What video conferencing uses are worth the investment?
This is the question organizations worldwide have been asking themselves for years. Video conferencing is a shift from traditional working norms like the 9 to 5 in-person office. It changes where work can happen, when, and with whom and for what uses. Some organizations have found that it drastically improves their productivity and reach. Others hesitate to adopt it or don’t need it for their job functions.
For those interested in the technology but unsure if they are ready to take the jump, we have compiled a list of 10 ways video conferencing can help your business.
1. Remote Collaboration
This is probably one of the most popular uses for video conferencing because it enables teams across different locations to collaborate effectively. More importantly, it allows team members to interact face-to-face, discuss ideas, share screens, and collaborate on projects in real time. No more waiting around for someone to be in the same physical space to get down to business.
2. Meetings and Discussions
Businesses use video conferencing for holding virtual meetings and discussions with employees or clients, reducing the need for in-person meetings. It saves time and travel costs while allowing participants to join from anywhere with an internet connection. On a work vacation in the tropics? All you need is a strong signal, and you can stay in the loop with the office.
3. Client and Customer Communications
Video conferencing facilitates virtual client meetings, sales presentations, and customer support. It allows businesses to establish a personal connection, showcase products or services, and address customer inquiries in a more engaging manner. Feel like you are sitting in the same room during a brainstorming session while physically across town from each other.
4. Training and Webinars
Some of the most effective uses for video conferencing include employee training programs, onboarding sessions, and conducting webinars. It provides an interactive platform for delivering educational content, engaging participants, and facilitating Q&A sessions. Want to train your leadership team without spending money on travel costs? Virtual classes are easy to join and learn topics quickly.
5. Interviews and Recruitment
Businesses leverage video conferencing for conducting job interviews with remote candidates. It expands the talent pool and streamlines the recruitment process by allowing recruiters to assess candidates’ communication skills and fit for the role. With face-to-face virtual interactions, reading nonverbals and getting a well-rounded impression of a person is easier than ever.
6. Remote Work and Flexibility
Video conferencing plays a vital role in supporting remote work arrangements. It allows remote employees to stay connected with their teams, attend meetings, and participate in collaborative activities as if they were physically present in the office. Thanks to this technology, some employees have gone so far as to move to different cities or countries while holding the same job.
7. Client Presentations and Demos
Businesses use video conferencing to deliver presentations and demonstrations to clients or prospects located in different regions. It enables effective communication, visual aids, and real-time feedback, enhancing the sales process. Businesses in remote locations can cut travel costs by sharing demos online.
8. Project Management and Status Updates
Video conferencing aids project management by facilitating regular team meetings, progress updates, and status reports. It ensures effective communication among team members, enhances accountability and helps keep projects on track. The key is providing real-time information consistently.
9. Cross-Organizational Collaboration
Video conferencing enables collaboration between different organizations, such as partners, vendors, or clients. It allows for seamless communication, negotiation, and joint decision-making, fostering stronger business relationships. Collaborate like never before with partners that will help you reach your business goals.
10. Crisis Management and Business Continuity
Video conferencing helps businesses maintain essential operations and communication during crises or emergencies. It enables management teams to make timely decisions, coordinate response efforts, and communicate with stakeholders. When there is an emergency, getting up-to-date information is a must.
These are just a few examples of how businesses effectively utilize video conferencing to improve their daily operations and productivity. Video conferencing technology’s flexibility, convenience, and interactivity have revolutionized communication and collaboration, enabling organizations to operate efficiently across geographies and time zones. Whether you have a global company or operate in one location, video conferencing allows you to expand your business opportunities.
If video conferencing can improve how you do business, 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.
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Many people think video conferencing was merely an effect of COVID-19. In reality, it has been around since the 1980s, with AT&T being the first organization to offer a reliable platform. COVID-19 simply accelerated an increase in platforms and solutions. Companies invested in them to reduce travel costs, connect teams from different locations, increase collaborations, and maintain productivity.
Video conferencing has proven to increase organizations’ productivity and collaboration rates. According to a study by Wainhouse Research, 94% of respondents agreed that video conferencing has allowed for shorter project lengths. In addition, they saw more flexibility, better work-life balance, and reduced company travel expenses by 30%. It is also a more effective communication alternative when compared to emailing and chatting because of its personal connection.
