Top 10 Tips for Making Most of Video Conferencing

Today, video conferencing offers such video quality that organizing a videoconference meeting can be more effective than direct interaction. However, every company must first examine the various technologies proposed before choosing and integrating the most adapted to its needs.

Here are 10 tips for making video an essential part of a collaborative business strategy and communication:

  1. Take stock of the company’s collaborative environment and discover possible process improvements with video

Audio calls, instant messaging and e-mail are examples of business communication tools. But they can all improve significantly by integrating interactive video conferencing. Body language speaks volumes. When one enters into subjects that may become embarrassing for a CEO, it is difficult to notice by phone. Maintaining eye contact with his team is paramount. The role of good communication should not be underestimated. Videoconferencing allows for more independent and collaborative work.

  1. Assess the needs of your company to justify the adaptability of its implementation

A good strategy is to deploy a videoconferencing system in major conference and meeting rooms. It is necessary to start by connecting two offices, then to extend the network. From the beginning of deployment, it is easy to install a system on each site and make sure that these systems can connect directly to each other. No major changes to the network are required. Once these systems are in place and in operation, the company may consider installing office software to equip each employee. The potential need for multi-point videoconferencing systems is important. A CEO wishing to bring together directors from twelve different sites to present a new strategy will need a multipoint bridge to make this video call possible. Participants contact this bridge and enter a conference code in the same way as for an audio call. The bridge must have advanced commands such as the mute function.

  1. Evaluate bandwidth requirements and connectivity between ISDN and IP networks

Although all today’s video communications go through IP networks, users can sometimes be connected via ISDN links. In this case, special gateways are required to connect both users. The use of videoconferencing requires few resources. Many high-definition tools require a capacity of one (T1) or more, but a good quality videoconferencing is available at only 512 Kbps. However, it is advisable to maintain good Quality of Service (QoS) settings on the network.

  1. Provide for mobility and ensure the participation of users on the move to videoconference sessions

As the use of videoconferencing evolves, the company can allow on-the-go employees to participate in video calls wherever they are. To do this, the company needs a solution that is not stopped by the local firewall when establishing the video call. It is important to consider security when selecting a firewall through product. One of the difficulties in putting it in place is moving the laptop from one place to another: people need to know how to reach you despite the constant change of your IP address. In the same way, whether in a mobile or static environment, users must be able to access a corporate directory and join the call without having to dial long series of numbers. It is all about making end-user work simpler.

  1. Commit to facilitating the user experience and improving the quality

The company must look for videoconferencing systems with full room coverage and higher bandwidth for optimal sound. Audio conferencing eliminates echoes, protects against interference and improves the efficiency of meetings. Audio remains the key element. The sound quality must be at a level where it is felt that the person is present in the room. It should not be affected by limited bandwidth or low frequency response.

  1. Automate and centralize video management

The chosen solutions must facilitate the deployment and management of many computers and terminals. In other words, the tools should automatically apply according to the username, provide software updates, and reconfigure the terminals accordingly. The company must be able to update and manage all systems around the world from a single central management application. It must also require real-time visibility as well as historical reports to be sure to make the most of its videoconferencing systems.

  1. Incorporate video collaboration into a global unified communications strategy

Document sharing and videoconferencing have been around for a long time, but it is equally useful to integrate video into a unified communication strategy. For example, the company can integrate videoconferencing with instant messaging / chat tools. It is essential to acquire a videoconferencing solution that supports open standards and uses an application programming interface to facilitate integration with unified communications platforms.

  1. Use recorded video as much as live stream

Videoconferencing no longer needs to be a synchronous activity integrating special equipment on both sides of the connection. During training, distance learning and global corporate communication, video tapes available on demand will suffice largely. If a company feels the need, it can acquire a system allowing the video recording for a live broadcast or for a backup authorizing a posteriori access. This allows the installation of an asynchronous videoconferencing system, so that users do not need to view the video at the same time, with special equipment. They simply go to a website through their browser. In addition, a system that takes full advantage of live and on-demand videos for users’ devices, be it desktop, laptop, tablet or even d ‘a phone.

  1. Reducing the potential difficulties of novice users and training the participants in suitability

Videoconferencing participants usually overcome the initial feeling of discomfort quickly, but the company can make it easier for them to do so by a few tricks. For example, they can configure the system so that they see only the other participants and not themselves. Basic training on the suitability of video conferences may be helpful. Avoiding parallel conversations during a call so that the main conversation is not penalized is a good example. The doors of the office or conference room must remain closed during video calls to avoid unrelated distractions. In addition, participants in a meeting in the same room must remain fully aware of their behavior when another person in the room has the floor.

  1. Make video collaboration a professional quality

The management of the company has to value the inputs of videoconferencing, and actively encourage its use internally and externally. With the current advancement of videoconferencing technology, the incorporation of video collaboration as a standard professional practice can bring many benefits. To name a few: the ability to strengthen relationships between employees, employees and business partners, suppliers, customers and other external stakeholders, the ability to increase productivity, accelerate time to market, Decision-making and reduce travel costs. The role of good communication should not be underestimated. Videoconferencing enables employees to work more independently and collaboratively and make them more effective in the end.

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