Video Conferencing Tips to Accommodate Collaboration Spaces

Learn foundational space typologies to increase your team’s hybrid work performance.

Hybrid environments are the present and future, requiring video technology to blend collaborative work between in-office and remote individuals. Company leaders are seeking tips for video conferencing so that they can implement the proper technology. However, the answer isn’t so cut and dry. A company’s physical office has a variety of workspaces, also known as space typologies, and each one requires a different array of technologies to support the collaborative efforts within it. Once a workspace’s typology is identified, it provides better insight on how to video conference successfully.

There are four types of space typologies in the workplace: collaboration, social, personal, and learning. Before exploring each one and sharing the video conference tips below, it is important to note the three types of employee collaboration that can be found within each one.

• Informative: An exchange of ideas, information, and statistics.
• Evaluative: Focused on in-depth feedback and reviews with peers.
• Generative: Solving problems and developing solutions—also commonly known as brainstorming. This area is the most challenging, critical, and time-consuming. It is the baseline for driving innovation and growth to further a company’s evolution.

Collaboration Amongst Employees

Collaboration involves the utilization of adaptable settings, mobile furniture, and technologies to create a high-performing space for teams of all sizes.

• Shared team collaboration space: This space engages teammates in open and enclosed environments. Sleek furniture and a mobile monitor are included in this design. The mobile monitor has a camera and microphone for video conferencing.  The mobile stand invites video participants to be passed along to different in-office members as if they were there physically.
• Team space ideas: Similar to the shared team concept, this works in an open or enclosed space. Rooms can easily be sectioned off for private video conferences if needed. To support the audio and visual needs of virtual collaborations, auto-framing cameras and microphones are used in this design.
• Additional collaboration spaces: Shard conference zoom room, dedicated team project room, shared huddle zoom room, shared huddle zoom room B.

Informal Social Spaces

Social typology is focused on open and relaxed spaces. The innovative technology encourages in-office and remote employees to enhance their productivity through collaborative work.

• Community hub: This is a high-performing space in a low-traffic area. It offers outdoor views, flexible furniture, and mobile displays. Mobile displays should be facing away from the window so that presenters are not backlit by the natural lighting. The community hub is an ideal area for teammates to camp for projects, meetings, or to wait for lunch to be delivered. In addition, the hub gives in-office team members the ability to welcome remote individuals to informal meetings or short gatherings.
• Lounge space: Elevated lounge furniture brings a sense of ease to swiftly move around and engage. To improve audio and visuals for all participants, the design uses angled lighting in the seating area, multiple microphones, and an auto-framing camera.
• Additional social spaces include: Quick connection space, in-between space, and breakout space.

Collaboration in a Personal Space

Personal spaces give people more control over how they want to do their work. It is quiet and focused, being an ideal space for generative, evaluative, and informational video conferences.

• Personal pod: A ventilated ceiling and height-adjustable desks support each individual’s unique needs, activating the mind to increase productivity and presence. The open concept makes the transition from focus work to hybrid collaboration seamless.
• Privacy in the open: These tents are the most intimate form of privacy, acting as a place of refuge. The overhead lighting and mounted camera is perfect for virtual gatherings, sparking confidence to feel camera ready.
• Additional personal spaces include: Work zone area, zoom room phone booths, zoom room home office, and individual privacy spaces.

Tips for Video Conferencing in a Learning Space

The square footage of learning spaces is on the higher side to accommodate the fluctuating needs of teams. The adjustable design has been proven to be successful for training, peer-to-peer collaboration, and small groups for in-office and remote learning.

• Active corporate learning: This has an emphasis on flexibility and the needs of video conferencing. This design includes an auto-tracking camera, tiered seating, ceiling microphones, high-quality lighting, and flexible furniture to make sure all participants can be seen and heard.
• Additional learning spaces include: Hyflex classroom, team training space, and training zoom room.

Curious about the typologies and video conference tips to enhance your workspace? Contact us today at (858) 569-4700 or complete this contact form to receive a FREE risk assessment.