Most Popular Video Conferencing Solutions
Many types of video conferencing technology exist, and applications are constantly changing. Some of the most popular platforms available for businesses are Zoom, Microsoft Teams, Cisco Webex, Google Meet, and Skype. Each of these video conferencing platforms offer a free version to users. Additionally, they provide highly rated customer service support sites and 24/7 phone support. As of now, Zoom is the most widely used platform for video conferencing. Zoom offers users a free video-conferencing app and a subscription. Organizations can subscribe for more features and unlimited timed meetings. Due to its ease of use and the large number of users allowed on, features offered, reliability, cross-platform compatibility, and integration capabilities, Zoom is the most widely used platform. Zoom is not only useful for businesses but also for personal video conferences between friends and family.
Best Free Video Conferencing Platform
Video conferencing needs differ from organization to organization, but Zoom is widely accepted as the best video conferencing application for no cost. Unlike other known solutions, Zoom offers a free version that includes most of the same features as the paid version minus the time allowed for meetings and the number of users. Other applications such as Google Meet and Microsoft Teams offer free versions. However, but unlike Zoom, these systems are for business collaboration specifically. Zoom is the best video conferencing application if someone is looking for a free, limited version for their organization or personal use because it is easy to navigate.
Differences Between Zoom and Microsoft Teams
Although most video conferencing solutions offer similar features, there are a few differences between the two most popular: Zoom and Microsoft Teams. Although the platforms are similar, some differences are that Zoom allows for 100-1,000 users, depending on the paid plan, whereas Microsoft Teams can accommodate 250 users for most plans, and even reach up to 10,000 users in the most advanced plan. Additionally, Zoom offers more features that may not be essential for all business users. In contrast, Microsoft Teams focuses more on collaboration and business-focused features. Zoom offers more accessibility options such as closed captioning which is helpful for those with impaired hearing and disabilities.
Negatively, Zoom’s free plan only allows users in a group call to video call for 40 minutes. Meanwhile, those on one-on-one calls receive an unlimited amount of time. Meanwhile, Microsoft Teams allows users to call for an unlimited amount of time with their free option whether it is a group or individual call. Microsoft Teams thoroughly integrates with Microsoft Office Suite. Users can multitask easily and access other Microsoft applications while collaborating. Both Zoom and Microsoft Teams emphasize the importance of privacy and security, with each platform using extensive protocols to ensure user safety.
What You Should Look for When Choosing a Video Conferencing Platform
When trying to select the best video conferencing platform for your business, there are many key factors you should look at such as the video and audio quality offered, screen sharing capabilities, recording and playback, chat and messaging, integration and collaboration, mobile support, and security and privacy. Although businesses and their needs with video conferencing differ, these are key features that should not be neglected when choosing the best video conferencing platform.
While the first step an organization must take is selecting a video conferencing platform that works for their needs, there are many other factors that play a role in seamless video conferencing. Those include, procuring the best technology within budget, installing those systems correctly, and integrating them into the organization’s regular work flows. At OEC, we help companies find the best video conferencing equipment to fits their needs. We offer all-in-one solutions, room controllers, cameras, sound bars, and more to cater to the growing need for video conferencing equipment. Visit our website to contact us with inquiries!
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The best video conferencingplatform depends on your business’s specific needs. The usage amount and features needed for remote meetings range. The simplest solution is Zoom, and Microsoft Teams is more exclusive to business-related features. If your business is looking for a platform that is designed for team meetings and conferences, Microsoft Teams is the best platform for you. Microsoft Teams offers business-related features such as unlimited group meetings for up to 30 hours, anytime phone and web support, file sharing, tasks, polling, data encryption, and whiteboards.
On the other hand, if your business is looking for a platform with basic features that work for both business and personal usage, Zoom is a great platform because it offers most of these features such as large-scale meetings, screen sharing, chat features, and 24-hour help, but is not focused on offering all in one access to users such as calendar integration and file access. Each business’s needs differ, so it is important to research the differences in each video conferencing platform before subscribing to it.
