With the rise of hybrid work becoming the new normal, it is more important than ever for companies to have the right audio visual setup to facilitate effective collaboration and communication between in-office and remote employees. In this blog post, we will explore the key considerations and components needed to build an optimal AV system for a hybrid work environment.

Meeting Rooms Setup
Meeting rooms are one of the core places where collaboration occurs across in-office and remote teams. Having the proper AV equipment installed in meeting rooms is crucial to ensure seamless hybrid meetings.

Video Conferencing Camera
A high-quality video conferencing camera is essential for meeting rooms in a hybrid setup. The camera needs to have a wide-angle field of view and autoframing capabilities to easily fit all in-person participants in the frame. Cameras with 4K resolution are recommended for superb video quality. Look for cameras with features like intelligent zoom, focus, and noise reduction as well.

Integrated Audio System
In addition to video, high-quality integrated audio is also important. An audio conferencing bar or speakerphone delivers full-duplex audio capabilities so all participants can hear and be heard clearly. Systems with multiple microphone arrays and sound masking allow remote participants to easily follow conversations in noisy meeting rooms. Bluetooth and wireless connectivity options add flexibility.

Display Screens
Dual display screens are ideal - one screen for showing remote participants and another integrated touchscreen for collaboration purposes like viewing shared content or whiteboarding. Large displays ranging from 65-75 inches work well for hybrid meetings. The screens should be mounted or placed strategically based on the room layout and lighting conditions.

Control System
An intuitive in-room control system allows participants to start calls, share content, annotate on screens, and adjust camera and audio settings easily without needing technical assistance. Touchpanel controls or mobile apps for remote presentation and meeting control add convenience. Systems that integrate with meeting platforms like Microsoft Teams, Zoom, and Google Meet are preferable.

Common Areas Setup
Designating common areas as collaboration hubs is important in hybrid setups. Equipping these areas properly maximizes their utility.

Meeting Pods
Small meeting pods consisting of a video conferencing camera, integrated audio system, and display screen are perfect for impromptu catch-up calls in common areas. Acoustic privacy and portability are key considerations for pods. Tabletop all-in-one collaborative devices or movable stand mounts work well.

Lounges and Cafe
Where allowed by COVID protocols, equipping cafe and lounge areas with large format displays, speakers, and microphones allows for team lunches, all-hands meetings, and townhalls to span both digital and physical attendees. The setup enables optional participation keeping anyone comfortable.

Whiteboards
Interactive digital whiteboards installed in passageways and open areas help foster casual collaboration between in-office and remote teams. They allow remote attendees to co-create content and stay involved in informal brainstorms happening at the office. Opt for boards with gesture recognition, dual touch points and integrations to cloud storage.

Employee Workstations
Individual employee workstations need suitable solutions for productive work as well as for call attendance and impromptu discussions while working remotely part of the time.

Dual Monitor Setup
Having dual monitors allows remote employees to view colleagues on one screen while retaining full workspace on another for multi-tasking. Combining roomy desktop monitors with portable all-in-one video conferencing devices creates a true hybrid experience.

Headsets
Using a unified communication (UC) certified corded or wireless headset with an integrated microphone enhances audio clarity on calls. Active noise-canceling headsets effectively isolate voices in busy environments like cafes. Look for intuitive controls and compatibility with majorUC platforms.

Lighting
Optimizing lighting around monitors and webcams reduces strain on eyes during long hours of remote work and calls. Adjustable desk or external lamps provide flexible, flattering illumination minimizing shadows and eyestrain.

Cable Management
Storing and routing cables tidily beneath desks prevents workplace injuries and creates an organized aesthetic. Cable clips, channels, and raceways ensure wires do not obstruct movement or interfere with equipment. Adding privacy screens to monitors also cuts down on distraction.

Other Infrastructure Considerations
Several other underlying technology and logistical factors must be addressed for seamless AV infrastructure across physical and digital workplaces.

Network Infrastructure
Businesses needs robust, stable, and scalable bandwidth to support high-quality video calls, screen sharing, file transfers happening across in-office and remote teams. An optimized enterprise-grade network lays the groundwork.

Collaboration Platform
Choosing an integrated video conferencing and team collaboration solution like Microsoft Teams or Zoom helps centralize communications. Platforms allow for flexible call schedules, file sharing, whiteboarding and more.

Technical Support
Requiring occasional troubleshooting, the AV setup needs support from IT teams at all times. Help desk resources, spare equipment inventory and remote control software keep the solution running smoothly.

Physical Space Design
The way physical spaces are laid out and meeting rooms positioned impacts hybrid workflows. Factors like room acoustics, camera angles, and equipment placement must complement the AV technologies adopted.

Training and Adoption
End users require proper orientations on using AV tools, meeting controls and collaborative features optimally. Drive adoption through engaging training programs on technology usage and hybrid best practices.

Governance and Maintenance
Implementing management policies around technology usage, room booking, and change requests aids long-term governance. Regular equipment checks and software updates maintain peak performance of the AV solution over time.

Conclusion
In conclusion, building an effective and cohesive audio visual setup tailored for collaboration across distributed work environments takes a holistic approach. Addressing considerations spanning meeting rooms, individual workstations, infrastructure and processes sets companies up for success with hybrid work. With the right investments, hybrid AV solutions can empower seamless productivity and engagement regardless of location.

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