making smart group video decisions - polycom...value-add as it simplifies cabling and system...

July 2017

Making Smart Group Video Collaboration Decisions

Choosing the systems and solutions best suited for your workplace.

This study sponsored by …

Version 2 (Original Release: October 2015)

© 2017 Wainhouse Research

Making Informed Decisions Group video conferencing / collaboration is not a new subject. And many of the vendors offering group

video conferencing solutions have been in this business for more than 20 years.

And as one might expect, over the years the features, functions, and capabilities offered by group video

conferencing systems have expanded and evolved. And the requirements and expectations of

collaboration users have changed along with them.

For decades, group video was viewed as a technical curiosity understood by a relatively small society of

trained and experienced VC professionals. This has changed in recent years as video conferencing has

fallen under the auspices of the IT department, thanks in part to group video technology becoming more

IT-centric (in terms of management and the use of the enterprise IP network) and IT-friendly.

Despite video conferencing becoming a mainstream business tool, many end user organizations remain

confused about how to choose the group video conferencing systems that best address their needs.

The goal of this document is to help IT managers understand the features and functions needed to

collaboration-enable five of the most common spaces found in enterprises of all sizes:

- small (huddle) rooms

- teaming / ideation spaces

- standard meeting rooms

- executive boardrooms

- reconfigurable (and perhaps divisible) spaces.

With this information in hand, customers can make group video conferencing product decisions from a

position of knowledge.

Figure 1: Huddle Room Figure 2: Teaming Space


Space: Huddle Room Definition A huddle room is a meeting room that can accommodate only a small number of attendees (usually 6 or less). Huddle rooms are best suited for informal, ad-hoc meetings.

WR estimates that there are ~ 40 million huddle rooms in the world today, most with little or no audio-visual equipment.

Requirements The requirements for a group video system for use in a typical huddle room are as follows:

Topics Description

[ ] Low Cost Due to the large number of huddle rooms within the company, low cost is critical.

[ ] Form Factor Set-top, split-system, or even conference-phone form factor are acceptable. Rack mount is not acceptable as most huddle rooms have no equipment rack.

[ ] Networking A wired Ethernet connection is a requirement, and Power over Ethernet (PoE) is a strong value-add as it simplifies cabling and system installation.

[ ] Camera Ideally a fixed, wide-angle (120+ degree FOV) camera would be utilized as this ensures that even people sitting close to the main display are captured. Alternatively an inexpensive, wide-angle PTZ (pan / tilt / zoom) camera is acceptable.

[ ] Video In / Content In

One additional HDMI input (beyond the input for the main camera) is required to allow for wired content sharing. Additional video inputs are considered nice to have.

[ ] Video Out A single HDMI video output driving the main display is all that’s required. Due to the small room size, additional outputs (e.g. for a 2nd display) are not really necessary.

[ ] Audio In / Mic Options

The microphone requirements depend on the room size and seating arrangement. However, in general, a single table mic or one or more embedded mics within the video system itself should be acceptable.

A combined mic / speaker “pod” would also be interesting as it offers both mics and speakers (and perhaps even control) in a single place.

[ ] Audio Out The main audio out is typically sent to the room display over an HDMI connection. An additional line level audio output is a nice to have – especially for larger huddle rooms. A mic / speaker pod is also an interesting option.

[ ] Audio Conferencing

The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer located on the meeting room table.

[ ] Wireless Presentation

Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported – either by the group video system or using an additional device.

[ ] Video Conferencing

The group video system should support standards-based (SIP) video. In addition, the space should support video conferencing using apps running on a user’s notebook PC.

[ ] Control & Management

The ability to control the video conferencing system from a BYO device is recommended. For large scale deployments, centralized device management and control is required.

Additional Comments:

WR believes that most huddle rooms should be collaboration-enabled by a single, multi-function device. When evaluating huddle room system options, customers should prioritize low cost, ease of purchase, ease of installation, ease of use, and support for remote management. While strong audio and video quality are certainly important, advanced features (e.g. numerous inputs / outputs, etc.) are typically unnecessary luxury items in these spaces.