Privacy and Security on Video Conferencing Platforms
When choosing which video conferencing platform is best, focus on the privacy and security features of each platform. This protects your business’s private information, and the user’s information. Teleconferencing platforms focus on security and privacy for their users. They are seen as relatively safe because it is important to them that their customers feel comfortable using their services. Video conferencing security should be a priority when choosing which platform is right for your business.
Platforms such as Zoom and Microsoft Teams ensure privacy in many ways. Some examples include when the host is notified someone is trying to join the call, which offers another step of security and privacy for the meeting. Additionally, when screen recording is on during a meeting, it notifies all users in the conference, so they are aware. Before joining a meeting, a meeting ID and password is required. Lastly, ensuring encryption on calls, chats, and shared files protects your business.
Are Large-Scale Virtual Meetings/Webinars Possible on Video Conferencing Platforms?
Developers designed video conferencing platforms for large-scale virtual meetings or webinars. Conferencing platforms have transformed the business world by offering remote working and team meetings in the comfort of homes and different offices around the globe. Hosts can send out a meeting ID and password to large numbers of users where they can then join the video conference very simply. During these webinars and large-scale virtual meetings, the host can share presentations and create breakout rooms to engage users in the conference. By being able to hold large-scale virtual meetings, businesses are saving money by reducing traveling expenses and saving time for having to host events. Features offered on these platforms make successful interactions possible remotely, most businesses say that it has increased productivity and overall employee and company well-being.
How to Successfully Host Large-Scale Virtual Meetings and Webinars
To host a large-scale virtual meeting successfully, you must prepare adequately and remain focused on the goal of the webinar. To ensure useful interactions, hosts should make clear points and engage users through features like breakout rooms, polls, and chats. It is important to familiarize yourself with the tools and features that your video conference platform offers. Do this beforehand to avoid any technological difficulties and confusion.
Although video conferencing technology has greatly improved online communication, any technology can have some downsides. It is important to be patient and to clearly explain to users how the technology works. This is very important because although video conferencing platforms seem similar, some users aren’t familiar with the different features. Users should hold shorter, more frequent video webinars and conferences to be more successful. Video conferencing saves users time and energy compared to long, unengaging meetings.
At OEC, our goal is to provide businesses with the tools to make them the most successful. Our team offers support and guidance to companies. We help them choose the right video conferencing technologies so they can be their most successful. Contact us to let us help you grow your business to reach its full potential.
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In today’s rapidly evolving business landscape, video conferencing has become an indispensable tool for communication and collaboration. With the advent of globalization, remote work, and virtual teams, businesses are increasingly turning to video conferencing. They are using it to bridge geographical gaps and streamline operations. However, like any technology, video conferencing comes with its own set of advantages and disadvantages. In this article, we explore both sides of the coin. Our goal is to help businesses make informed decisions about integrating video conferencing into their operations.
Advantages of Video Conferencing in Business:
Enhanced Communication. Video conferencing facilitates face-to-face interactions, fostering a sense of connection and understanding among team members, clients, and partners. Visual cues such as body language, facial expressions, and other nonverbals help avoid misunderstandings and strengthen relationships. They also give remote participants a feeling of telepresence that mimics the human connection.
Cost and Time Savings. Video conferencing reduces the need for travel, saving both time and expenses associated with commuting or flying to different locations for meetings. This leads to increased productivity and cost-effectiveness, especially for executives who are in high demand with little time to waste.
Global Collaboration. With video conferencing, businesses can collaborate with teams and stakeholders across the world, breaking down geographical barriers and enabling seamless international partnerships. Global companies with dispersed workforces can collaborate from different time zones more easily than ever before.
Flexibility and Remote Work. Video conferencing empowers employees to work from anywhere, promoting a flexible work culture and attracting top talent regardless of their physical location. In some cases, employees will even take work vacations where they will work from an exotic place. In this way, they can experience a new culture without missing a beat at work.
Increased Productivity. The convenience of video conferencing reduces meeting setup times and enables quick decision-making, leading to increased efficiency and productivity.
Real-time Document Sharing. Video conferencing platforms often provide features for screen sharing, allowing participants to present documents, slideshows, and other materials in real-time. This helps decision makers consider all their information in one easy place so they can move forward more quickly and efficiently.
