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Video Enabled Collaboration

Room With A View: How to Utilise Your Office Spaces for Video Conferencing

Posted by Kira Hawker on Jul 1, 2016 9:55:37 AM

As the workplace continues to evolve, the areas in which employees work together have changed dramatically. The enterprise office of 2016 is a melting pot of personalities and ideologies, each coming from an individual mindset. In order to create an environment that encourages collaboration, a business needs to utilise every space within their office to its full potential. 


For immediate information at a deep dive level, our whitepaper and eBook have all the information you need, download here.

Enhancing all workplace environments to feature a video conferencing solution helps to integrate staff at all levels. Employees are offered the chance to develop their collaborative skills with colleagues situated both in and out of the office. Each room or area within a workplace can be boosted from an inactive space to one of creativity and group participation. 

However, with different buzzwords being introduced every day, it can be hard for some companies to know their huddle room from their teaming space. Videocall are here to add useful definitions for each of your workspaces, so you can better decide how they can be used productively. 


‘Hot-desking’ has become a phrase synonymous with the shift in workplace environment dynamics. It was not long ago that an employee had their own desk and computer at which they sat every day of their employment, seeing the same view. However, in recent years, all that has changed. Hot-desking is negation of specific desks in favour of a less rigid workflow. 

Just because your employees no longer have a specific named desk, it doesn’t mean they can’t remain joined via video. If your staff work well in a desk sharing environment, Videocall’s ICE (Intelligent Cloud Experience) is a video as a service solution that is both device and system agnostic. It facilitates secure and reliable adhoc or scheduled video conferences on whatever device suits your employees’ needs. ICE is an ideal solution for those who need to collaborate with people both within and outside their own enterprise, using different types of video conferencing systems. 

Huddle Room

No, it’s not a new-fangled addition to work/life balances where employees can meet for a hug. The huddle room is your office’s least used, and sometimes smallest, room, calling out for a purpose. Usually aimed at collaboration for between one and four people, the huddle room is a quiet space away from the bull pen whereby staff members can zone in on an idea or project and get quick answers to questions. Polycom RealPresence Centro

The Polycom® RealPresence Centro™ is designed to do this, offering 360-degree video and a unique ‘see everyone’ interface. For a huddle room to support the teamwork conducted within, all attendees need equal footing in the meeting. This means everyone is seen and heard, without discomfort or inconvenience. Furthermore, the Centro® is wheel-mounted so can be moved according to layout of a specific room, perfect for creating a genuinely engaging huddle room for improved colleague alliance. 

Teaming Space

Larger than a huddle room but not as extensively used as a training space, a teaming space acts as an environment for project teams to gather, share content, and collaborate with various colleagues. An office’s teaming space can be the backdrop for in-house collaboration as well as an environment through which video meetings can be held. For teams to work adequately, regardless of location, knowledge of how teams work best together is integral. 

Teaming spaces can allow employees to enter an environment that is both aesthetically engaging and technologically familiar. The increase in company BYOD (bring your own device) policies has led to teaming spaces becoming more useful than ever. Teams of up to six people can meet and collaborate, using their own laptops, tablets, or smartphones to hold both scheduled and ad hoc meetings. 

Training Space

This type of meeting room has a more rigid set up than a teaming room, presented as a mini classroom as opposed to a space of relaxed collaboration. Although the décor will support engaged learning, the training space is a clean, uncluttered room in which employees can view webinars, share and annotate information and progress their in-house learning. RealPresence_Trio.jpg

Within a training space, the idea is to present a video conferencing solution that encourages fluid learning but with an environment conducive to knowledge retention. As different people learn in different ways, the Polycom® RealPresence Trio utilises a patented HD microphone to deliver rich audio and support for a 1080p30 USB camera. Moreover, the Trio is interoperable with Skype for Business so employees can learn via a familiar infrastructure.

Standard Boardroom

The traditional boardroom still has a place in the contemporary office, in spite of the surge of new room types. Many businesses still require a dedicated space for in-house meetings, as well as an area from which video meetings can be conducted. A sophisticated boardroom environment can be created from any large room, whether it is currently used or not. One of the greatest benefits of video conferencing solutions is their bespoke nature. A traditional, old-fashioned boardroom can become a hive of activity when there is an easy way to collaborate. 

In this instance, the Polycom® RealPresence® Medialign™ is an innovative solution for medium to large rooms that needs impressive but scalable video conferencing. With smart cameras that offer facial and vocal recognition as well as a streamlined, contemporary aesthetic, function meets style for a futureproof and effective boardroom environment. 

Telepresence Suite

Last, but by no means least, is the telepresence suite. This is the room to beat all rooms; an entirely captivating room for the sole purpose of conducting the most highly-important meetings. A telepresence suite is an investment into a hyper-realistic experience where every detail has been thought of. Attendees can stand up and move around without detriment to video or audio quality, staggered seating ensures everyone is on screen and an 18-foot video wall creates the most life-like environment for collaboration. rp-immersive-studio-series.jpg

The Polycom® RealPresence® Immersive Studio offers the above features, with personal screens for content sharing, Polycom 3D Voice for crystal clear audio, and the ability to seat up to 21 participants with each person being visible. Futureproofing is guaranteed due to the Immersive Studio’s modular design. As new technology is introduced, the corresponding parts of the telepresence suite can be upgraded without disruption to standard operations. 

Room to Manoeuvre

Your office may only appear to have space for a simple boardroom, but it could be that there are many areas throughout your workplace that can be repurposed to create collaborative spaces that encourage greater productivity and engagement.

The world of work has changed so much that workers are no longer confined to the cubicle, but rather are moving into the wider world without letting their work suffer. This is because technological aspects such as video conferencing have allowed for enhanced connectivity and, therefore, simpler communication. With that in mind, why not turn a storage space into your new huddle room? Or perhaps it’s time to bring your boardroom into the modern era. Whatever your operational needs, a video conferencing solution can bring teams together, whatever room they prefer to work in.


Want to learn more about room stratification? The second part of this blog series is coming soon. For immediate information at a deep dive level, our whitepaper and eBook have all the information you need, download here.

Topics: ICE VaaS, ICE, room stratification