Video conferencing for business gives companies of all shapes and sizes a better way to meet. Explore the most compelling benefits and advantages of video conferencing and why more companies are connecting virtually.
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Key Highlights:
Video conferencing frees up time that can be put toward other tasks. With no travel involved, participants can meet at a moment&#;s notice from wherever they are, getting straight to business to maximize productivity and efficiency.
Despite being co-located, teams can still collaborate in real-time. Whiteboard tools, screen sharing and annotations make it easy to share ideas and add visuals to conversations. With teams meeting as though they were in person (as opposed to and project management apps), they can make faster decisions about how to move forward.
Video conferencing features like muting participants, limiting meeting attendance and eliminating background noise minimize disruptions. Participants attend meetings in their own little bubbles and can focus on the topic at hand instead of being distracted by other participants.
Meetings cost companies as much as $100 million per year. Some of that money can be salvaged with video conferencing.
Meeting via video reduces travel expenses, lowers office space requirements, minimizes communication costs and streamlines training and onboarding. Video platforms and related equipment cost significantly less per meeting compared to commuting costs and physical space. Plus, companies increase these savings by freeing up more employee time to put toward work.
With video conferencing, companies can schedule meetings faster and collaborate more effectively with team members in different parts of the world. Teams can connect in real-time with very little notice, whether they&#;re in the office or working remotely.
Video conferencing platforms like Zoom, Microsoft Teams and Google Meet make it easy for employees to join a meeting using just a computer, mobile device or a purpose-built device by Neat. Participants can share screens, documents and presentations during the conference call for better collaboration.
Face-to-face interactions play a significant role in good communication. Participants gain the benefit of seeing others&#; body language and non-verbal cues, something that audio-only calls or emails don&#;t offer. These are important for knowing how your team is feeling, whether they understand and are on board with what&#;s being discussed or whether they&#;re tuned out of the meeting. Team bonding improves and participants can start building trust and familiarity with each other from afar.
With video conferencing for business, teams have the advantage of seeing their colleagues while they collaborate. They can also share their screens or use virtual whiteboards to explain their ideas and capture important meeting details.
Video conferencing tools offer multi-device support, ensuring all team members can participate equally.
Video conferencing offers an eco-friendly alternative to in-person meetings. With less traveling, companies can lower their carbon footprints, reduce emissions and contribute to a healthier planet.
The digital format also minimizes paper usage. Rather than printing meeting agendas and taking notes by hand, participants can rely on screen sharing, whiteboards and meeting recordings. Some video conferencing for business will also generate transcripts of your meetings for participants to refer back to.
For companies focused on sustainability initiatives, video conferencing for business is a no-brainer. The time and money savings support a healthier bottom line, plus it requires few resources to implement and execute.
Video conferencing for business offers a safe, secure solution for your meetings. Platforms have deployed numerous security features, including end-to-end encryption, secure data transfer and storage, robust access controls and privacy policies that meet regulatory compliance. This gives you peace of mind that your meetings remain private by mitigating the risk of hackers and data breaches.
Joe Biden uses Neat Board in The White House. (Image credit &#; President Joe Biden&#;s Facebook page)Intuitive interfaces, streamlined setup processes, cross-platform compatibility and comprehensive user guides and support create a user-friendly experience. Anyone can create or join a video call with very little training or experience.
Neat devices are made to set up easily right out of the box. They come with all the hardware you need, along with illustrated instructions for ease of use. Within minutes, your device is ready for your next video conference.
Popular video conferencing platforms integrate with third-party tools to create a fluid, user-friendly experience. Things like calendar and scheduling software, project management applications, CRM and ERP systems and communication and collaboration platforms can all work together to support your business needs.
Many of these integrations take only a few clicks to set up. For example, Neat Frame comes pre-loaded with Zoom and Microsoft Teams. You can also pair it with your laptop to have access to your most important documents and tools while on your video conference.