Environmentally Friendly. By reducing the need for travel, video conferencing contributes to a smaller carbon footprint and aligns with sustainable business practices. For businesses focused on sustainability, this is a major win.
Disadvantages of Video Conferencing in Business
Unfortunately, every great innovation has its downside. Here are a few disadvantages of using video conferencing solutions for business purposes:
Technical Issues. Unstable internet connections, audio or video glitches, and software malfunctions can disrupt meetings, leading to frustration and decreased efficiency. If you plan to use video conferencing, ensure you have the proper hardware and bandwidth ahead of time to mitigate these problems.
Lack of Personal Interaction. While video conferencing provides face-to-face communication, it may not fully replace the personal touch and camaraderie that come with in-person interactions. This may change as we see conferencing solutions continue to improve in the years ahead.
Security and Privacy Concerns. Video conferencing platforms may be vulnerable to security breaches or unauthorized access if not adequately protected, potentially compromising sensitive information. Making sure your information is protected ahead of time is of the utmost importance.
Dependence on Technology. Video conferencing relies heavily on technology, and any hardware or software failures could disrupt crucial meetings and decision-making processes.
Cultural and Language Barriers. Global collaboration can introduce cultural and language barriers that may hinder effective communication and understanding among participants. To help in this process, it is a good idea to train your employees how to ask questions, so they get the answers they need. Patience and clarity will be key for global collaboration.
Meeting Fatigue. Frequent video conferences can lead to meeting fatigue, causing participants to feel drained and less engaged over time. Make sure your workforce balances their virtual and in-person interactions.
Distractions and Multitasking. In remote settings, participants may be tempted to multitask or become distracted during video calls, reducing their focus on the meeting’s objectives. This creates an opportunity to improve presentations and interactions with the audience to keep them engaged the whole time.
Video conferencing undoubtedly offers numerous advantages that modern businesses can leverage to enhance communication, collaboration, and productivity. It connects remote teams, saves time and money, and fosters a globalized work environment. These factors make it an invaluable tool for organizations of all sizes. However, businesses must also be aware of the potential challenges. Those include technical issues, security concerns, and the need for proper etiquette to ensure that video conferencing is used effectively.
Ultimately, striking a balance between video conferencing and in-person interactions can optimize its benefits while addressing the limitations. Businesses can make this their most powerful communication tool to stay ahead in the competitive landscape. They must simply stay informed about the latest advancements and invest in reliable hardware and software solutions.
Working with OEC
Can video conferencing improve how you do business? If so, 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.
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Businesses around the world are constantly asking themselves the question, “How do I communicate better with my employees and my customers?” Businesses aren’t alone in this struggle either. It is part of the human condition to struggle with effective communication. We all want to be heard and understood, but in a world full of distractions, we often fail. Communication isn’t easy, especially when you are not even in the same room as the other person. Luckily, thanks to advancements in technology, communication in the business world and beyond is improving thanks to video conferencing.
Video conferencing is significantly improving communication in the business environment. Here are a few of the ways it is making a positive impact for businesses trying to share their message both internally and externally.
Visual Cues
Unlike past conferencing solutions that only allow a few phone lines to connect and communicate simultaneously, video conferencing enables participants to see each other. This simple change has opened up a world of better communication by providing non-verbal visual cues visual cues such as facial expressions, gestures, and body language. These visual cues enhance understanding, empathy, and overall engagement during the conversation. They also help people feel more connected. Instead of talking to a microphone while staring at a wall, participants talk can see the other person in real time. It simulates the experience of being in the same room together which is imperative for building trust and comradery both between coworkers and clients.
Real-time Collaboration
What started with hand-written letters and telegrams before moving to phone calls has evolved to real-time communication. Gone are the days of waiting to hear back for a time-sensitive response, now video conferencing is providing instant feedback regardless of the participant’s physical location. It enables teams to work together on projects, share ideas, brainstorm, and provide instant feedback, fostering a sense of unity and productivity.
Enhanced Engagement
In tandem with visual cues, seeing participants’ faces and reactions can help keep everyone engaged during meetings. Rather than staring a a wall, it minimizes distractions and encourages active participation. Individuals are more likely to pay attention and contribute when they can be seen by others. It also helps end exclusionary meeting practices common in conference calls where one side can mute themselves and have an entire side conversation the remote participant is unaware of. Seeing people face to virtual face helps everyone stay engaged in one conversation at a time.
