How to Deploy Google Meet Hardware In Your Organization

Deploying Google Meet hardware can significantly enhance your video conferencing capabilities and provide a more professional communication experience for your entire organization. Whether you're equipping small huddle spaces or large boardrooms, proper planning and execution are essential to maximize the value of your investment.

Before the Google Meet Deployment

To successfully deploy Google Meet hardware, you’ll need to prepare your meeting room, purchase the necessary licenses, physically install the equipment, enroll the devices, and finally, configure and test the setup to ensure everything runs smoothly. 

Let’s look at the steps in detail to guide you through the process from start to finish.

Preparing the Room

You want to provide a seamless conferencing experience for all participants. A well-prepared room helps you do this by making sure you have optimal audio and video quality.

Choosing the Right Hardware

Selecting the appropriate Google Meet hardware kit depends on the size and purpose of your meeting room:

• Small Rooms (1-4 participants): Opt for kits designed for huddle spaces, featuring wide-field-of-view cameras to capture all participants. 
• Medium Rooms (5-10 participants): Choose kits equipped with cameras offering optical zoom and mechanical pan-tilt-zoom capabilities to focus on speakers and accommodate larger groups. 
• Large Rooms (11+ participants): Select kits that include advanced audio and video components, such as additional microphones and high-definition cameras, to ensure clear communication across the room.

Considering Room Layout

Thoughtful room design also goes a long way in improving the conferencing experience:

• Camera Placement: Position the camera at eye level, centered horizontally in the room, to provide a natural viewpoint of participants. 
• Speaker and Microphone Placement: Place speakers and microphones to evenly distribute sound and capture voices clearly, avoiding feedback and echo. 
• Display Positioning: Mount displays at a comfortable viewing height and angle to prevent neck strain and ensure all participants have a clear view. 
• Ergonomics and Lighting: Arrange seating and equipment to promote good posture and reduce glare on screens. Use adjustable lighting to enhance visibility without causing reflections

Don’t forget about the acoustics of your room. Optimizing room acoustics is essential for ensuring clear audio during video conferences.

Use sound-absorbing materials like acoustic panels, carpets, and curtains to minimize echoes and reduce ambient noise. Carefully position microphones and speakers away from reflective surfaces such as glass or metal—this is to avoid amplifying sound reflections and cause feedback.

Setting Up Your Network

A wired connection is always preferable over wireless. Utilize a wired Ethernet connection to minimize latency and packet loss, and provide consistent audio and video streams. 

Bandwidth is another important consideration. For high-definition video calls, each device should have an outbound bandwidth of at least 3.2 Mbps. Inbound bandwidth requirements depend on the number of participants and video quality settings.

Aim for a network latency of less than 50 milliseconds when pinging Google's public DNS server at 8.8.8.8 to ensure minimal delay during meetings. 

Purchasing ChromeOS Licenses

To deploy Google Meet hardware in your organization, you’ll first need to acquire the appropriate licenses for each device to allow the hardware to function seamlessly with Google Meet and allow for centralized management through the Google Admin console.

1. Access Your Google Admin Console

Sign in to your Google Admin console using your administrator account. This account should not end in @gmail.com. 

2. Navigate to "Devices" > "Google Meet Hardware"

In the Admin console, go to the Menu, select "Devices," and then choose "Google Meet hardware." This section allows you to manage your Meet hardware devices and licenses. 

3. Purchase the Required Number of Licenses

Click on "Get more services" and find the Google Meet hardware section. Follow the on-screen instructions to purchase the necessary number of licenses. Note that if you need more than 10 licenses, it's recommended to buy them from a reseller

Each Google Meet hardware device requires its own license to operate correctly. Without a valid license, a device cannot be enrolled or managed within your organization's Admin console.

During the Google Meet Deployment

Now that you've completed all the pre-deployment activities, it's time to actually start rolling out your new ChromeOS devices. Setting up Google Meet hardware requires careful handling, but is quite simple. Take the following steps to install your devices.

Installing Your Hardware

1. Unbox the Hardware

Carefully unbox the components. Make sure all items listed in the user guide are present. Inspect the equipment for any visible damage before proceeding.

2. Connect Necessary Cables

Refer to the user guide to connect cables such as power, HDMI, Ethernet, and USB. Secure connections to ensure reliable functionality.

3. Mount Displays

If your setup includes displays, mount them on walls or stands at eye level for comfortable viewing. Use sturdy mounts and follow manufacturer guidelines for proper placement.

4. Power On Devices

Plug in the hardware and power it on. Confirm that all components, such as the camera, speaker, and microphone, are operational.

5. Organize Cables

Use cable management tools like zip ties or cable sleeves to organize wires and prevent clutter.

Keep cables off the floor to reduce tripping hazards and maintain a professional appearance.

Enrolling Your Devices

This part of the deployment process is simple as long as you have followed the steps involved in purchasing licenses. You’ll need to enroll your devices before you can use them:

1. Log in to the Admin Console

Sign in to your Google Admin console using an administrator account. Navigate to the “Devices” section, then select “Google Meet Hardware.”

2. Enroll the Device

Follow the on-screen prompts to input the device’s setup code, which will appear on the display after the device is powered on. Assign the device a name for easier identification within the console.

3. Associate with a Calendar Room

Link the device to a calendar resource by selecting a dedicated room for scheduling purposes.

Associating devices allows users to book the room easily via Google Calendar, and also makes troubleshooting location-specific issues easier.

After the Google Meet Deployment

After installing and enrolling your Google Meet hardware, its time to configure the device settings and conduct thorough testing to ensure the best performance.

Adjusting Device Settings

Access the Google Admin Console to fine-tune your device's settings:

• Video Resolution: Set the appropriate video quality to balance clarity and bandwidth usage. Higher resolutions offer better clarity but require more bandwidth.
• Microphone Sensitivity: Adjust the microphone settings to capture clear audio without background noise. Ensure the sensitivity is set to pick up participants' voices effectively.
• Display Settings: Configure the display to ensure proper aspect ratio and resolution, providing a clear view for all participants.

Conducting Test Calls

Perform test calls to verify your system's functionality:

• Audio and Video Quality: Initiate a test meeting to assess the clarity of audio and video. Ensure there are no echoes, delays, or visual distortions.
• Screen Sharing: Test the screen sharing feature to confirm that presentations and documents display correctly to all participants.
• General Functionality: Check additional features such as recording, live captions, and participant management to ensure they operate as expected.

Here is a quick checklist to make sure everything is functioning properly:

• All connected peripherals are recognized and working.
• Audio is clear, with no background noise or feedback.
• Video is sharp, with proper lighting and framing.
• Screen sharing operates smoothly, displaying content without lag.
• All participants can join the meeting without issues

Google Meet & Promevo

As a Google Premier Partner, Promevo takes a holistic approach to your Google life. From ChromeOS devices to Google Workspace management solutions — Promevo partners with you to ensure your success in your Google journey.

You can shop Google Meet hardware kits on our online store or contact our sales team if you have more questions! If you need additional support or training, we're here to help.