Video conferencing for business is here to stay, and Neat helps you capture these and other benefits for the best possible experience. Our devices are made for seamless video conferencing thanks to an easy setup process and integrations with the most popular video conferencing platforms. We&#;ve also developed helpful installation guides, troubleshooting tips, best practices and other content to help you get the most from your devices and the overall video conferencing for business experience.
Compliant, secure and reliable video conferencing for the home or office gives you a better way to work &#; explore Neat today.
Make sure you only use reputable video conferencing platforms. You can also password-protect your meetings, assign meeting IDs, lock your meetings and avoid sharing video conference links outside of anyone who needs to attend the meeting.
You&#;ll need to tell participants you plan to record the meeting and remind them when it&#;s time to start recording. Your video conference software will also let participants know there&#;s a recording in progress. Only share the recording with those in the meeting or those who needed to be at the meeting but could not attend. This mitigates the risk of sensitive information being shared with the wrong parties.
There is no single best video conferencing platform, but you can narrow your options by figuring out your needs and budget, reading customer reviews and trying the software for yourself. Get feedback from your team about which software they like or dislike. Compare features, interfaces and ease of use. Consider the mobile experience and how your team will use the video conferencing platform. These considerations can help you make an informed decision.
You&#;ll need a strong internet connection for video conferencing, ideally with a minimum download speed of 10 Mbps. Having a quality camera and microphone will also impact your overall video conference quality. One approach is to purchase an all-in-one device like Neat Frame, which includes a superb set of AV components including the microphone, camera, screen and speakers. Neat&#;s technology minimizes background noise while emphasizing the speaker, and the camera captures small nuances like facial expressions that become lost with other cameras.
Common challenges of video conferencing for business include technology issues, unreliable internet connections, security fears, a lack of team cohesion and difficulty navigating the ins and outs of remote collaboration. Some of these can take time and practice to overcome. Finding good video conferencing solutions and devices can mitigate these issues by providing better audio and video quality and making it easy to schedule or join meetings.
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Video conferencing reduces or eliminates the need to travel. Teams can meet on demand without extensive planning. Common features like screen sharing and whiteboards encourage participation and allow participants to simultaneously collaborate. Employees may be able to accomplish more in less time, which leaves more time to work on projects and related tasks.
Companies can save money on travel, office space, printing costs and other overhead costs by implementing video conferencing. Most importantly, companies can reduce time waste when teams are able to meet remotely and on demand. This frees up more time for teams to do focused work and spend less time traveling to meet with their colleagues.
Video conferencing for business adds a visual element that&#;s not present in audio-only calls or emails. Teams can work face-to-face as though they were together in person. They can also take advantage of built-in tools like chats, screen sharing or whiteboards so everyone can engage during the meeting.
Video conferencing reduces a company&#;s carbon footprint by lowering travel-related emissions and environmental impacts. By cutting out flights, car rentals, hotel stays and ground transportation, companies can save money while doing the planet a favor. Also, by meeting virtually, companies can cut down on printing and paper usage; many video conferencing platforms will even generate transcripts of meetings. You can also record the meeting to refer back to later, which reduces the need for physical meeting agendas and paper notes.
Video conferencing software is subject to compliance requirements as well as a duty to keep its users&#; data safe. Many feature end-to-end encryption, custom meeting links, meeting room lockouts and other security hurdles that make it hard for unauthorized users to access a meeting. Choose reputable providers to ensure the highest level of security and privacy.
Meetings cost companies up to $100 million a year. Business Insider.
Guidance for securing video conferencing. CISA.
Remote work is here to stay, and the adoption of video conferencing software likely won't slow down anytime soon.
As vendors roll out features to video conferencing platforms such as Microsoft Teams, Zoom and Cisco Webex, the platforms' costs increase, which many organizations may find justified due to the benefits they bring to business operations. But video conferencing software does not come without disadvantages. Implementing new features can add new challenges that force some IT leaders and content managers to question the push for a full adoption of these products.
