Poor audio quality is one of the biggest frustrations faced by businesses hosting regular video meetings. It’s all well and good having a crisp picture and utilising an easy-to-use video conferencing platform, but if nobody can hear you, the meeting will be over before it’s even got started. 

Having your audio in check will not only help you avoid these pretty awkward encounters with colleagues and clients but also ensure that you can communicate effectively and get the most out of opportunities to converse and collaborate. However, if you’ve been constantly plagued by issues in the past, working out how to improve your audio quality can feel tricky. Fortunately, there are some pretty simple upgrades and fixes you can implement to get the most out of your meeting room space. Let’s explain…

Choosing The Best Conference Room Microphone & Speaker

Undoubtedly the best way to improve your meeting room audio is by investing in the right microphones and speakers. While there are other changes you might want to make to improve the acoustics of your meeting room (we’ll come to this shortly…), audio quality in even the most challenging spaces can usually be optimised with the best conference room microphones and speakers. 

There are countless meeting room microphone and speaker options, with quality and functionality varying widely. Some options will have a pretty entry-level spec and be designed for a variety of uses, while other, more bespoke meeting room kit may come at a more premium price point but with premium features to match. So, how do you cut through the noise and identify exactly what your meeting room needs? Considering the following is certainly a good starting point. 

Think About Room Size

The size of your meeting room plays a crucial role in determining the right audio equipment. If you need to improve meeting room audio in a small huddle room, only a single tabletop microphone or speaker may be required. However, a large conference room will benefit from multiple strategically placed speakers to ensure no weak points anywhere in the room. 

It’s worth thinking about room size in terms of seats and number of meeting participants too. No matter the physical dimensions of the room, if multiple participants may be in play then the best meeting room microphone will be one which can clearly isolate the speaker and cut out any unnecessary background noise (such as a noisy nearby kitchen or lobby). 

Some rooms also change in terms of their use and their layout. For example, certain meeting room spaces might also host events and chairs would face a ‘stage’. When thinking about the placement of microphones, it’s important to consider each possible configuration. 

How Do You Want Your Microphones & Speakers Connected?

Connectivity is also an important consideration when choosing new microphones and speakers to improve your meeting room audio. You will come across options with either wired or wireless capabilities and both have advantages depending on your type of meeting space.

Typically, wired connections offer more stability and peace of mind when it comes to the consistency of your audio quality. However, they do require more extensive cabling and, with that, more work to ensure the presentation of the room is up to scratch. Wireless solutions give you greater flexibility and a cleaner set-up but can of course run into latency and connectivity issues from time to time. 

Though they are convenient and neat, wireless microphones will require charging and can sometimes go ‘missing’. If you are eager to keep the user experience simple then wired stationary microphones might be the answer.  

Integration With The Rest Of Your Video Conferencing Equipment

For a seamless meeting experience, your audio setup also needs to integrate with the rest of the video conferencing equipment in your meeting room. Compatibility with existing devices like cameras and central control panels is essential, as is the ability to link up with your chosen video conferencing software (e.g. Microsoft Teams, Zoom, Google Meet).

With this in mind, our clients often find it’s most practical to upgrade their entire meeting room at once – either with an integrated all-in-one solution like the Yealink A40 meeting bar or one of the alternative and sophisticated Yealink Teams Room systems available. Integration with these is brilliant, but also their proprietary range of options is broad enough to cater for most situations. Simply speak to us about your room and requirements and we’ll be able to specify the right type of audio-first solution for your business. 

Microphone & Speaker Placement

It’s important to note that the placement of your conference room microphones and speakers can significantly affect the audio quality of your meetings. If you’ve never given this much thought before or will be investing in a brand-new kit, now is the time to do so.

Typically, microphones can be tabletop or ceiling-mounted and speakers wall or ceiling-mounted. By thinking about where meeting participants sit and what the room layout is like, you can carefully position your microphones and speakers to eliminate common issues like echo, feedback and dead zones.

We love rooms with ceiling microphone and ceiling speaker options as they are perfectly placed to offer the best experience, are out of reach to meeting room users, and can extend the audio range seamlessly. 

Other Acoustics Considerations

Lastly, when putting in a plan to improve and optimise your meeting room audio, do set aside some time to weigh up acoustic considerations. Room acoustics play a huge role in ensuring sound quality is crisp and clear and, while modern video conferencing equipment is well-placed to overcome the challenges of poor acoustics, small tweaks will go a long way towards getting the most from your kit.

To optimise the acoustics of your meeting room, think about the following:

• Room design and layout – The shape, structure and furniture placement in a meeting room can significantly impact how sound travels. Avoid placing microphones and speakers behind awkward walls and strategically position desks and chairs to ensure an unblocked path from speaker to microphone.
• Soundproofing and acoustic treatments – If your meeting room is situated within a busy office, background noise is likely a common gripe. As we’ve already touched upon, the best meeting room microphones will isolate a lot of the background noise anyway but you can still make tweaks to your space to ensure nothing gets in the way. Adding soundproofing panels and insulating walls and doors will drastically improve audio clarity.
• Furniture choice – Even the type of furniture you choose for your meeting room can have an impact on meeting room audio. If there’s room in the budget to change these typically aesthetic aspects of the meeting room design, opt for soft furnishings which help to absorb excess sound.

Optimise Your Meeting Room Audio With Agile Comms

From weighing up the nuances of your meeting room space to ensuring any audio equipment you choose is appropriately installed, there is undoubtedly a lot to work through if you want to improve and optimise your meeting room audio. However, this process doesn’t need to be overwhelming. At Agile Comms, we can help you through every step of upgrading your meeting or conferencing room and holding more effective video meetings.

Whether you need an all-in-one audio solution or a bespoke Teams Room installation, our video conferencing experts are experienced in finding a setup to suit all types of meeting rooms and business requirements. From recommending the ideal combination of microphones and speakers to neatly installing the kit with no visually invasive cables, our team is on hand to help you enjoy crystal-clear audio at every meeting. Get in touch with us today to discuss your requirements and we’ll provide you with a quote for the perfect solution.