Global Reach
Since video conferencing works for anyone with the right hardware and an internet connection, geographical barriers have been virtually eliminated allowing businesses to connect with partners, clients, and colleagues around the world. This global reach enables teams to meet quickly and easily reducing travel costs, and expediating decision-making processes. When it comes to expanding business worldwide, reaching global markets with the right message is easier than ever.
Flexibility and Convenience
Since video conferencing allows you to connect online anywhere that has a strong internet signal, work can be more flexible and convenient than ever. Some people enjoy taking a workcation. That means they work while travelling using cafes and other coworking spaces wherever they can find them. For those less adventurous, participants can join a meeting from their car on their way to an appointment without missing a beat. If a meeting is only going to take a few minutes, it also saves people extensive travel time while helping solve the same problem they would have done in person.
Scheduling
Scheduling important meetings is also quick and easy to do when platforms are integrated into calendar platforms. Take a quick look at a coworker’s calendar to see if they are available. Then schedule a meeting with a link to the virtual meeting room.
Document and Screen Sharing
Most video conferencing platforms support document and screen sharing. These features enable participants to present slides, share important documents, or collaborate on shared files in real-time. This feature improves information sharing, collaboration, and productivity during meetings.
Record and Playback
Many video conferencing tools offer the option to record meetings. This allows participants to review the discussions later or share them with absent team members. Keeping a record of an important discussion can save a lot of time in future discussions.
Personal Connection
Above all, video conferencing helps people build and maintain personal connections among team members, even when they are physically apart. When people feel connected and care about each other, they have a better chance of communicating well. That is the goal for any business.
If you need help designing a video conferencing solution for your workplace, contact OEC today for a free consultation. We want to help you look and sound your best no matter who you are working with.
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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:
It enables seamless communication regardless of geographical barriers, fostering global collaboration and teamwork.
The COVID-19 pandemic accelerated the adoption of remote work, making video conferencing the lifeline for businesses and educational institutions alike.
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.
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.
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.
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.
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.
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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What is the history of video conferencing in business?
Since the late 1960’s there have been countless iterations of video conferencingsolutions. 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.
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.
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.
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.
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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Insights and ideas to improve the healthcare experience
The pandemic proved to be an extreme pressure test on the entire healthcare system. While clinicians performed above and beyond, the crisis really identified where the opportunities in healthcare exist.
What’s emerging now is a stronger-than-ever realization that purposeful, human-centered design can have a very positive effect. While there are many ways to address this, Steelcase Health has identified three areas of focus to help organizations improve the healthcare experience and outcomes for everyone involved – patients and their families, as well as clinicians and staff.
Spaces where health happens must be met with extreme flexibility – handling what’s now and anticipating what’s next.
Designing for flexibility can help organizations adapt to changing models of care delivery while reducing the cost of renovations. According to the National Library of Medicine, the pandemic “revealed that many modern hospitals and healthcare organizations lack the flexibility to accommodate sudden surges of patients due to unexpected healthcare situations.” It goes on to say that “flexibility is the key requirement of healthcare facilities of the future and consequently designers need to consider the unknown needs due to technological, societal and epidemiological changes.”
“Flexibility is the key requirement of healthcare facilities of the future and consequently designers need to consider the unknown.”
Today most healthcare facilities have fixed components, such as permanent walls and millwork. This approach makes it difficult to change the space quickly when new needs or crises occur. By creating spaces that are move versatile with components that are not as fixed, such as height-adjustable desks, moveable screens, modular casework, furniture on casters, you can provide ad-hoc flexibility to any space. And organizations save money with furniture that supports multiple functions or can be updated more easily. A cafe space can become a training room. A multipurpose zone replaces a traditional waiting room.
Healthcare environments need to address both the physical and emotional wellbeing of people.
Healthcare visits, whether planned or in an emergency, often conjure up an image of a familiar set-up: hard surfaces, cool tones and a sterile feeling environment. These spaces often leave patients feeling anxious and stressed. Healing spaces need to increase overall wellbeing and go beyond physical health to also include mental, emotional and social health.
