The Benefits of Video Conferencing
Technology has always been around.
It influences the way we travel, build, cook, work, entertain ourselves and of course, communicate!
With the recent Covid-19 pandemic, communication has never been more essential. Whether we use communication technology to perform our work remotely or stay in touch with family or friends, communication is a must.
Fortunately in the 21st century, we have cell phones, text messaging, email, social media and video conferencing to make communication efficient and easier.
What is Video Conferencing?
Video conferencing refers to virtual platforms where we can have audible and visual conversations with people across cities, countries or continents. Regardless of which corner of the world you’re in, video conferencing also allows you to text, perform presentations, share files, and conduct project meetings with persons across multiple locations.
With many employees working from home due to Covid-19, video conferencing facilitates team collaborations, where employees can still perform their job responsibilities.
Video conferencing, even before the impact of Covid-19, were used to conduct job interviews. Companies hiring remote workers, or just for the convenience using video conferencing as a way to interview potential employees.
Other uses of video conferencing include customer support – where customer service staff can interact in real time with customers to solve a complaint, teachers giving online classes, as well as individuals conducting webinars.
Video Conferencing Tools
Some of the main video conferencing tools are:
- Facetime – This Apple platform allows users to send messages and talk over their tablet, laptop or iPhones. Facetime allows a maximum of 32 persons on the chat. However, with no screen sharing capabilities, this platform is commonly used for casual interfacing among family and friends.
- Skype – Skype comes already installed if you purchase a Windows computer. With a four hour timeframe and a fifty person limit, Skype has been acquired by Microsoft and re-branded as Microsoft Teams.
- Zoom – Nowadays, Zoom tends to be the default platform when we hear the words ‘video conferencing’. The benefits of this tool includes high quality, screen sharing, as well as up to one hundred persons per Zoom call. With various monthly plans available, Zoom also provides more options like longer conferencing times and features.
- Google Hangouts – Google Hangouts, now referred to as Google Meet, allows users to launch a video chat from their Gmail accounts. Up to twenty-five persons can be on a call with no time constraints. Users can also benefit from recording and document sharing features, while paying extra for more people to participate.
Other video conferencing tools such as ClickMeeting, GotoMeeting and Join.me, offer video chat, messaging and screen sharing. Preference for these video conferencing tools usually depend on corporate choice, features, pricing and quality.
Tips on Making on the Best Out of Video Conferencing
- What Features Do You Need?
You should identify what features of video conferencing you need to make your meeting a success. Features include screen sharing, recording, file sharing, white board for discussing ideas and/or the ability to mute a participant, where necessary.
- Invest in a Premium Package
If you work with cross functional teams and require advanced features to disseminate large amounts of information, it is advised to invest in a video conferencing plan that would accommodate this.
- Set up Video & Audio Controls
Ensure your team can clearly see and hear you and vice versa. Before meetings begin, check the video and audio settings on your platform to ensure you can view who is in the meeting and listen to the discussions.
- Check the Tool’s Adaptability with Your Device
To effectively communicate using video conferencing, your device, whether a desktop, laptop, tablet or cell phone, should be configured and able to support the software. If you have a Mac or PC for example, check which software platforms are compatible with your device. Additionally, inspect your device if you need to upgrade your browser to access certain features. You should also check the reliability of your internet connection.
Video Conferences Best Practices
- Plan the Meeting Effectively. Like any meeting, whether actual or virtual, a proper plan is essential. Having a plan allows team members to prepare for the meeting and anticipate what will be discussed. This also makes it easier if they are expected to contribute ideas or provide updates on projects.
- Set an Appropriate Time. Working with people across countries means working in different time zones. The time you normally may start work, a team member in another part of the world may be wrapping up their workday. As such, when setting a video conference meeting, keep in mind different time zones to ensure your meeting is convenient for everyone involved.
- Provide Information in Advance. If there is a report or a project to be discussed, you want your team members to be prepared when they log on to your call. That said, share all pertinent information regarding the meeting in advance so team members are well-informed and ready to discuss ideas.
Advantages of Video Conferencing
- Time Efficient
Video conferences can be done in the comfort of home or office. There is no need to travel physically to different cities or countries to meet.
- Cost Effective
Video conferences saves money on travel expenses associated with conducting meetings in different locations
- Productivity
With the savings in time and no interruption of schedules, video conferencing can easily be accommodated, especially if they are communicated within reasonable time.
- Flexibility and Solid Communication
With Covid-19 taking place, video conferencing is the next best thing to face to face meetings. You can communicate audibly and visually, just as you normally would. It also enables flexible work arrangements and allows employees the luxury of managing their own time, yet being accessible if the need arises.
Disadvantages of Video Conferencing
- Time Zone Differences
Sometimes, people in opposite time zones may find it difficult to collaborate or settle on a convenient meeting time because of the time differences.
- Technology Can Be Unreliable
Truth is, we don’t live in a perfect world and sometimes, there can be malfunctions or disruptions as far as the technology is concerned. Unfrtuantely, this can hamper the flow and overall success of a meeting.
- Time Constraints During Calls
A lot of the free subscription plans of video conferencing tools contain time limits. As such, a meeting may be in full progress and time runs out, at which points you have to pause and open a new meeting room all over again.
Regardless of which platform you use, remember that video conferencing provides the flexibility and functionality of meeting with multiple people all across the world. It is the way of the future.
