Huddle Conference Call Room Setup

A huddle room is an essential space for modern workplaces, designed to facilitate quick, informal meetings and collaborative efforts. These rooms are typically smaller than traditional conference rooms but need to be equipped with the right technology to maximize efficiency. Below is a comprehensive guide on how to set up a huddle room for effective conference calls and meetings.

1. Room Size and Layout Considerations

The first step in creating a successful huddle room is understanding the room's dimensions. Huddle rooms typically cater to 2-6 people, so the layout should be compact yet comfortable, with seating that allows everyone to engage visually and audibly.

• Room Size: Ensure there is enough space for the participants to interact and view the screen without crowding.

• Table and Seating: A round or rectangular table works best for smaller groups. Comfortable ergonomic chairs should be provided to ensure comfort during long meetings.

• Room Shape: Avoid narrow or overly long rooms as they can make it hard for participants to connect visually and audibly.

  
  

Phone Room

1-2 people

1m x 1m

Small Room

3-7 people

3m x 3m

Medium Room

7-12 people

4m x 6m

Large Room

12-20 people

4m x 8m

U-Shape Room

20-30 people

6m x 10m

Training Room

20-40 people

8m x 15m

Open Space

Flexible

Varies

2. Display Technology

A high-quality display is essential for visual communication in huddle rooms, especially during video calls and presentations. It should provide clear visuals of the participants and shared content.

• Options: A flat-panel TV, interactive whiteboard, or a combination of both can be considered.

• Recommended Product: The Yealink MeetingBoard 65, an all-in-one video conferencing device that integrates a 65-inch interactive whiteboard and a 4K camera for dynamic collaboration. This device is perfect for brainstorming sessions and presentations.

• Placement: Mount the display at eye level for easy viewing, ensuring that all participants have a clear line of sight.

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3. Camera Systems for Clear Visuals

A camera system is vital for capturing video calls and ensuring all participants are visible. A wide-angle camera works best for smaller spaces, ensuring all attendees are in the frame.

• Recommended Product: The Yealink UVC86 4K Dual-Eye Intelligent Tracking Camera is a fantastic choice for huddle rooms. This camera offers automatic framing and speaker tracking, ensuring that all participants are clearly visible. With its 4K resolution, it ensures high-quality video capture for crystal-clear communication.

4. Audio Systems for Crisp Sound

Clear audio is crucial in any conference call, especially in huddle rooms where participants are seated close to each other. The microphones should pick up every voice clearly without distortion, and the speakers should distribute sound evenly across the room.

• Microphone Solutions:

• Yealink VCM36-W: A wireless microphone that offers easy setup and superior sound clarity for small meeting rooms.

• Yealink CP50: A high-quality omnidirectional microphone, ideal for picking up voices across the room, ensuring clear audio capture from all participants.

• Speakers: Consider a system that integrates speakers with the microphone for high-quality, balanced sound. The speakers should fill the room without causing echo or distortion.

5. Control and Connectivity

Seamless connectivity is essential for any huddle room setup. A central control system can simplify the process of connecting devices, adjusting settings, and launching meetings.

• Control Panels: Integrating a touch control panel can make the room easier to manage.

• Recommended Product: The Yealink MTouch Plus, a sleek touch panel that integrates with Yealink conference systems for easy control of meetings, device settings, and room functionalities.

• Connectivity: Ensure your room is equipped with HDMI, USB, or wireless sharing options for easy connection of laptops, smartphones, or tablets.

6. Lighting

Proper lighting plays a significant role in the quality of video conferencing. Poor lighting can lead to blurry images or eye strain, while overly bright lighting can cause glare on the screen.

• Natural Light: If possible, use natural light, but ensure that windows are properly shaded to avoid glare on the screens.

• Artificial Lighting: Use soft, diffused lighting such as LED fixtures that can be adjusted for brightness to provide consistent lighting without creating shadows.

• Accent Lighting: Consider using LED strips or spotlights to add ambient lighting to the room, making it more inviting for meetings.

7. Acoustic Solutions

To avoid echo and improve sound quality, consider incorporating acoustic treatments into the room design. Adding soft surfaces, like carpets, curtains, or acoustic panels, can help absorb sound and reduce room noise.

• Acoustic Panels: Install on walls or ceilings to dampen any reverb and enhance sound clarity.

• Ceiling Microphones: Ensure that ceiling microphones, such as the Yealink VCM36-W, are strategically placed to capture sound evenly across the room.

8. Testing and Training

Once your huddle room is set up, conduct a few test runs to ensure everything works smoothly:

• Check that all devices—camera, microphone, and speaker—are functioning correctly.

• Ensure the display is clear and connected to your conferencing platform (Zoom, Microsoft Teams, etc.).

• Provide training to the users so they know how to operate the equipment seamlessly and troubleshoot common issues.

9. Ergonomics and Comfort

A huddle room should be comfortable to encourage collaboration. Ensure that all participants have comfortable seating, and that the room doesn’t feel cramped.

• Seating: Use ergonomic chairs that offer back support and comfort for long meetings.

• Table Arrangement: The table should be large enough to fit laptops, papers, or other necessary materials without overcrowding the room.

Conclusion

Setting up a huddle room for effective conference calls and collaboration requires attention to detail. From choosing the right display to investing in quality audio and video equipment, every element contributes to the overall meeting experience. With Yealink’s comprehensive solutions for video conferencing, you can create a space that fosters communication, collaboration, and productivity. Whether it’s the Yealink MeetingBoard 65 for interactive whiteboarding or the Yealink UVC86 camera for superior video quality, these products ensure that your huddle room delivers the best meeting experience possible.

Explore more about Yealink’s solutions for huddle rooms here.

Tips:This article is for reference only. Please visit the Yealink product details page to learn more about products and application scenarios, or contact us for further assistance.