Figure 3: Six (6) Different Types of Huddle Rooms


Space: Teaming / Ideation Space Definition A teaming / ideation space is a meeting place designed to foster creativity and teaming (e.g. brainstorming, problem solving, strategic thinking, whiteboarding, etc.). These spaces come in many shapes and sizes, include one or more displays, and use special software / systems to empower ideation.

Requirements The requirements for a group video system for use in a teaming / ideation space are as follows:

Topics Description

[ ] Low Cost In these spaces, low cost is less important than the feel and experience provided.

[ ] Form Factor A small footprint is important in this space. Rack mount is not acceptable.

[ ] Networking A wired Ethernet connection is a requirement, and Power over Ethernet (PoE) is a strong value-add as it simplifies cabling and system installation.

[ ] Camera

The goal is to capture all of the people in the teaming space on camera. Ideally, this would include people working at the display or walking around the room. Here are several options (the proper choice depends on the layout in use):

Option 1 – A fixed, wide-angle or panoramic camera at the front of the room. This is best suited for teaming spaces with traditional layouts (e.g. a meeting room table).

Option 2 – A 360 degree camera system (either a single system or multi-camera setup) located in the middle of the room (note – not necessary on a table as some teaming spaces will not have a meeting room table at all).

Option 3 – A custom installation involving several cameras and a speaker tracking or camera switching system. This is likely to increase cost / complexity.


At least one HDMI input (beyond the input for the main camera) is required to support wired content sharing. In addition, if the ideation content will be shared through the group video system, an additional HDMI input may be required.

[ ] Video Out Two video outputs, one for video and one for shared content, are required.


The proper microphone setup depends on the layout of the space.

Option 1 – In rooms with a center table or device in the middle of the room, a single omni-directional microphone (or a tri-mic / mic pod) may be sufficient.

Option 2 – In rooms with no table, ceiling mics or wireless mics will likely be required.

In some situations, several microphones will be needed, which means the system will require multiple microphone inputs or a line level input (for use with a mic mixer).

[ ] Audio Out

The proper audio out setup depends on the room layout.

In many spaces, the audio on the HDMI video output to the display will be sufficient. In other spaces, a line level output will be needed to drive an external speaker system.


The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer either on the table (if applicable), wall mounted, or wireless.




The group video system should support standards-based (SIP) video. In addition, the space should support video conferencing using apps running on a user’s notebook PC and/or on a meeting room PC.


The ability to control the video conferencing system from a BYO device is recommended, as is centralized device monitoring / management / control.



When creating teaming / ideation spaces, customers should consider the comfort of the session participants as this empowers creativity. In many cases, aesthetics, and specifically how well the technology blends into the space, will be more important than tight camera shots and perfect audio / video quality. Note that teaming / ideation rooms are NOT standard meeting rooms --- they are special spaces designed for special purposes, and should be treated as such.

Figure 4: Teaming / Ideation Space Powered by Polycom Pano


Space: Standard Meeting Room Definition A “typical” meeting room with 7 – 16 seats positioned around a rectangular table and including one or two displays mounted on the front wall.

Requirements The requirements for a group video system to support a standard meeting room are as follows:

Topics Description

[ ] Low Cost While always appreciated, low cost is a nice to have in this space. Many things are more important including reliability, ease of use, manageability, etc.

[ ] Form Factor Split-system with a rack mountable base unit is the preferred form factor – especially for larger rooms. If necessary, a set-top system is a viable alternative.

[ ] Networking A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are not necessary.

[ ] Camera These spaces require a high performance PTZ (pan / tilt / zoom) camera. While not strictly required, a speaker tracking system is highly recommended – especially for larger rooms with long tables.


One additional HDMI input (beyond the input for the main camera) is required to allow for wired content sharing. Additional video inputs are recommended and worthy of some limited additional cost.

[ ] Video Out For most standard meeting rooms, two HDMI video outputs (to drive two displays) are required. Even if the space is too small / narrow to support two displays, support for two video outputs is recommended for obsolescence protection.