Video conferencing software has evolved beyond applications that connect two or more users through audio and video in real time. Organizations have various free options to offer video support for users, such as FaceTime, Skype and Facebook Messenger. Yet, free tools can't support all end users' communication requirements, including screen sharing, chat, file sharing, co-authoring and in-depth security and content control. Those requirements reduce the product options available, but some popular products include Microsoft Teams, Zoom, Webex, GoToMeeting and Slack.
When an organization selects unified communications (UC) software, it can see how a paid subscription product can go past traditional video conferencing software and offer capabilities and features beyond video and audio.
Video conferencing software can benefit organizations in the following six ways.
Before the COVID-19 pandemic, many organizations had significant annual budgets for travel to conferences, other businesses and branch offices. While business travel hasn't disappeared forever, pandemic restrictions forced organizations to meet with clients and hold conferences virtually, which video conferencing software enabled. Most organizations likely saved their entire travel budgets over this time and can continue to travel less and save money in the future.
Additionally, platforms like Zoom offer free meetings for a limited number of users or a limited length of time, which could benefit small businesses that lack the budget to travel or invest in other video conferencing products.
Video conferencing capabilities enable employees to work remotely -- whether from home, a coffee shop, a library or another location other than the office. This flexibility eliminates various time barriers, such as commute times or travel to and from conference rooms. Employees can join video conference meetings from anywhere. Also, these meetings become more accessible to employees with disabilities, employees in different states or time zones and potential new hires from different locations.
Video conference platforms can also improve communication between employees, as they enable users to discuss issues in real time with chat capabilities, file sharing and video calling. Employees don't have to wait for in-person meetings to discuss issues or ask questions, so they can accomplish tasks and solve problems quickly.
Virtual meetings -- like sales product presentations, reviews of current financial performance, contract negotiations or employee reviews -- generally result in action items and next steps. Action items may include generating a quote to send to the client, or an employee making contract adjustments. The takeaways are generally handwritten or digital notes. Yet, with frequent virtual meetings due to employees working from home, employees may struggle to capture this information, especially if meetings have many attendees.
Employees don't have to wait for in-person meetings to discuss issues or ask questions, so they can accomplish tasks and solve problems quickly.
Many video conferencing platforms, including GoToMeeting, Zoom and Microsoft Teams, offer meeting transcription features to prevent these issues. These features transcribe spoken word into text and provide the text to the meeting attendees. This feature can eliminate the need for an administrative assistant or an attendee to take notes and it adds a neutral party to capture the information.
Some business meetings require folks across international borders to meet and interact virtually. In some of these meetings, individuals who speak different languages may interact, which creates challenges when discussions arise. Organizations could hire translators -- which adds cost and complexity -- if existing employees aren't multilingual, or risk misinterpreting parts of the translation.
Organizations have various options to support multilingual meetings. Microsoft Teams and Skype offer the ability for anyone communicating over text to receive text translations. However, this may not suffice in virtual face-to-face meetings. For those meetings -- either video or audio -- organizations can use Azure Speech Translation services with Microsoft Teams. This feature transcribes spoken words and translates them in real time for attendees to view or hear. This enables multilingual communication in meetings and supports more than 30 languages.
Modern video conferencing software also offers the ability to share content and a user's screen with one or more meeting attendees. Screen sharing has become critical, as employees require remote assistance at times from their team members.
Another use case is the need to present content, which requires users to display files or data to meeting attendees. Employees could also collaborate and work on shared documents together in real time or through screen sharing.
Organizations may struggle to see the value of having access to apps within a video conferencing platform, but Microsoft Teams offers this access. Teams offers support to other tools from within the UC platform, so users don't have to leave the app to connect to tools such as a CRM system, Microsoft SharePoint or Microsoft Planner.
This approach may appeal to users who want to reduce switching between apps and have easy access to apps and services within the video conferencing tool.
The advantages and disadvantages of video conferencing software revolve around privacy, cost and content sharing capabilities.
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