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Your Zoom Conference Room

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Top 5 Things You Need to Know About Your Zoom Conference Rooms

The video conferencing market is expected to grow at a 14% annual rate to $20 billion by 2024, which means businesses need to be prepared to enable their teams to connect and conduct business through video. Many businesses are turning to Zoom as their video conferencing platform provider of choice, empowering their users with its user-friendly interface.

However, the successful selection of a video conferencing platform goes far beyond the selection process. Success with Zoom (and also with other conferencing platforms like Teams Rooms) requires companies to also plan carefully regarding how their meeting rooms will be set-up, and then also monitored and managed on an on-going 24×7 basis. Whether it’s a small huddle room or an executive conference room – they’ll need to be fitted out (as a Zoom Room) and constantly managed to ensure a seamless experience for users.

So what do you need to know about your new Zoom conference room?

What is Zoom

While it’s clear that Zoom is a video conferencing platform provider, there’s a bit more to it. Zoom offers communications software that combines video conferencing, online meetings, chat, and mobile collaboration into one unified communications experience. With Zoom Rooms, their original software-based conference room solution, you can transform your existing meeting rooms into Zoom Rooms.

Your Conference Room and Zoom

https://zoom.us/docs/image/new/zoomrooms/IMAGES/crc-diagram_0663779.png

While many people are familiar with Zoom, fewer people may be familiar with Zoom Rooms. Zoom Rooms enable you to transform any area into a modern, easy-to-use, and powerful collaborative workspace. That means you can take your existing hardware in your executive conference room and turn it into a Zoom Conference Room using the Zoom Conference Room Connector.

When you enable a Zoom conference room, you’ll receive HD video and audio, wireless sharing, and interoperability with any video system (with existing SIP or H.323 systems). Users can meet with anyone and use just one touch to start a meeting. IT teams will get basic centralized management functionality across all rooms in one console.

Zoom Room Setup

Setting up your Zoom conference room will be straight forward following the Zoom Room setup guide’s 4 steps. However, before following the four steps below, Zoom conference rooms should have the right table layout, hardware, network bandwidth, and configured firewall. Plus, IT admins will need to acquire proper licensing, add users to the Zoom Rooms portal, add Zoom Rooms to the web portal, and sync calendars using special integrations for Zoom Rooms:

  1. Set up the hardware in the conference room – whether it’s mounting a TV, camera, or computer, connecting audio components, etc.)
  2. Set up your operating system – there are separate configurations for PC vs Mac
  3. Set up your Zoom Room software – you’ll download the conference room software, controllers, and scheduling display
  4. Verify and finalize setup – in this step you’ll conduct tests, complete verifications, set up alerts, and monitor your dashboard

How to Use Zoom Rooms

Now that your conference room is Zoom ready, you need to know how to use Zoom Rooms. Fortunately, Zoom has made the user interface simple, making it easy to get you (and your users) up to speed with minimal training. The Zoom interface is also fairly standard across all devices, making it easy for users to adapt from their own devices to Zoom conference rooms.

Users will need to be familiar with two things when it comes to how to use Zoom:

  • The Zoom Room Scheduling Display, which is essential to every Zoom conference room as it enables users to know when a meeting room is booked, as well as enables users to book the room directly from their calendars.
  • The Zoom Room Controller, which allows users to start a scheduled meeting, dial out, join a meeting, meet now for impromptu discussions, invite users to a meeting, screen share, access meeting controls like mute, record, starting video, and manage participants

Getting the Most Out of Zoom

For IT teams, the job doesn’t end once the room is set up and ready for an end user’s first meeting. While Zoom is best known for how it “just works” from an end user and UI perspective, there are still some growing pains that IT teams should be aware of.

Specifically, Zoom conference rooms require constant monitoring and maintenance. While the video conferencing platform continues to evolve, there will also be many updates and changes that will need to be properly rolled out without disrupting the end user experience.

Whether you are still having Zoom Room setup challenges or looking for how to effectively and easily monitor and maintain your Zoom Room, our PowerSuite software and Cloud Managed Services can help.

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