For NGOs in South Sudan, video meetings are part of daily work: coordination with field offices, calls with donors and headquarters, cluster meetings and remote training. Yet many meetings still start late because the laptop camera only shows one person, the room echoes, or nobody can hear the people at the far end of the table. The right meeting room equipment fixes most of these problems and makes every call more productive.
Common Meeting Room Problems
- Participants at the far end of the table cannot be seen or heard.
- Echo and background noise from fans, generators and air conditioning.
- Time lost connecting cables and finding the right settings before each call.
- Poor video quality on limited internet connections.
- Equipment that only works with one platform, when partners use both Teams and Zoom.
How to Plan a Meeting Room That Works
Step 1: Match the equipment to the room size
A small huddle room for two to four people needs a compact all-in-one video bar. A medium or large boardroom needs a camera with a wider view or auto-framing, and microphones that reach every seat.
Step 2: Prioritise audio
People forgive average video, but not bad audio. Logitech and Yealink speakerphones and microphone pods use noise reduction to cut out fans and generators, so every voice is clear.
Step 3: Use one-touch meeting rooms
Certified Microsoft Teams Rooms and Zoom Rooms systems let staff join a meeting with a single tap on a table controller. No laptops, no cables, no delay.
Step 4: Plan for bandwidth
Ask your provider for a stable connection, prioritise meeting traffic on your network, and set video quality to suit the link. Good equipment adapts to the available bandwidth and keeps audio clear.
Step 5: Give staff the right personal devices
Headsets and webcams for staff who work from desks or remote field offices make individual calls as clear as boardroom calls. Yealink IP phones connect desk phones to the same communication system.
Step 6: Protect equipment from power problems
Connect meeting room equipment to a UPS so a power cut does not end the call or damage devices.
Meeting Room Checklist
- Equipment sized for each room
- Clear audio for every seat, with noise reduction
- One-touch join for Teams or Zoom
- Network and bandwidth planned for video calls
- Headsets and webcams for desk and field staff
- UPS protection for meeting room equipment
How Junubia Host Can Help
Founded in Juba, Junubia Host is a Logitech Authorised B2B Partner and a Yealink partner. We help NGOs and offices choose, supply, install and support meeting room systems, headsets, webcams and IP phones, and we set up Microsoft 365 and Teams. Read more about our IT solutions in South Sudan.
Plan Your Meeting Rooms
Contact us with the size and number of your rooms and we will recommend the right setup. You can also reach us on WhatsApp: +211 924 786 666 (South Sudan) or +255 768 404 666 (Tanzania and Rwanda).
Written by Dut Majak, CEO and Founder of Junubia Host Co Ltd. Dut leads Junubia’s work with banks, government institutions, NGOs and businesses across South Sudan, Tanzania and Rwanda.