For typical meeting rooms, more than one microphone will be needed.

Option 1 – Support for multiple mics directly connected to the group video system. This is an easy, cost-effective way to capture the mic audio in a standard meeting room.

Option 2 – A line level input on the group video system to be used with an external mic mixer / digital signal processor (DSP). This is a flexible, but more costly approach.

Note – in very small rooms, a single mic or a combined mic / speaker “pod” may suffice.

[ ] Audio Out

For typical meeting rooms, a line level audio out to drive an external audio system (amp, DSP, speakers, etc.) is required.

Note – in very small rooms, a combined mic / speaker “pod” may suffice.


The system should support audio conferencing (VoIP / SIP), and ideally should include a dialer user interface on the table (e.g. using a touch panel or mic / speaker pod).

Note – in rooms with a DSP, the audio conferencing may be handled by the DSP instead of the group video system.




The group video system should support standards-based (SIP) video conferencing. Support for video conferencing using a user’s notebook PC and/or a meeting room PC may be of interest to some organizations.


The ability to control the video conferencing system from a BYO device is recommended. For large scale deployments, centralized device management and control is required.


Unlike huddle and teaming / ideation rooms where audio conferencing and content sharing are paramount, the video conferencing experience is very important in these rooms.


Space: Executive Boardroom Definition A well-appointed meeting room intended to host executive meetings, board meetings, etc. These rooms typically include expensive decor elements and furniture, as well as more advanced AV capabilities than standard meeting rooms. Many of the meetings in these rooms include in-room support.

Requirements The requirements for a group video system to support an executive boardroom are as follows:

Topics Description

[ ] Low Cost Not a primary concern. Performance and flexibility trumps price in these rooms.

[ ] Form Factor A split system form factor with a rack mountable base unit is the best option.


[ ] Camera Depending on the room size and layout, these spaces require one or more high performance PTZ (pan / tilt / zoom) cameras. A speaker tracking system is highly recommended.


Multiple video inputs to support cameras and one or more content sources are required.

[ ] Video Out Multiple video outputs to drive several displays are required.


These rooms require multiple microphones.

Recommended Option – A line level input on the group video system to be used with multiple mics and an external mic mixer / DSP. This provides flexibility and the ability to optimize the audio performance (very important in this space). Using a mic mixer / DSP from the same vendor may reduce cost, complexity, and install time.

Viable Alternative – Support for multiple mics on the group video system itself. This simplifies the installation, but offers limited audio adjustment capabilities.

[ ] Audio Out A line level audio out to drive an external audio system (amp, DSP, speakers) is required.


The system should support audio conferencing (VoIP / SIP), and ideally should include a dialer user interface on the table (e.g. using a touch panel or mic / speaker pod).



Wired content connections will be the norm in these executive spaces. However, wireless presentation capabilities may be of interest to some companies.


The group video system should support standards-based (SIP) video conferencing. Video conferencing using a user’s notebook PC / meeting room PC is not needed in this space.


These rooms will typically include a control system with a touch panel. Therefore the ability to control the video conferencing system from BYO devices is interesting, but not a necessity.

Remote (centralized) device management and control is a must.


The requirements for an executive boardroom are similar to those for a large venue such as an auditorium, theatre, or customer experience center.


Space: Reconfigurable Space Definition Reconfigurable spaces come in many shapes and sizes, ranging from standard rooms in which the furniture can be rearranged to support different use cases to divisible rooms which allows a large space to be divided in several smaller rooms. The primary requirement here is flexibility.

Requirements The requirements for a group video system to support a reconfigurable space are as follows:

Topics Description

[ ] Low Cost Not a primary concern. Performance and flexibility trumps price in these rooms.

[ ] Form Factor A split system form factor with a rack mountable base unit is the best option.


[ ] Camera Depending on the room size and possible room configurations, these spaces require one or more high performance PTZ (pan / tilt / zoom) cameras.


Multiple video inputs to support cameras and content sources are required.

