Glare Control and Uniformity Glare minimization and uniform light distribution improve visibility and comfort in meeting rooms. Lighting Controls and Natural Light Dimmers and sensors adapt lighting while integrating natural daylight with shading to optimize comfort and energy use.

14. Furniture and Ergonomics

15. Seating, Tables, and Cable Management Ergonomic Seating Ergonomic chairs support proper posture with adjustable height, lumbar support, and armrests for comfort during long meetings. Table Shapes and Sizes Tables come in round, oval, or rectangular shapes to promote collaboration or formal presentations with enough surface area. Cable Management Solutions Use 400mm and 800mm Power Trackers as cable cubbies based on table size for organized power and cable access.

16. Storage Solutions and Equipment Ventilation Heat Dissipation Importance AV equipment generates heat that must be released to prevent overheating and damage. Extending Equipment Lifespan Proper ventilation maintains optimal temperatures, reducing hardware failure and extending equipment life. Ensuring Performance Stability Ventilation prevents overheating-related shutdowns, ensuring stable AV performance during use.

17. Power, Data, and Cabling Infrastructure

18. Power Requirements and Distribution Power Sockets Behind TV Unit Two 5/16AMP universal power sockets and one switch are required behind the TV unit for UPS power. Power Sockets Inside Credenza Four 16A power sockets with two switches and six 6A sockets with three switches are needed inside the credenza. UPS Power Below Table UPS power is required below the table to connect cable cabbies based on the number of power trackers installed.

19. Data Points and Raceway Planning Data Point Locations Data points are needed behind TV units, inside credenzas, and below tables depending on power trackers installed. Raceway Requirements Vertical and horizontal raceways are required in all meeting rooms for HDMI and AV cabling to ensure neat cable management. Meeting Room Variants Raceway setups vary across meeting rooms, including 6 pax, 10 pax, large boardrooms, and seminar halls for AV infrastructure.

20. Conclusion Comprehensive Workspace Planning Effective workspace design requires thorough planning of layout and technology to meet organizational needs. Technology Infrastructure Integrating advanced video and communication technology ensures smooth, efficient collaboration. Productive and Comfortable Environment Creating comfortable spaces enhances productivity and employee satisfaction in the workplace.