examples in digital age

Examples of Video Conferencing Communication

In recent years, video conferencing has become an integral part of our lives, revolutionizing our communication and collaboration. With the global pandemic forcing organizations and individuals to adapt to remote work and virtual interactions, the importance of video conferencing has surged exponentially. We will explore the significance of video conferencing in the current landscape, common online meeting providers, industries that extensively use this technology, popular use cases, effective ways to leverage video conferencing, the types of video conferencing rooms, security questions, bandwidth requirements, software installations, integrations with other collaboration tools, and common hardware.  

Why is Video Conferencing Important Now?  

Video conferencing has become more critical than ever for several reasons: 

  1. It enables seamless communication regardless of geographical barriers, fostering global collaboration and teamwork. 
  1. The COVID-19 pandemic accelerated the adoption of remote work, making video conferencing the lifeline for businesses and educational institutions alike. 
  1. Video conferencing reduces travel expenses and carbon footprints while improving productivity and employee well-being.  

Common Online Meeting Providers  

Several online meeting providers offer video conferencing solutions tailored to different needs. Some of the most popular ones include:  

  • Zoom: Renowned for its user-friendly interface and high-quality video, Zoom has become a household name during the pandemic.  
  • Microsoft Teams: Integrated with the Microsoft Office suite, Teams provides a comprehensive collaboration platform, including video conferencing.  
  • Cisco Webex: Trusted by businesses for its security features and scalability, Webex is a favorite for large-scale meetings.  
  • Google Meet: Part of Google Workspace, Meet offers straightforward video conferencing functionality for businesses and educational institutions.  
  • Skype: While primarily known for personal use, Skype still serves as a reliable option for one-on-one video calls and smaller group meetings.  

For an in-depth look at these software solutions, check out our blog, “5 Video Conferencing Software Solutions.” 

Industries Commonly Using Video Conferencing  

Video conferencing is widely used across various industries. Some sectors that frequently rely on this technology include:  

  • Business and Corporate: Companies of all sizes utilize video conferencing for virtual meetings, webinars, and interviews with remote teams, clients, and partners.  
  • Education: Educational institutions have adopted video conferencing for remote learning, virtual classrooms, and online seminars.  
  • Healthcare: Telemedicine has gained prominence, allowing medical professionals to conduct remote consultations and collaborate with experts worldwide.  
  • Government: Governments use video conferencing for remote hearings, diplomatic conferences, and interagency collaboration.  
industries using video conferencing for better communication

How People Commonly Use Video Conferencing  

The applications of video conferencing are diverse and continually evolving. Everyday use cases include:  

  • Team Meetings: Virtual team meetings allow geographically dispersed employees to collaborate effectively and maintain a sense of camaraderie.  
  • Client Meetings: Video conferencing enables businesses to connect with clients and prospects from anywhere, saving time and resources.  
  • Training and Webinars: Conducting remote training sessions and webinars empowers organizations to reach a broader audience.  
  • Job Interviews: Video interviews have become standard practice for recruiting candidates from different locations.  
  • Family and Social Gatherings: Video conferencing connects friends and families, especially during special occasions or distant living situations.  

10 Ways to Effectively Use Video Conferencing  

To make the most of video conferencing, consider these ten effective tips:  

  • Prepare in Advance: Plan your agenda, share relevant materials, and send meeting invites well ahead of time.  
  • Test Equipment and Connection: Ensure your devices, microphone, and camera function correctly and you have a stable internet connection.  
  • Choose the Right Environment: To minimize distractions, select a quiet and well-lit space, preferably with a neutral background.  
  • Dress Professionally: Dressing appropriately demonstrates professionalism and respect, even in remote settings.  
  • Be Punctual: Start and end meetings on time to maximize productivity and respect participants’ schedules.  
  • Encourage Active Participation: Engage all participants by encouraging questions, discussions, and brainstorming sessions.  
  • Utilize Screen Sharing: Share presentations, documents, or software screens to enhance communication and collaboration.  
  • Use Breakout Rooms: For larger meetings, divide participants into smaller groups for focused discussions.  
  • Record Meetings: Recording sessions allow absentees to catch up and serve as a valuable reference for future discussions.  
  • Follow Up: Send meeting minutes, action items, and follow-up emails to ensure everyone is on the same page.  

For more information on how companies use video conferencing, read our blog, “10 Ways Business Effectively Uses Video Conferencing.” 