“Medical facilities are mostly designed to help you get physically better. But they don’t always account for the rest of you,” says Seth Starner, Advanced Explorations, Steelcase Health. ” By creating spaces that are warmer and approachable, patients and loved ones can feel a little safer and more taken care of, tending to their overall wellness.”
By using materials that are both functional and beautiful, providing access to natural light and giving patients more control over their experience, healthcare environments can become more calming and welcoming.
The wellbeing of healthcare workers – whose jobs are centered on taking good care of others – is all too often overlooked in their own work environments.
Compared to people in other professions, those who work in healthcare disproportionately experience exhaustion, dissatisfaction, depression and burnout. Clinicians are always coping with sickness and death. It’s unavoidable. But there are other causes of burnout, too: busy, high-stress environments and always putting others first. Space can be a tool to address those things.
Spaces for breaks have typically been minimized in the floorplate and their location can be inconvenient for actual use.
And then there’s the experience. Many break rooms have become cluttered spaces or overflow storage rooms – in other works, an afterthought. Or they’re just one big, noisy room. At the 2022 Healthcare Design Conference & Expo, a nurse said, “I’m not going to feel comfortable going into the breakroom to cry during a difficult shift while sitting next to a coworker who is eating lunch.”
Respite means different things to different people. So, you need diverse types of respite areas available to suit various needs. Organizations are looking for ways to reclaim underutilized spaces and repurpose them for respite spaces instead. And it’s important that organizations keep these spaces well maintained, warm and welcoming.
The healthcare industry is renewing its focus on setting its staff up for success. When designers make spaces to run smoothly and caregivers feel supported by their spaces and leadership, they create better experiences for their patients. Better supported caregivers consistently yield better scores on the HCAHPS, a survey measuring patient perceptions of their hospital experience.
“There are signs that the whole culture of clinician self-sacrifice is starting to be challenged and recognized as unsustainable, that clinicians can’t give the best care if their own needs are being ignored. It’s becoming a big recruitment and retention issue.”
Health Takeaways
3 insights and ideas for improving healthcare experiences
Spaces where health happens must be met with extreme flexibility – handling what’s now and anticipating what’s next.
Healthcare environments need to address both the physical and emotional wellbeing of people.
The wellbeing of healthcare workers – whose jobs are centered on taking good care of others – is all too often overlooked in their own work environments.
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The temperatures are rising, and summer events are popping up everywhere. From concerts and rodeos to wine tastings and corporate events, each offer something special. However, some events stand out above others. Why? They are dedicated to creating a memorable and interactive experience with guests. If you are planning a big event for the summer and want to make a splash, we have compiled some ways that integrating technology into your event can help.
8 Ways AV Technology Can Help Your Event
1. Captivate Your Audience
For starters, you want to captivate your audience. Create impactful presentations and immersive experiences through high-quality audio and visual elements. This will help you keep your attendees engaged and entertained throughout your corporate events.
2. Create Seamless Communication
AV technology enables seamless communication and collaboration during corporate events. It allows presenters to effectively convey their message, interact with participants, and foster meaningful connections.
3. Showcase Professional Branding
You can project a professional image for your company with the proper AV setup. From customized stage backdrops to branded multimedia content, AV can enhance your corporate event’s branding and leave a lasting impression.
4. Dazzle with Dynamic Presentations
AV solutions offer dynamic presentation capabilities, including multi-screen displays, live video feeds, and interactive elements, enabling you to deliver impactful content that resonates with your audience.
5. Superior Sound Quality
Making a splash at your corporate event requires clear and crisp audio. AV systems provide high-quality sound reinforcement, ensuring that every word spoken and every musical note played is clear.
6. Make a Visual Impact
From large-scale projection mapping to LED video walls, AV technology can create stunning visual displays that captivate and mesmerize attendees, transforming ordinary events into extraordinary experiences.
7. Live Stream
AV systems allow for live streaming and remote participation, enabling you to broaden your audience.
8. Engage your Audience
Want to get your audience involved? Incorporating interactive elements such as live polling, Q&A sessions, and gamification through AV technology fosters a dynamic and interactive event environment.
