While some people prefer to meet in person, it isn’t always possible because of the distance between those involved in the meeting. In this world where technology has allowed anyone to reach out to people anywhere in the world, the use of conference phone systems has increased, allowing people to share ideas, no matter where they are. However, finding the right phone system requires you to take into account the size and acoustics of the room in which the phone will be located. With the changes in technology and designs, choosing the right phone can be even more difficult for companies.
As you choose a phone system, you want to be sure the microphone is powerful enough to pick up conversation anywhere in the room so nothing is missed by the people on the other end of the line. However, it is also important to understand the microphone will be more effective when it is closer to the speaker. Therefore, you must keep that in mind as you choose your options. As you consider your setup, make sure the phone is located closer to the main speaker for your group. You may also want to consider installing extensions for a better effect.
The acoustics in the room can play a vital role in the understanding of those on the other end of the line. Each type of room has its own unique acoustical challenges, which requires a different conference phone to suit it best.
- A Small Office. If you work in a small office or need a conference phone for your home office, you will be dealing with something much different than a large conference room. In a small office, there will be few pieces of furniture, a lower ceiling and a smaller space. This will allow each person to stay close to the phone and provide enough sound absorption for little to no echo. In general, you will be able to purchase a phone with only three to five feet of microphone reach for the best effect.
- A Standard Conference Room. A standard conference room typically seats around 10 people. This room is thus larger and will have its own challenges. The people will be further from the microphone, there are air vents that may be running and the room has more echo and noise potential. However, these rooms are often designed with acoustics in mind with carpeting, an acoustic ceiling and drapery and furniture that will help absorb noise. For these rooms, you will need a microphone that reaches at least 10 to 12 feet or you must consider additional microphones for the best impact. As the room gets larger, you will need to also consider a phone with echo reduction and expansion microphones. You will need to consider whether your primary speakers enjoy walking around or if they stay in one place throughout the meeting to ensure you have the right phone for their needs.
- A Board Room. If you are a larger company, you may use a board room for your phone conferences. These rooms are often larger than your standard conference rooms and are designed for looks, rather than acoustics. This can pose even more problems as you choose the right conference phone. In a board room, you are more likely to see less décor, hard surfaces and more open space, resulting in more echo and noise. If you are dealing with this type of room, you don’t want the typical table-top phone conferencing system. Instead, you need to install a room audio system that will help fight against the acoustical challenges of the room. These rooms will also give you more space to spread out papers or take notes, while still providing the clarity you need to a successful conference call.
- Temporary Rooms. You won’t always have a room in your office for a conference room or you may not even be at your office. These temporary rooms often have a setup of tables in an “L” or “U” shape with chairs. These rooms are often upholstered and carpeted to help contain noise levels and prevent echo. However, some of the people will be further from the phones because of the setup. This means you will need a phone that provides greater coverage, noise reduction, echo reduction and more. You want the people on the other end only to hear what you need them to hear. The exact phone you choose will depend on the exact size of the room, as well as the length of the tables, to find the right phone for your needs.
Whether you use your phone for video or audio conferencing, it is important to find the right phone for your needs. This means you must take into account the size of the room, as well as the acoustics of the room, to ensure everyone can be heard and seen for the best results. When you take these challenges into account, you will be able to find the perfect phone so your conferences can be the most successful.