Best Places to Use Video Conferencing  

Video conferencing can be conducted virtually anywhere with a stable internet connection. Some of the best places include:  

  • Home Office: The most common location, providing comfort and familiarity for remote workers.  
  • Coworking Spaces: For freelancers and small teams seeking a professional environment outside their homes.  
  • Conference Rooms: Businesses often use designated conference rooms for official meetings.  
  • Educational Institutions: Virtual classrooms or designated areas for remote learning and webinars.  

Types of Video Conferencing Rooms  

There are four primary types of video conferencing rooms, each catering to different needs:  

  • Huddle Rooms: Small, informal spaces designed for quick ad-hoc meetings or one-on-one discussions.  
  • Training Rooms: Equipped with advanced audiovisual technology, ideal for larger group training courses or educational settings.  
  • Conference/ Boardrooms: People often reserve these sophisticated rooms for high-level executive meetings and strategic discussions.  
  • Focus Rooms: Small spaces with high auditory privacy that can seat 1-3 people. These spaces include private offices and phone booths where employees can work with limited distractions.  

To get an in depth look at these four kinds of video conference rooms, check out our blog, “4 Types of Video Conferencing Rooms.” 

conference room types

Is Video Conferencing Secure, and What Measures Are Taken to Protect Privacy?  

Security and privacy are paramount concerns when it comes to video conferencing. Providers have implemented robust security measures for when individuals share sensitive information and the risk of unauthorized access. The level of security may vary depending on the platform, but some standard measures include:  

  • Encryption: Most reputable video conferencing services use end-to-end encryption to protect data during transmission, ensuring only authorized participants can access the information.  
  • Meeting IDs and Passwords: Unique meeting IDs and passwords are generated for each session, preventing unauthorized users from joining.  
  • Waiting Rooms: A waiting room feature allows the host to control who enters the meeting, allowing them to admit participants individually.  
  • Host Controls: The host can manage participant privileges, screen sharing, and chat functions, adding an extra layer of security and control.  
  • Secure Data Centers: Video conferencing providers often store data in secure data centers, complying with industry standards and regulations.  

Despite these measures, users should still exercise caution when sharing sensitive information during video conferences, and it is advisable to keep the software up to date to benefit from the latest security patches.  

What Are the Bandwidth and Internet Connection Requirements for Smooth Video Conferencing?  

Video conferencing quality largely depends on the available bandwidth and internet connection speed. Insufficient bandwidth can lead to choppy video, audio lag, and overall poor user experience. While exact requirements can vary based on the platform and the number of participants, the general guidelines are as follows:  

  • Minimum Bandwidth: A minimum of 1 Mbps upload and download speed is recommended for one-on-one video calls. However, for group calls or high-definition video, higher bandwidth is necessary.  
  • Recommended Bandwidth: To ensure smoother video conferencing with multiple participants, a bandwidth of at least 2.5 Mbps is recommended for both upload and download.  
  • Wired Connection: Whenever possible, use a wired Ethernet connection for a stable and reliable internet connection, especially when Wi-Fi signals fluctuate.  
  • Test Your Connection: Many video conferencing platforms offer a pre-meeting connection test feature to assess your internet speed and compatibility.  

Can I Join a Video Conference Without Installing Any Additional Software?  

The accessibility of video conferencing has dramatically improved, and many platforms now offer browser-based solutions that allow users to join meetings without installing additional software. These web-based clients enable participants to connect using their web browsers, eliminating the need for downloading and installing applications. However, while browser-based access is more convenient, some features may be limited compared to using dedicated software. It’s essential to check with the specific video conferencing platform for their web-based capabilities.  

Can I Integrate Video Conferencing with Other Collaboration Tools, Such as Project Management Software or File-Sharing Platforms?  

Many video conferencing platforms offer integrations with a wide range of collaboration tools, allowing users to streamline their workflows and enhance productivity. These integrations often enable seamless sharing of documents, project updates, and other relevant information during video conferences. Some platforms also offer APIs (Application Programming Interfaces), allowing the developers to create custom integrations tailored to their organization’s needs.  

Commonly integrated collaboration tools include project management software like Asana or Trello, file-sharing platforms like Google Drive or Dropbox, and team communication tools like Slack or Microsoft Teams. These integrations facilitate the exchange of information, promote real-time collaboration, and simplify communication for teams working remotely or in different locations.  

conferencing hardware for communication

What is Commonly Used Video Conferencing Hardware?  

