Tip | How to setup a room for a hybrid Zoom meeting

This guide has been prepared to assist setting up the Jabra Speak omnidirectional speakers and Logitech c930e webcam with a Windows 11 laptop for conducting hybrid Zoom meeting.

Diagram of typical hybrid Zoom meeting

To establish the hybrid zoom meeting follow the steps below.

• NOTE: Where to find the items of equipment:

2 x Jabra Speak units and 1 x Logitech c930e webcam
are stored at the MKC Office in the IT cabinet next to the colour printer.

1 x Acer Aspire 3 laptop and charger is on the office desk.

Diagram of Jabra Speak device

Connection steps:

1. Power up laptop and TV, plug in HDMI cable and select HDMI3 (in Room 3). If laptop screen not displayed on TV then simultaneously press windows key  and P then select Duplicate from the dropdown list.
2. Open appropriate Zoom session on the laptop. Ensure that video and audio are both enabled and ‘same as system‘ is the selected input on both (from the dropdown menu).
3. Connect the Jabra Speak device to your laptop either by using the Jabra Link (located at the back of Jabra Speak) or use the USB cable provided. The Jabra Speak device uses plug-and-play technology.
4. Power on Jabra Speak. When connected the Answer call, Power on/off and End call buttons should be a green colour. Jabra Speak should be regularly charged by plugging it into a USB port on the laptop.
5. Right-click the sounds icon (on bottom-right of the screen) and select ‘sound settings‘. Sound ouput can then be directed to either the TV or to the Jabra Speak devices‚ by selecting the appropriate option (Jabra preferred).
6. Use the Jabra Speak table stand (located at back of device) to better direct the audio in the meeting room.
7. To create the view of room participants plug the Logitech webcam into a spare USB port (see diagram of typical hybrid Zoom meeting). Position the Logitech webcam so that Zoom participants can see the meeting room participants. Ensure the video security flap is opened on the webcam.
8. The Acer laptop has an optional desktop app called LogiTune which allows limited zoom and positioning controls on the Logitech webcam. Open the app from the desktop, select Devices then click on C930e. Normally a display preview of the webcam is shown in the LogiTune app but this does not appear if logged in to zoom. Control the zoom by moving the slider. Change the web cam direction by the controls on the display window (only visible if the webcam not is on its widest view setting). These controls can be used during the meeting to focus on a particular person or part of the room. It might be easier to simply reposition the webcam.
9. Other remote users can join the meeting by activating Zoom in the normal way. As the Zoom participants will not be able to distinguish between the persons speaking in the meeting room, it is important that when a meeting room participant wishes to speak that they raise their hand, wait their turn and identify themself. It is important that participants do not speak over each other. Voice clarity is improved by passing the Jabra Speak unit to the person currently talking.
10. To connect a second Jabra Speak device to the meeting, power on the second device and click on the Link button on the second device. The second device will search for another Jabra Speak device to connect to. Go to the first Jabra Speak device and also click the Link button. When the connection is complete both devices will show the Answer call, Power on/off and End call buttons in a green colour.
    Notes:
    a) The volume control button from either Jabra Speak device will control both devices.
    b) Using 2 Jabra Speak devices has been tested up to approximately 15 meters separation and they work effectively, but audio latency will be experienced. It is best to use the devices no more then 5 metres apart.
11. When the hybrid meeting is over simply power off the Jabra Speak devices and leave the Zoom meeting on the mobile phone and your laptop in the usual manner.