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Successful Video Conferencing is about more than just tips and tricks.

Video Conferencing Systems has streamlined the process for our customers to take them from a Video Conferencing wish to a full deployment. This article begins at point zero and takes you through the architectural set-up to the first test call.

Learn the Basics

So you want to deploy Video Conferencing to enhance your business communications. Now what? Please read our other entries, including, “What is Video Conferencing?,” “How Does Video Conferencing Work?” and “Benefits of Video Conferencing” If you have additional questions, feel free to call the experts Video Conferencing Systems or send us an email. See below for contact information.

System Design

Video Conferencing Systems offers a multitude of solutions to your Video Conferencing needs. With so many choices, and alternative options, our customers find comfort in knowing that the experienced staff at Video Conferencing Systems is ready to answer all of their product questions and to assist them in designing their customized Video Conferencing solution. Already have an idea of what you want? Customize your selections with our suggested accessories and upgrades on each product page.


Make sure that you open and arrange the contents of the box in preparation for installation. Do you have electrical outlets where you wish to place your component stack? If not, you should contact an electrician in your area – opt-for outlets with built-in surge protectors.

It helps to have a colleague available for testing settings with lighting, sound, and placing components such as displays, codecs, and cameras.

The Video Conferencing equipment offered through Video Conferencing Systems varies in degree of difficulty to operate and install. Each order comes complete with detailed instructions. If you find that you require additional assistance – help is only a call away with Video Conferencing Systems. We have access to many resources for your use – including a network of installation specialists.


Lighting is incredibly important for Video Conferencing. Fluorescent lights are frequently used in offices and are not very flattering for video. Bring in other light sources, such as a lamp with a soft white, blue, or pink light bulb to add warm tones to the mix and to fill-in the shadows. Natural light can be a true enemy to Video Conferencing as it forces your system to over-compensate, which can lead to dark patches in your image.

When you arrange your lighting, turn-on your system and ask a colleague to sit at the table at the front corner and opposite back corner to make sure the codec has enough lighting for optimized image transmission.


There are many audio configurations available with the systems available through Video Conferencing Systems. You will need to know the size of your conference room and the approximate location of the Video Conference participants when designing your system to ensure proper audio coverage. The average small office will only need a single Micpod (10-foot range) while a large conference room would be best suited with a Saucer Phone (15-foot range). See the entry titled, “Types of Video Conferencing Equipment,” for further detail.


Each Video Conferencing manufacturer has its own proprietary selection of cameras that offer great features and that work seamlessly with the intended system. Did you know that many of the systems offered through Video Conferencing Systems can accommodate more than one camera? This is great for use with a project board, a whiteboard, or when the conference room participants are seated too disparately spaced for one camera’s field of view, such as with separated project groups.


Video Conferencing systems come with everything that you need aside from the display. It is true that several personal Video Conferencing systems have an integrated display (LifeSize LG Executive, Polycom HDX 4000, and the Cisco EX60 and EX90), while the rest leave it up to personal preference. I suggest a 42” or larger plasma 1080p HDTV for a small office, a 50” or larger display for a 4-8 seat room, and a 60” or larger display for an 8-15 seat room to get the full crispness and fluidity possible from your full HD Video Conferencing system. Consider a dual display setup – one for the participants and one for your data-sharing. Or how about a display for each of the far-end site locations?

Component Placement

When deciding where to position your video components, keep in mind that you are recreating an in-person meeting.

Display - Mount your display at a natural viewing angle for the Video Conference participants. This is another point in which colleague participation is key. We recommend mounting the display so that the far-end participants’ eyes will be level with those of the near-end participants. If you cannot secure willing participants, mount your display so that the bottom edge is between 38” and 42” from the floor.

Audio – if you are using a camera with a built-in microphone, you do not have to worry about audio placement. Place your Micpods (one every ten feet) and Saucer Phones (one for up-to 15 feet and then Micpods), in the middle of the table.

Camera – Mount the camera as close to eye-level as possible, whether room- or web-based Video Conferencing to promote “eye contact”.

Consider a Video Conferencing mount to house your codec, display(s), and camera(s). There are brand name options as well as third-party, less expensive options.

Test Run

Before you make that all-important video call, take a test run. Call a colleague, your house, or even create a Video Conference with just you. Try all the features, test your settings, and check-out what the far-end users will see with the expansive field of view. Did you know that the knowledgeable and courteous staff at Video Conferencing Systems offer first-call assistance to all of our Video Conferencing customers? See contact information below.

Staff Training

Before you turn the reigns over to the entire staff, give them a quick training on the basics of Video Conferencing. Share with them our article titled, "How Does Video Conferencing Work," and "Video Conferencing Etiquette," so that they are clued-in to the ins-and-outs. Remember, the people using Video Conferencing will be, quite literally, the face of your company. Do not leave them to fend for themselves – not only will you chance their looking incompetent, but they may abandon the Video Conferencing altogether.