Common video conferencing hardware includes a range of equipment and devices designed to enhance the video conferencing experience and ensure smooth communication. These hardware components are essential for setting up a comprehensive video conferencing system and can vary based on the scale and requirements of the organization. Some of the most common video conferencing hardware include:  

Primary Hardware

  • Camera: A high-quality camera is fundamental to any video conferencing setup. It captures video feeds of participants and meeting spaces, ensuring clear and sharp visuals during video calls.  
  • Microphone: Clear and reliable audio is crucial for effective communication. External microphones, especially high-quality omnidirectional or directional ones, help reduce background noise and ensure everyone’s voice is heard.  
  • Speaker: External speakers or speakerphones provide better audio output, delivering sound clarity and minimizing echo or feedback issues during video conferences.  
  • Display Screen: A large display screen, such as a TV or monitor, can showcase remote participants and shared content during video calls. Higher-resolution displays offer better visual quality.  
  • Codec: The codec is the hardware or software that compresses and decompresses audio and video data for transmission over the Internet. It plays a crucial role in maintaining video quality and reducing bandwidth usage.  
  • Controller: A dedicated controller or remote allows users to manage video conferencing functions easily, such as starting or ending meetings, muting participants, and sharing content.  
  • Computer or Video Conferencing Endpoint: A computer or a dedicated video conferencing endpoint is the central processing unit that connects all the hardware components and runs the video conferencing software.  

Secondary Hardware

  • Webcams and Headsets: For individuals or small-scale setups, webcams and headsets with built-in microphones are often used to facilitate video calls.  
  • Multipoint Control Unit (MCU): An MCU manages the connections and ensures smooth communication among all participants for larger-scale video conferencing sessions involving multiple participants.  
  • Room Control System: In more sophisticated setups, a room control system allows users to manage lighting, temperature, and other environmental factors in the video conferencing room.  
  • Document Cameras: Document cameras or visualizers help display physical documents, drawings, or objects during video conferences.  
  • Whiteboard Integration: Interactive whiteboards or smartboards allow participants to collaborate and share ideas in real time, enhancing the virtual meeting experience.  
  • Network Infrastructure: A robust network infrastructure, including routers and switches, is essential to handle the high data demands of video conferencing without disruptions.  
  • Green Screens or Virtual Backgrounds: Some setups use green screens or virtual backgrounds to replace the background during video calls, offering privacy or adding a professional touch.  

The specific hardware components chosen for a video conferencing setup depend on the organization’s needs, budget, and the scale of the video conferencing deployment. From simple configurations for individual use to elaborate conference room installations, the right combination of video conferencing hardware ensures a seamless and productive virtual communication experience.  

Conclusion  

Video conferencing has undoubtedly become a crucial aspect of modern communication and collaboration. With various online meeting providers offering seamless solutions, this technology has enabled businesses, educational institutions, healthcare, and many other industries to bridge the gap between remote participants. Providers have put significant effort into ensuring the security and privacy of users. They employ encryption, passwords, and other measures to protect sensitive information. Users should meet the recommended bandwidth requirements and opt for a stable internet connection to ensure smooth video conferencing.

Additionally, the accessibility of browser-based options makes joining meetings more convenient. Furthermore, integrations with collaboration tools further enhance productivity and teamwork. Video conferencing can revolutionize how we interact, making distance a mere number on a screen. Simply follow effective practices and leverage suitable environments. With the continuous advancement of video conferencing technology, the future promises even more exciting possibilities for a connected and collaborative world. 

Working with OEC 

If video conferencing improves your business’s communication, it may be time to find an experienced av integrator to help install your new technology. At OEC, our team of professionals can help design the perfect solution within your budget. We will procure, install, and train your team to use the product effectively. Contact us today for a free consultation on your new video conferencing solution. Contact us today!

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VC for business

Video Conferencing for Business

What is the history of video conferencing in business?  

Since the late 1960’s there have been countless iterations of video conferencing solutions. The Picturephone from AT&T allowing two people to sit down and communicate via video was a catalyst for other companies interested in connecting people. From then on, many players entered the race and many still work in that space today.  

