The Benefits, Techniques and Future of Video Conferencing

What is video conferencing?

We define video conferencing as communication between two or more parties in different locations using audio-visual transmission. This type of communication is typically carried out via an internet connection that transfers both audio and video data in real time. 

What are the benefits of video conferencing?

Video communication offers several benefits to boost a company's productivity, efficiency and bottom line. The advantages of video conferencing include:

• Increased productivity. Gain back the time your employees formerly "lost" to travel. Team members can now join in on a video meeting from virtually anywhere.


• Enhanced efficiency. Rather than repeating the same information over and over through separate communication, a video conference meeting allows entire teams or departments to receive updates and information at the same time directly from the source. 


• Real-time collaboration. The effectiveness of video conferencing allows people across multiple locations and time zones to come together as if they are in the same room. They can share insights and suggestions, which may even lead to better rapport among long-distance members.
  
  
• Travel cost savings. You may be able to hold a productive meeting without everyone physically in the same room, which will cut down on travel costs. Everyone can meet in the comfort and convenience of an online conference room and then go back to their other responsibilities. 


• Convenient scheduling. Employees can schedule meetings across multiple time zones, avoiding the hassle of having to book a conference room or rent meeting space. 


• Consistent information. Sharing files and documents instantly keeps everyone on the same page.
  

Video conferencing can benefit your business in a variety of scenarios:

• Coast-to-coast or country-to-country communication. A department head in Boston can use a video conference call to speak to a vendor in LA, or a CEO in New York can get some virtual face time with an executive in Tokyo.


• Managerial meetings across multiple locations. A company with offices in San Francisco, Dallas and Santa Fe can connect managers from each site on a conference call with the CEO at the company's Phoenix headquarters.


• Weekly troubleshooting meetings with remote staff. A company working on integrating a new IT system will be able to touch base weekly with an off-site technical team to resolve coding issues.

The tools required for an online video conference system

What equipment do you need to hold a video conference? At one time, achieving successful video communication required an intricate system. Today's technology is much more sophisticated and streamlined. Now, all you need is:

• Hardware: A high-powered laptop with a webcam, plus headphones and a microphone with good sound quality.


• Software: An online video conferencing system (this can be through a desktop or mobile app or Internet browser).


• Environment: Any quiet room with set-up capabilities and space, preferably with a blank wall as a backdrop.

The necessary techniques to facilitate an online meeting

Send out an engaging invitation to your attendees at least four days before the meeting to accommodate any shifts in scheduling. Make sure your invitation includes:

• Date and time (keeping in mind various time zones) of the conference 


• Topics of discussion 


• Goals to be achieved 


• Environment: Any quiet room with set-up capabilities and space, preferably with a blank wall as a backdrop.

Choose presenters who will add value to the video meeting. Make sure they are set up to participate in voice and video conferencing. Fully brief any presenters on your attendees' needs. You also need to set ground rules for video conferencing. Agree on a scheduled agenda with clear expectations to keep the meeting running smoothly and on time. If the session runs long, participants on a tight schedule will have to leave and may miss out on vital information. 

To boost attendance, follow up your initial invitation with a reminder email one or two days before the event, and a final reminder on the morning of the conference. Once the meeting begins, stick to the agenda and timeline, so your attendees remain engaged and leave feeling their time was well spent. 

How has video conferencing changed business?

Traditionally, standalone audio conferences have served business well, but the way people collaborate has changed. Online meeting tools have adapted to this shift by offering a video-first approach. Video conferencing allows attendees to establish a rapport with each other and foster stronger peer connections. 

Who uses video conferencing? 

Video communication has quickly spread across multiple industries, proving valuable to all types of businesses and industries. Video conferencing can help doctors in remote towns or distant countries collaborate to reach a diagnosis, or bring together a company's sales force across many different regions.

How many companies use video conferencing? 

In 2018, a study from Polycom revealed that 84% of companies are using not just one, but multiple video conferencing applications. 

Why is video conferencing good for employment interviews? 

Video conferencing is particularly useful for job interviews, especially if the position requires face-to-face communication with business executives, vendors or customers. However, there are advantages and disadvantages of video conferencing during interviews, as a visual component may add implicit bias.  

What is the impact of video conferencing on air travel?

One of the undisputed pros of video conferencing is its usability in flight, provided the aircraft allows the use of connected devices. Video conferencing allows frequent fliers to stay connected with their teams even on long trips, ensuring that your business moves forward as usual. 
The merits of video conferencing are invaluable. Video communication allows your company to work seamlessly with partners, clients and team members across the globe. As a communication tool for business, video conferencing is virtually unmatched and will provide value and benefit to your organization for years to come.