Planning For A Video-Based Workspace

Remote workspaces are quickly becoming more popular as the digital realm moves forward, giving employees vast opportunities when it comes to work/life balance. The recent outbreak of Coronavirus has made remote workspaces even more important, preventing many businesses from grinding to a halt due to social distancing and quarantining.

In order to properly take advantage of a video-based workspace, there are a few things to keep in mind.  Here’s a list of 8 of the most important. Abiding by these tips will prevent a lot of difficulty down the road.

1) Measure Your Team Sizes

Don’t plan for just one sized team, but instead make sure to accommodate many different team layouts. Make sure that videoconferencing stations are adjacent to the main area, and provide plenty of options when it comes to mobile device hookups. A one-size-fits-all approach is key, but it will take some planning in order to make proper use of available technology and floor space.

2) Consider The Sound

Anyone who has joined a videoconference of several people in loud environments realizes how quickly the noise can pile up, creating a distracting session that brings nothing but fatigue and lack of concentration. Make sure to consider the acoustics of the space, and take steps necessary to mitigate sound leakage and interference from nearby sources. Consider the use of pods or fixed cubicles facing away from major sound sources and high traffic areas where too much ambiance can leak into the videoconference.

3) Consider Camera And Mic Placement

In order to capture the right kind of transmission, it’s important to make sure that cameras and microphones are placed properly enough for each member to be seen and heard. Don’t focus the camera in too close so that user movement becomes an issue, but scale back accordingly so that the subject can move about without going off frame. Similarly, mic placement is important in order to avoid reverb, feedback and other distracting effects from pouring through.

4) Invest In Singular Collaboration Devices

Videoconferencing is largely a collaborative affair from start to finish. When dealing with large projects, it pays to have a device which allows anyone to collaborate and use it as a virtual whiteboard to jot down ideas or make live visual notes. This is especially important for web and app designers.

5) Create Private Spaces For Non-Conference Moments

Most teams won’t be in a videoconferencing mode all day long. Eventually they will move back to their respective stations to do work in private, and with full focus. For that reason, it’s important to craft the right kind of space for team members to switch to and get away from the potential distraction of a collaborative session.

6) Consider The Longevity

Many videoconferencing sessions won’t last longer than a half-hour to an hour, but sometimes they can run even longer. For extended periods, it pays to have a camera setup which allows changing of postures, seating positions and movement throughout the day. Make sure cameras are placed far enough back to allow subjects to stand and gesture if need be, without going out of frame.

7) Create An Always-On Option

There isn’t necessarily a need to shut the videoconferencing session down altogether once finished. Some companies prefer to leave a connection running throughout the day, in case spontaneous ideas pop up that can be shared between teammates working remotely. This is handy if team members would normally be working side by side while constantly remaining in communication. Having this option available doesn’t mean having to use it every day, but it does allow for more flexibility depending on workloads and projects, which can save a lot of time.

For more information on setting up the perfect remote videoconferencing space, please contact us. fluidconcepts has an incredible range of office furniture and collaborative solutions which can quickly be adapted to suit your prime remote space! fluidconcepts can be reached at or or 1.866.933.5258