In many ways, video conferencing got its start in the business world before making its way to the masses in consumer markets. Businesses were the ones who could afford and justify early systems as they sought to connect with business partners across oceans. It was only once wifi and high-definition video camera technology in phones and laptops were developed that connecting via video move outside of the boardroom and into the hands of employees throughout the organizations. Individuals could now connect via video using their personal devices affording them options and opportunities they never had before. 

Four examples of how people use video conferencing in business. 

Today, video conferencing is used in a number of ways. The simplest definition of the video conferencing is two physically separated individuals communicating via technology using live video and audio. Within that framework, examples of businesses using this technology include: 

External meetings or multipoint conferencing

This method of video conferencing usually takes place between three or more participants either in a boardroom, huddle room, or focus room. In this example, a meeting host will send links to attendees joining online. Team members of one company will connect with another company or clients in another location to share information in a group setting. The technology involved often includes multiple cameras, microphones, speakers, and displays positioned within a large conference room. 

Internal meetings or point-to-point conferencing

In this instance, a company may have an in-office employee and a remote staff collaborating on a project together. Here, coworkers will talk face-to-face on projects and share their screen to show information the remote attendee cannot otherwise see. This kind of communication allows employees to maintain flexibility. While they may spend part of the day in the office, appointments can take them away throughout the day. The ability to remotely connect helps them participate in meetings they would otherwise miss due to proximity.  

Online events

In the past, if you wanted to learn something, you had to come in person. Today that is very different with webinars and seminars being hosted almost exclusively online. Companies have discovered new ways to expand their reach and share their message with consumers through virtual learning events. In some cases, in-person events are broadcast to remote participants to broaden the audience. Some people like to attend in person while others want to skip the travel. This gives everyone what they want. 

Social interactions

Some companies have used video conferencing to support their company culture. Virtual happy hours, philosophy cafes, and all company updates help employees stay connected, engaged, and have fun even when physically separate. This is especially helpful for large companies with multiple locations working toward integrating teams full of different people with diverse backgrounds.  

Is video conferencing good for business? 

The short answer is yes. Any time a business can improve communication between teams, save money, and increase their opportunities to sell is a win. Video conferencing allows businesses to recruit the best talent from virtually anywhere in the world without the need for that talent to relocate. That is assuming of course that they fully support remote work options. It also makes it easier to build relationships because there is that face-to-face interaction. You can tell a decent amount about how someone is feeling based on the tone of their voice, but seeing their face and body language tells the rest of the story. 

To learn more, read our blog, “9 Ways Video Conferencing Benefits Communication”. 

Who was the first company to introduce remote work? 

Remote work is not a new concept. For centuries, skilled workers eg. Farmers, blacksmiths, carpenters, and so on have worked from their homes or set up shop there. It wasn’t until the Industrial Revolution that we began to see production lines and manufacturing on such a large scale. Using the Ford Motor Company for example, production and the sheer number of employees had not been seen on that level often. With so much needing supervision on-site, employees began “commuting to work” like never before. Since then, working in office has become the norm for the majority of businesses. Each started building or renting properties to house their large employee base and people got used to driving to and from work and spending hours in traffic.  

The first remote work policy on record, as we understand it today, was implemented by IBM in 1979. The company allowed five of its employees to work from home. The experiment worked and by 1983, there were 2,000 people allowed to work from home. Telecommuting has only grown in popularity since then with companies leveraging remote workers to keep operating costs low as they scale their businesses. Others support the trend for environmental reasons. They want to limit the vehicles on the road to help lower air and noise pollution. 

Most recently, companies in mass sent their employees to work from home in response to COVID-19. This caused a huge shift in business and employee perspectives on how and where people can work and remain productive. Many companies chose to keep many employees remote even after they could safely return to work. Meanwhile, others struggled to coax their newly liberated work force back to the office, partially because video conferencing made the commute unnecessary. 

Why do people prefer to work from home? 

People prefer to work from home for numerous reasons ranging from work-life balance, finances, time saved, etc. Employees who work from home automatically gain more personal time often sacrificed in a commute. They can collaborate efficiently with coworkers and fit in chores around the home. Many have kids or pets that they can watch while working from home allowing them to save money on daycare. Additionally, many prefer the choice they have throughout their day. They can start the morning on the couch and move to the kitchen table before ending in a private home office. With video conferencing tools at their fingertips, employees recognize that they can easily produce the same quality of work from home without the extra hassle of the commute. 

