With the growing globalization being experienced all over the word, a video conferencing software is quickly becoming a necessary tool for most businesses. Regardless of what industry you’re in, the convenience of an online meeting is certainly something that you can benefit from. But what is this tool that allows companies to enhance their business communications?
Video Conferencing Software Explained
According to a white paper prepared by Polycom, video conferencing is a tool that allows meetings to be done online. With the help of various elements, participants are able to communicate with each other without the need to be in the same room. These elements include the following hardware and software,
- Webcam – This equipment captures images so it can be transmitted to the other participants of the meeting.
- Display Screen – This could be a monitor or TV where the image of other participants that’s transmitted is shown. Insets of your own image may also be displayed on the screen.
- Microphone – This equipment captures the audio so it can be transmitted to the other parties in the online conference. This could be external or built in, depending on the type of workstation used.
- Speaker – This is what’s used to play the audio signals received from the other participants.
- Network – Allows the different parties in the online conference to connect with each other. According to Pro AV School, an online resource for audio-visual information, video conferencing tools used to connect through ISDN networks. However, there has been a considerable transition to IP networks in the last few years. The network used plays a key part in the quality of the audio and visual signals as these depend on the bandwidth or network capacity.
- Codec – It is a program that allows all forms of media to be transmitted and played. What the term stands for varies. It can be short for code-decode or compress and decompress.
Video conferencing tools for business can be downloaded and installed independently. There is free software available online as well as more sophisticated ones available for a fee. Businesses that take advantage of the benefits of online collaboration software can also get video conferencing as an added feature to their system.
The way the tool works is actually quite simple. It functions on a cyclical process. The first step is when visual and audio data are captured from a source. In simpler terms, this is when one of the participants of the meeting says something. The voice and the image are coded and compressed by the codec. They are then transmitted through the network being used. Once the data is received by the other points or participants, it is decoded and decompressed. The recipients are then able to view and hear the participants that had spoken. When there is a response, the process starts over again.
The exchange of data is, of course, done swiftly so they are displayed as a real-time video. This is how online meetings can feel as if all the participants are in the same room.
The quality of the signals depends on a lot of variables such as equipment and bandwidth. Bad audio can be caused by faulty speakers or microphones while freezing frames may be due to a problem with the bandwidth of your network.
Types of Video Conferencing Software
There are different types of video conference tools that you can choose from. Listed below are these types and a brief explanation of what each one is.
- Desktop – This type brings the useful software to your own personal workstation. Setting it up is quite easy. All you need is the software package and, of course, the basic equipment. This is an ideal type for conferences where only one individual will be at each point. One benefit that appeals to users of this type is the fact that it is cost efficient. Desktop video conference tools are inexpensive averaging about $400.
Video conference software for desktop is also quickly becoming popular in talent acquisition. Some HR managers, who have chosen to optimize their processes with recruiting management software, have also begun implementing online interviews.
- Set-Top or Mobile – This type is often set up on a cart so the entire system can be conveniently transported where it is needed. It can be transferred to different offices or conference rooms quite easily. Companies that don’t have specific rooms for online conferences will find this type of business video conference software ideal.
Start-ups or businesses that are in the process of ramping their operations use set-up video conference software because it is more cost efficient than installing a system in all the rooms.
- Room-Based – This type is permanently installed in one specific location. The equipment is mounted so they will always have the best results in terms of data capture. Companies have board rooms, conference rooms and even training rooms fitted with room-based video conferencing software so that it is always ready for use.
Video conferencing tools for training are often set up this way. While companies are now recognizing the benefits of e-learning, in-person training can still be integrated into the employee development programs with video conferencing.
Multi-point online video conferencing software can maximize the cost of in-person training. It allows the trainer to be able to conduct a session with employees from different locations simultaneously.
- Telepresence – This tool is undeniably the most sophisticated type. While this type can technically be categorized under mobile or room-based, the high ticket equipment needed for this video conferencing type puts it in a class of its own.
Telepresence simulates the experience of being in the same room as the other parties you are in a conference with. Images are displayed life size so a large screen is necessary. It is mounted at eye level so participants feel that they are all sitting on the same table.
To enhance the experience, companies invest in more than just the equipment and software. Rooms are designed and furnished identically so the background images match. However, the enhanced online video conferencing of this caliber comes at a high price. The system alone can cost up to $300,000.
When deciding which of these types is the best video conferencing software, you would need to determine what your needs are. Once you know what kind of solutions you need, you will be able to determine the right fit.
Top 5 Reasons to Use Video Conference Software
Learning what the different types of software may play a key role in your decision to use the tool. But like any other investments, you first need to see how it can benefit your business.
- Improve Communications – Whether you will be using it to communicate with your employees, partners or clients, video conference tools allow you to overcome any roadblocks brought about by distance. While phone conference may serve the same purpose, not seeing the other person can have an impact on the way you relate to each other. Elements such as body language, facial expressions and the ability to use visual aids can play a huge factor in business meetings.
Holding online meetings instead of just doing a telecon can help ensure that all the participants remain focused on the subject or topic being discussed. Because everyone is visible to everybody else, it discourages other unnecessary activities. With all the participants paying attention, there is less risk of missing important information.
- Reduces Costs – Online meetings can help your company become more profitable by reducing costs. Video conference software reviews by other users show that this is one of the most important benefits of the tool. The costs the software can reduce include the following,
- Travel Expenditures – Gathering the key people in one location costs money. You would have to budget for transportation and even accommodation if the employee will be coming from out of town. As every business owner and manager know, profit goes down as costs balloon. By reducing travel expenditures, you can increase your company’s profitability.
- Training Costs – Training is often considered as more of an expense rather than a revenue generating investment. By enhancing your employee development modules with video conference training, you can get more employees into training. You can avoid cascade training that doesn’t always produce good results.
- Save Time – If you have multiple offices, traveling to one location for a meeting can become time-consuming. By allowing employees to participate in the meeting at their branch or office, you can eliminate travel time. That means employees don’t have to waste work hours on the road and instead spend time on their tasks.
- Increase Productivity – There are numerous ways on how using video conferencing for your meetings can improve your employees’ productivity. With increased focus and improved communication during meetings, you can ensure that everyone is aware of what they need to do.
As mentioned before, it saves time. This translates to more productive hours completing projects or any other tasks that they need to do. Meetings become a way to touch base to improve performance rather than a distraction that delays work.
- Quicker Response Time – If you have teams from different departments or locations collaborating on a project, having constant communication is the key to becoming successful. However, if one of the team is in a different state or country, this can be quite a challenge. While the benefits of project management software are undeniable, it does not take the place of actual contact between the key people involved. With online meetings, they can provide updates and discuss pressing matters that need to be quickly addressed.
Whether you are running an SMB or a business with multiple locations, video conferencing tools designed for business can help improve your operations. Check out the list of video conferencing providers on CrowdReviews.com so you can start enjoying the benefits of online meetings.
Keith Moore
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