VLCM Empowers Software Firm with Innovative Collaborative Conferencing Spaces

VLCM has completed an audiovisual (A/V) project at a software development firm, creating new collaborative spaces and conference rooms. The office buzzes with a blend of audiovisual technology and collaborative culture. Lively discussions fill the air, music flows through the hallways, and televisions display ongoing projects and remote conference calls. Teams in huddle rooms update in-person and online colleagues on weekly progress. The all-hands area, featuring an impressive Absen LED wall, showcases new products to clients and stakeholders. Nearby, engineers gather in a pod, deeply engaged in new developments. This space epitomizes how audiovisual technology enhances communication, growth, community, and collaboration.

The Project

The project encompassed several specialized spaces, each tailored to specific needs and functionalities:

• Engineering Pods: Dedicated spaces for groups of engineers to engage in development work, equipped with Zoom for seamless collaboration.
• Small Huddle Rooms: Intimate areas for small team meetings, optimized for both in-person and remote participation.
• Training Rooms: Spaces designed for educational purposes, equipped with technology to enhance learning experiences.
• Mid-Size Conference Rooms: Versatile rooms suited for larger team meetings, offering advanced A/V capabilities.
• Large Conference Rooms: Expansive areas for significant gatherings, equipped with high-end A/V technology to facilitate wide-scale communication.
• All-Hands Area: A substantial space designed for company-wide meetings and events, featuring a large collaboration area and state-of-the-art A/V installations.

Tackling a Multifaceted A/V Project

VLCM tackled this project by leading with a user-experience-first approach.

“When I’m designing a space, the main thing is making sure there’s functionality,” says Matt Printy, an Audiovisual Engineer for VLCM, “I’m focused on the user experience, the ease of use, and trying to keep it as easy for the customer as we can without limiting the system.”

VLCM's approach to designing office spaces involves evaluating each room, considering size, layout, and surface materials to optimize audio quality. In smaller rooms, the focus is on creating environments that blend intimacy with efficiency, while larger spaces are geared toward handling complex tasks like audio processing. This methodical process ensures that each area is technologically equipped and acoustically optimized, enhancing overall functionality and user experience. Here's a glimpse into VLCM's custom solutions for varied office spaces:

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• For smaller rooms, such as huddle spaces, VLCM utilized LG displays and conferencing soundbars from renowned brands like Neat and Crestron. The soundbars were integrated with cameras, speakers, and microphones, accompanied by user-friendly control panels to start or join a meeting.
• Larger spaces, like the all-hands area, demand more intricate designs. For our client, we installed Shure speakers and microphones positioned on the tables or installed in the ceiling depending on the space. These rooms also require audio processing for speaker distribution and multiple microphones for sound reinforcement. 
• When optimizing sound, Matt says, “There are a lot of things that we take into account when designing audio functionality in a room, for instance, how hard the surfaces are – that will change the way that a microphone picks up sound. For instance, a room with harder materials like concrete floors or a large executive table, will sound more ‘echo-y’ and harder to understand on the far end of a call. Depending on what we're dealing with, we have to move or design the microphones closer to somebody’s mouth than in a ceiling.”

Enhancing Office Ambience

VLCM went beyond basic conferencing needs, implementing additional features to enhance the overall office atmosphere:

• Audio Distribution: Common areas were enriched with background music, facilitated by Sonos hubs installed on each floor.
• All-Hands Space: The all-hands area was a focal point of the project, boasting an impressive 156” Absen LED wall (pictured below). The wall is installed above a stage and is used in company meetings and events. “We equipped the wall with an HDMI input on the stage, so teams can play Nintendo Switch, host Zumba classes, movie nights, or stream football,” says Matt.

Reusing Existing Equipment

VLCM integrated the client’s existing A/V equipment into their new office setup. Key items like televisions and television mounts from the former building were repurposed, complementing the installation of new LG displays and other modern equipment. VLCM's approach was pragmatic: equipment that was still functional and met current standards was reused, while outdated or unreliable items were replaced.

Adapting to Supply Chain Challenges

VLCM's flexibility and adaptability were tested with prevailing supply chain issues. This challenge was met by sourcing alternative components when necessary, such as opting for room scheduling panels from Atlona instead of the initially planned Crestron panels. This pivot ensured that the project stayed on track.

Network Integration: A Key Consideration in A/V Projects

When embarking on an A/V project, a critical aspect to consider is how the audiovisual technologies will integrate with your existing network infrastructure. This decision can significantly impact the functionality and efficiency of the A/V systems.

At VLCM, we engage in detailed discussions with our clients about this integration. As VLCM Account Manager/Sales Engineer, Mike Rollins notes, "A lot of A/V now resides on customer networks, involving numerous IP and POE endpoints. So, one of the discussions I have with my clients is, ‘will the A/V reside on your network, or do you want us to bring in a separate network switch and have it isolated from the company network?"

For the all-hands space, VLCM’s engineers reused existing A/V equipment from their old office into the new office setup. “We opted for a hybrid solution where the all-hands space had its own dedicated network switch,” says Matt, “this standalone A/V network in just that area allowed us to repurpose the client’s existing equipment effectively and allowed us to specifically tailor to the requirements of the space.”

For the rest of the office, the new A/V systems were integrated into the existing broader network. This approach ensured that while the all-hands space functioned independently, the rest of the office benefited from a unified and cohesive network system.

Closing Remarks from our A/V Team

The project serves as an excellent demonstration of how VLCM's Communication Technology Team designs workspaces. VLCM's expertise in merging technology with functionality has equipped our client's employees with easy-to-use workspaces. Through each phase, from planning to execution, the focus was on creating spaces that are intuitive, user-friendly, and conducive to productivity. The outcome is a network of rooms where interaction and innovation flourish, supported by technology that smoothly integrates into daily operations.

For those seeking to create similar collaborative environments, VLCM is your partner in this journey. Discover the potential of expertly integrated A/V solutions in your workspace.

For more client success stories, please head to our Customer Success Story Library.

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