6 AV Technology Products To Support Your Event
Now that we have given you a long list of ways that incorporating AV technology into your corporate event can help it stand out let’s go through some of the products that can support your goals.
1. High-resolution projectors and projection screens
These can deliver visually stunning presentations and immersive experiences, allowing you to captivate your audience with sharp and vibrant imagery.
2. LED video walls
LED panels configured in large video walls provide a dynamic and impactful visual display.
3. Professional audio system
High-quality speakers, microphones, and sound reinforcement systems ensure clear and crisp audio.
4. Interactive displays and touchscreens
These enable interactive presentations, allowing attendees to participate and engage with the content actively.
5. Video conferencing and live streaming solutions
These technologies enable remote participation and live streaming to and from corporate events helping you reach a wider audience.
6. Lighting systems
Properly designed lighting setups can enhance the visual aesthetics of your event space, creating an ambiance that aligns with your brand and the atmosphere you want to establish.
At OEC, we specialize in providing cutting-edge AV solutions that can enhance every aspect of your upcoming summer gatherings. Imagine captivating your audience with vibrant and immersive visuals displayed on high-resolution projectors and LED video walls. Our AV solutions will help you create visually stunning presentations and transform your event space into a dynamic and engaging environment.
But it’s not just about visuals. We understand the importance of crystal-clear audio to communicate your message effectively. With our state-of-the-art sound reinforcement systems and professional audio equipment, every word spoken and every note played will resonate with clarity, ensuring your attendees remain fully engaged and connected.
Engagement is key to a successful corporate event, and that’s where our interactive displays and touchscreens shine. These allow your attendees to actively participate, interact with content, and share their thoughts through live polling and Q&A sessions. Such engagement fosters a sense of community and provides valuable insights and feedback. Additionally, we offer seamless video conferencing and live-streaming solutions to connect with remote participants and expand the reach of your summer corporate events. Whether your team members are scattered across different locations, or you want to engage a wider audience, our AV technology ensures that no one misses out on the experience.
Contact Us Today
Let us handle the technical aspects so you can focus on delivering a memorable event. Our dedicated AV professionals will work closely with you to design and execute a tailored AV setup that aligns with your event’s theme, objectives, and branding.
Make this summer’s corporate events stand out from the rest. Let us show you the transformative power of AV technology. Contact us today, and together, we will create an unforgettable experience for your attendees.
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Gen Z (born 1997-2012), the youngest generation in the workplace now, is growing up in a hyper-connected, diverse world and is challenging traditional structures and values in the workplace. It may defy conventional wisdom to learn that Gen Z places more importance on the office than previous generations. Here’s what matters most to Gen Zers, according to Steelcase global research.
Gen Z is reshaping the workplace and works in the office more than any other generation
Generation Z will represent almost a third of the global workforce by 2025* and will play a big role in shifting attitudes and perceptions.
Work-life balance and learning and development opportunities ranked highest in choosing an employer
Balance
“Quiet Quitting” doesn’t mean a lack of engagement to them, it means creating boundaries between work and the rest of their lives.
Pay
Low compensation was the number one cited reason for leaving their jobs in the last two years.**
Connections
Top reason to come to the office are about interactions.
Values
Employer values that align with their own. Company’s sustainability initiatives will be critical to talent acquisition and retention in the future.***
**2022 Deloitte survey amonth 23,200 Generation Z and Millennial workers (born between 1996-2010 and 1980-1995, respectively) across 46 countries globally
***Steelcase Gen Z Research
Making connections, learning and career development are more important Gen Z in the office
In addition to just getting work done, building relationships is a big reason they show up. Learning and career development are also important.
73% of Generation Z believes space is hightly or extremely important to the effectiveness of the company they work for.
Individual spaces will make the biggest impact for Gen Z
If you want to motivate Generation Z workers to come to the office even more, having an assigned desk ranks highest – which could be about feeling they belong, or simply a pragmatic need tor a place where they can focus best. The top three things they want are:
Assigned Workspaces
Larger Individual Workspaces
More Privacy in Individual Workspaces
Gen Z is more likely to believe the value of the workplace increased over the pandemic
54% compared with 42% of Millenials, 30% of Gen X, and 23% of Boomers
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