When is video conferencing necessary? 

Whether businesses decide to support teleworking options or not, it is no secret that video conferencing has become a very necessary part of work today. It is normal for companies to grow and modern technology makes that easier. Using video conferencing saves companies time, improves their communication with staff and clients, and helps them capitalize on new opportunities. Video conferencing is crucial for companies who are looking to expand into new markets but are headquartered elsewhere. It helps everyone stay on the same page with less miscommunication. It is also an important part of keeping people connected by ensuring the human element (face-to-face contact) remains intact. People want to work with people and seeing another human being’s face is irreplaceable. If a company is interested in growth while maintaining inherently human communication, then video conferencing is a must. 

What are common drawbacks of video conferencing? 

Common drawbacks of video conferencing can be split into two fields of through, the purely technical side, and the human side. On the technical side, common drawbacks include poor internet connectivity leading to lag in video or audio, user error when running the system, inadequate collaboration tools, and inequity for remote participants.  

On the human side, video conferencing does a great job bridging the gap of distance, but it is still not the same as being in the same room as someone. Physical touch, like a hand-shake, is not something you can do virtually and that is a connection that means a lot to people in business. There are also many conversations that happen outside of an online meeting that build trust and comradery between coworkers or clients. When a remote participant is joining a call and jumping right into business, they can often lose the chance to connect on an emotional level.  

advantages of video conferencing

What are some benefits of video conferencing? 

The benefits video conferencing can bring a company, however, far outweigh the drawbacks. For starters, this technology allows businesses to easily connect with people they never would have or could have otherwise. While it isn’t the same as being in the same room, it is as close as most people will or can ever get when separated by oceans. It opens doors for employees to maintain a healthy work-life balance, companies to save money on physical space, improve collaboration, communication, and productivity, reach a wider audience, and keep consistent records. With all those things in mind, video conferencing connect people like never before, and when people feel connected, they get more done, which is great for business. 

To learn more, read our blog, “Advantages and Disadvantages of Video Conferencing in Business”. 

Four of the best video conferencing features for business. 

There are some key video conferencing features for business that people use most frequently. The include screen sharing, Whiteboarding, video recording, and in-meeting chats. 

Screen Sharing

This feature is a must-have solution for collaborating effectively online. Businesses can share imagery, presentations, videos, data, and more with the easy click of a button. Some applications allow people to share their screen whether they are the meeting host or not, while others require the host to grant permission first. More control from the host can be a good idea especially for webinars with hundreds of remote viewers. Screen sharing directs participant’s attention to the shared information on the screen while the presenter can keep discussing a topic. It also allows for easier brainstorming and decision-making.  

Whiteboarding

When you are in an online meeting, using a physical whiteboard for brainstorming or note taking is not an option. That is why many video conferencing apps have created virtual whiteboarding features to support online teams. Some apps make whiteboarding tools accessible through their screen shares where instead of sharing a mirror image of the screen, users can open a collaborative whiteboard and provide simultaneous access for all remote collaborators. Some whiteboarding tools are infinite so you never run out of space.  

Video Recording

Depending on the type of meeting, video recording can be an extremely important feature for businesses. Whether they are creating training videos or keeping record of what was said, a recording is great for documentation. Other times, employees simply can’t attend a meeting and need to catch up. Video recording is an especially good feature for webinars and seminars that businesses want to share the presentation with attendees.  

In-Meeting Chats

Chat features allow meeting participants to hold multiple conversations at a time without interrupting the speaker. During a presentation, someone can chat with another remote attendee about ways to implement what the speaker is saying. Or a participant can ask the presenter a question to answer later. In the case of a live webinar, a speaker can present undistracted while an assistant simultaneously fields questions from attendees. Chat features open up a lot of great communication possibilities for businesses. 

For a more in-depth look, read our blog, “What Is The Best Video Conferencing Platform For Business?” 

Partnering With An Integrator 

Video conferencing has been around for decades, but it has more capabilities and features than ever. Knowing what software, features, and solutions are best for your business can be complicated. If you want a partner with industry knowledge to help you pick the best video conferencing solutions within your budget, OEC can help.  

We are a full service, audio-visual integration team of who can help with av designer, product procurement, installation, and service. We have deep industry knowledge and can help recommend the best software and hardware solutions to help you look and sound great internally and in front of your most important clients. Start reaching more customers today by contacting us! 

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