More and more businesses are coming around to the idea of virtual collaboration. And rightly so. I know that I wouldn’t have been able to hire my three virtual team members, or keep the business running, without using virtual conferencing.
As the virtual workforce takes hold, business owners are facing a number of new questions when looking at their technology needs. Some of these questions concern the types of hardware needed, and others will no doubt surround software-based questions.
One of the most popular questions business owners may ask is what type of videoconferencing solution is the best?
Video conferencing company, BlueJeans offers a variety of videoconferencing options for businesses to choose from.
How to Choose the Right Video Conferencing System
One important distinction to make prior to searching for a program is the type of environment it will be used in. Basically, what are the needs of your business and what type of conference calls will you be doing?
For instance, some business owners may be looking for something that will allow their virtual workforces to meet, while teachers may be looking to expand their students’ learning opportunities.
Based on the unique needs of your business, that can be easily met through services offered by BlueJeans. Keep some of the following points in mind:
- Does the program allow for multiple users?
- Can files be transferred during the conference?
- Is Microsoft Office integrated into the program? This allows documents, spreadsheets and power points to be shared among the conference participants in real time.
- What is the cost of the program?
Some of the more common types of conferencing options include one-to-one systems, telepresence calls and room-based calls.
1. One-to-One Systems
The one-to-one system is just what it sounds like: a system designed for communication between two parties in a one-on-one situation. This platform can be especially useful when business owners are talking to other departments about a recent job applicant.
It can be useful in small businesses where the staff is limited and the budget for equipment is especially tight. However, larger brands can also benefit by giving individuals a line of communication.
Think of it as the virtual equivalent to walking in someone’s office and closing the door in order to keep others away during your conversation.
When looking for a one-on-one or desktop conferencing application, there are a few things that potential purchasers may want to keep in mind, according to Cio.
- Does it have a built-in messaging system that would need to be disabled to stay in accordance with company policy?
- What type of server is needed for a smooth experience?
- Can outside callers be included in the conference?
2. Telepresence Calls
Telepresence is a videoconference system designed to be used in a group setting. This program can become a primary tool for virtual business and team meetings as it is the most realistic system available.
Regardless of where the members of a company’s workforce are located, connecting to a telepresence meeting will make you feel as if you’re all together in the meeting. And it’s nice to “see” each other in person.
There are many benefits to using this type of technology, according to Green Technology World, including the following:
- The ability to collaborate.
- The advantage of saving money on travel for remote participants.
- The environmental benefit of leaving a smaller carbon footprint compared to that of more traditional meetings.
3. Room-Based Chats
A third type of videoconferencing that is becoming more readily available is called room-based. Like teleprescene, this format is also for larger group settings. It does not have to be used only in the meeting room, however.
This type of system allows participants to feel as if they are in the same room with the speaker. It can benefit college students who are participating in distance learning classes. Some students may be in the physical room, while others use the Internet to enter the classroom virtually.
A room-based system focuses on some of the physical elements in the room in order to make better use of tools available, according to Entrepreneur. Some of these elements include:
- The lighting.
- The soundproofing in the room. Just because it’s a conference call does not mean everyone in the building needs to listen in.
- The interactive elements.
- The limitations on distractions. It is quite easy to become distracted in a virtual meeting, so if you can limit the distractions you can regain focus.
Videoconferencing is quickly becoming an important tool for many users. Whether students need to connect with their teachers or a small business with one of its vendors, it is here to stay.
As small business owners, sole-proprietors and educational institutions explore its uses, it is important to choose the right type of platform for your situation. Consider cost and need in order to determine the exact product to purchase.