A reliable audio-video system should be a key component of your conference room if you work with remote team members or are on a hybrid team. Setting up your AV (audio visual) system for conference calls isn't as complicated as it seems.
Here is how you can set up and troubleshoot this system to make sure your conference calls go as smoothly as possible every time.
Audio-visual or AV technology refers to systems and devices used to watch and listen to media. You will find this technology in home entertainment systems and in the business world, such as in conference rooms.
Here are some of the components you will typically find in an AV system:
You will need to use a laptop or desktop computer connected to the internet to receive video calls from remote team members. The video playback will appear on your computer, but you can connect it to a TV monitor so that everyone in the conference room can easily see the screen. (This is beneficial to remote teammates! Be an ally and speak up.)
Using an HDMI cord to connect a laptop to a TV monitor is the easiest solution. HDMI ports deliver a high-quality connection and support audio and video connections. You can use mini or micro HDMI cables to connect a tablet or phone to a TV display.
If you are using a MacBook or another Apple product, you can use the Thunderbolt port (L below) or Mini DisplayPort (R below) on your laptop and connect it to the HDMI port of your TV. You can establish a DVI to HDMI connection for video playback from a desktop computer to a TV or use S-video ports if you are using an older laptop or TV.
If you establish a DVI or S-video connection, you will need a separate 3.5 mm cable for the audio connection. Once you have connected your laptop to a TV screen, you will need to indicate that you want the video playback to be sent to the TV display:
You might need to follow additional steps to select the right output for the sound. If you are using Windows, right-click on the sound icon in the bottom right corner of your taskbar. Select sounds and playback. You will be able to select the correct output.
If you are using an Apple product, open the Apple menu and choose system preferences. Click on sound and select output. You can then select the TV speaker or another output source.
If the video looks pixelated once it is displayed on your TV screen or if it doesn't take up the entire TV display, you need to adjust the aspect ratio. Most recent TVs use a 1920x1080 pixels resolution while an older TV might use a 1366x768 pixels resolution.
AV systems and conference room solutions are more accessible than ever before thanks to the wide range of devices and software created for conference calls. You can simplify your AV system even further by adding a smart Meeting Owl to automatically capture video and audio when a team member speaks.