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Recommendations for creating an optimal conference room and desktop environment

Last Updated: May 16, 2018 // 12:29 PM

To optimize your video conferencing experience, BlueJeans recommends:

When setting up a Conference Room:

  • Install an H.323 or SIP Room System (Polycom, LifeSize, Cisco/Tandberg, Sony, etc.), or BlueJeans Rooms.
  • Good Network Connection: minimum 512kbps Up/Down recommended, higher is better. For HD resolution, 1024Kbps (1Mbps) is required by most of the video manufacturers.
  • Adequate lighting: an evenly lit room is best. Typically, this is from overhead lighting. Do not sit directly facing a window or have a window directly behind you, this will create glare and/or shadows. Dark rooms with low light also create shadows and make it hard to distinguish facial features.
  • Microphone: microphones specifically designed for video conferencing are highly sensitive. A centrally located mic pod should capture sounds within 8 ft. (try to place mic pod away from monitor speakers and not directly next to you). Avoid moving the mic around during the meeting.
  • Speakers: set TV volume and video conference system volume to 50%, setting volume levels too high can create echo and feedback.
  • Wall finishes: it’s best to have your conference room walls painted a nice pale neutral color in a flat finish. Recommended colors are pale slate blue, gray, tan, beige. Avoid stark white or very dark colors or anything with high sheen.
  • Placement: try and sit in the line of sight of the video camera (not to to the side), if possible. Zoom in so you are at least 50% of the image. If there are multiple people in the room, zoom out to get everyone on camera.
  • Other things to consider: rooms with a lot of glass can cause echo and audio reverberations. Carpet, window coverings, fabric chairs, plants, etc. can help.

Optimal setup for a desktop user:

  • Laptop:  A laptop with a quad core processor running latest version of BlueJeans App.
  • Integrated or external camera: You may use your laptop’s built-in camera or we recommend using an HD Logitech Camera C910 or C920 (price $79-$99). It’s well worth upgrading to an HD camera. The color and quality of the video will be much better.
  • Good Network Connection: be careful of poor wireless connections. Minimum 512kbps Up/Down recommended, higher is better. For HD resolution, 1024Kbps (1Mbps) is required by most of the video manufacturers.
  • Adequate lighting: an evenly lit room is best. Typically, this is from overhead lighting. Do not sit directly facing a window or have a window directly behind you, this will create glare and/or shadows. Dark rooms with low light also create shadows and make it hard to distinguish facial features.
  • Audio/Microphone: Since you will be relying on your laptop for sound, we recommend a headset (w/ mic) to keep external noises to a minimum. This will help you hear better and it will help limit the auxiliary noises heard by remote participants. We recommend the Plantronics Audio.470 USB or the Sennheiser PC25 headset.
  • Placement: adjust the camera so that it is pointed directly at you (not above or under your face). Also move your laptop out a bit so you don’t overwhelm the remote participants by taking up the whole screen (no zoom).
  • Wall finishes: since you will likely be in a home office or at your desk, it’s best to keep visual distractions to a minimum. Solid backgrounds are best, muted colors are even better. Try to avoid anything that can cause glare – windows, white boards, bright white walls.