[ ] Video Out Multiple video outputs to drive several displays are required.


The number of microphones required depends on how the space will be used.

For rooms with reconfigurable furniture, ceiling microphones or wireless microphones should be used. For divisible rooms, a DSP is required.

Using microphones and/or a DSP from the same vendor may reduce cost, complexity, and install time.

[ ] Audio Out A line level audio out to drive an external audio system (amp, DSP, speakers) is required.


The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer either on the table (if applicable), wall mounted, or wireless.



In spaces with movable furniture, wired content connections are problematic. For this reason, wireless presentation from laptops and mobile devices is especially important.

The wireless presentation capability can be provided by the group video system or by an external device.


The group video system should support standards-based (SIP) video conferencing. Video conferencing using a user’s notebook PC / meeting room PC is not needed in this space.


These rooms will typically include a control system with one or more touch panels (depending on the configuration / ability to divide the space). Thus the ability to control the video conferencing system from BYO devices is interesting, but not a necessity.

Remote (centralized) device management and control is a must.


The multi-purpose nature of these systems typically requires the use of additional AV equipment including control systems, audio/video switchers, multiple cameras, etc. In some situations, several group video systems may be used.


Figure 5: Reconfigurable Room

Conclusion To select the group video conferencing systems that best address their requirements, customers should

do the following:

1) Understand the types of spaces to be video- (or collaboration-) enabled and the common use

cases for each.

2) Review the requirements described in the tables above.

3) Meet with various solution vendors / resellers, ask for details about their recommended

solutions (group video systems, related AV equipment, etc.), and see how closely those

solutions address the needs of each type of space.

Users should apply common sense and logic to this analysis. In general, customers should seek simple

solutions using as few devices as possible. If multiple devices are needed, one should try to use devices

from the same manufacturer to minimize installation time, cabling, and programming and to maximize

feature realization. Whenever possible, standard systems should be chosen over custom solutions.

Occam’s razor applies in the AV / collaboration world, and organizations that deviate from this concept

do so at their own risk.

And finally, organizations should watch out for hype, gimmicks, and blinking lights. Easy-to-buy, easy-to-

install, easy-to-use, and easy-to-manage are the paths to success in the collaboration world.


About the Authors

Ira M. Weinstein is a Senior Analyst & Partner at Wainhouse Research and a

25-year veteran of the conferencing, collaboration and audio-visual industries.

Ira has authored and contributed to dozens of articles, white papers, studies,

reports, and evaluations on rich media communications, video conferencing,

streaming and webcasting, audio-visual design and integration, business

strategy, and general business practices. Ira specializes in providing strategic

advisory services to vendors, resellers, and end-users within the collaboration

space. Ira can be reached at [email protected].

Saar Litman is a Senior Analyst & Consultant at Wainhouse Research and has

17 years’ of experience in the audio-visual and video conferencing industry.

Saar’s primary focus is the products, services, and companies within the audio-

visual space. In addition, Saar provides AV design services, helps enterprise

organizations define and implement global AV standard systems and designs,

and manages the WR test lab in Coral Springs, Florida. Saar can be reached at

[email protected].

About Wainhouse Research

Wainhouse Research, www.wainhouse.com, is an independent

analyst firm that focuses on critical issues in the Unified

Communications and Collaboration (UC&C). The company conducts

multi-client and custom research studies, consults with end users on key implementation issues,

publishes white papers and market statistics, and delivers public and private seminars as well as

speaker presentations at industry group meetings.

About Polycom (copy provided by Polycom) Polycom helps organizations unleash the power of human collaboration. More

than 415,000 companies and institutions worldwide defy distance with secure

video, voice and content solutions from Polycom to increase productivity, speed time to market, provide

better customer service, expand education and save lives. Polycom and its global partner ecosystem

provide flexible collaboration solutions for any environment that deliver the best user experience, the

broadest multi-vendor interoperability and unmatched investment protection. Visit www.polycom.com

or connect with us on Twitter, Facebook, and LinkedIn to learn more.

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