Video conferencing technology has emerged as a must-have investment for companies in the last couple of years. Previously considered a solution only for more prominent brands (with heftier budgets), video now offers an engaging and immersive way to bring teams and customers together. 

Currently, 98% of people say video conferencing helps build relationships inside and outside of the content, and 94% believe video increases productivity. What’s more, around 89% of workers feel video makes it easier to complete their projects on time.

With so many benefits to offer, video conferencing has emerged as a solution just as essential as messaging or voice for many companies. The question is – how do you choose the right video solution? Here are some of the points to consider during your video conferencing comparison.

Step 1: Know Your Video Needs

Video conferencing technology is an umbrella term, referring to a wide selection of tools and solutions enabling digital interactions. The first step in purchasing your video conferencing technology stack is knowing precisely what you need. 

If you already have a UCaaS solution like Microsoft Teams, Cisco Webex, or RingCentral, you’ll already have the software required for video conferencing built into your ecosystem. This means your main focus is likely to purchase the hardware to enable your employees. Alternatively, if you’re starting a new workplace communication strategy from scratch, you may need both hardware and software. Options to consider include:

  • Video conferencing software: Video conferencing software, either built into your UC solution or offered as VCaaS (Video conferencing as a service) is the program that enables end-to-end video communication for your business. Think Zoom or Microsoft Teams
  • Video conferencing hardware: Hardware for your video meetings includes essentials like webcams for in-office and remote employees, microphones, headsets, speakers, and speakerphones. Your kit can also include digital whiteboards
  • Video conferencing rooms: Rooms are all-in-one kits of technology and hardware built to enable hybrid teams and in-office video meetings

Step 2: Consider User Needs

For video conferencing solutions to be successful in the modern world, companies need to consider the individual working styles of their employees. While many of your professionals will be using video on a day-to-day basis, their needs for a practical experience will vary.

For instance, a field worker accessing video meetings on the move will need access to a video conferencing app that can leverage the camera and audio technology in their phone. Someone working remotely from home might need a simple plug-and-play webcam and headset combined with an easy-to-use tool for launching meetings.

In the business office environment, you might need to look into building various kinds of video conferencing rooms, some for ad-hoc meetings, others for demonstrations and presentations, complete with their virtual whiteboards. Whatever you need to purchase to enable your video-connected employees, remember your technology should be:

  • Easy to use: Stick to simple and intuitive tools
  • Flexible: Your hardware and software solutions need to integrate with existing tools
  • Easy to manage: Ensure you can remotely control and provision tools from anywhere

Step 3: Know Your Specialist Needs

There are dozens of companies offering video conferencing tools for the modern market. However, only a handful will provide the exact functionality you need. For instance, if you want a video conferencing strategy that embeds into your existing UCaaS plan and allows you to use your preferred business phone provider, you might look at Microsoft Teams with direct routing.

You can access Microsoft’s hardware for plug-and-play video access for remote employees and leverage room kits to facilitate better meetings in the office too. Thanks to the rising success of integrations and APIs, you can also consider building your best-in-class solution by integrating tools and services from multiple vendors.

When building the perfect technology stack, consider which tools and services will be most valuable to you. For instance, you might need:

  • Compliant recording and transcription: Access to video recordings, transcriptions, and even real-time translation can help to nurture understanding and improve communication within any business. Make sure you have the right tools in place to stay compliant
  • Artificial intelligence: AI in a video environment can help with everything from intelligently tracking speakers as they move around an office space to improving the quality of conversations by removing excess sound
  • Unique features and integrations: unique features and integrations can often be accessed through APIs and specialist relationships with vendors

Step 4: Prioritise Security

As many companies discovered during the pandemic, rushing into the wrong video conferencing technology can often be a dangerous decision. When you’re installing your new video conferencing hardware and software, you’ll need to ensure the correct security provisions are in place.

Do your cameras come with privacy shutters to keep employees feeling secure when they’re working from home? How does your software encrypt your conversations when you’re connecting over the internet? Where is information stored from video recordings, and can you make choices regarding data sovereignty. Even features like breakout rooms and waiting rooms can be essential to protect yourself in today’s video landscape.

When choosing a video solution, make sure you can leverage all the latest tools for security and privacy. If you have specific requirements based on your industry, it’s worth talking to your vendor about how they can help. 

Step 5: Look for Innovation

Finally, remember that even if you don’t need the latest video-conferencing features for your team today, you may need them in the future. Working with flexible, versatile, and innovative vendors on your video conferencing software and hardware will ensure you can stay ahead of the curve when it comes to supporting your team. 

An ultra-flexible video conferencing solution which can adapt to suit your business needs will ensure you can take advantage of all the latest trends, from video-enhanced customer service to comprehensive video webinars and events. 

 

 



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