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Why implement web and videoconferencing?

In a reality where expense reduction is the buzzword, implementing cost-effective solutions to improve communication and interaction between different players becomes paramount to ensure a company’s sustainability.

The benefits provided by such a solution are obviously interesting and are important to bring your business to a higher level, while making the most out of something that will benefit you both financially and strategically.

Expense reduction

Flights, hotels, administrative fees - business trips weigh heavily on a company’s finances. With web and videoconferencing, you can communicate in real time with your partners around the world, and carry out negotiations and meetings without having to travel and incur additional costs.

Time savings

In addition to expenses generated by multiple business trips, the average amount of time lost in airports, on flights and outside of flights is 12 hours. This is time that could be invested to accomplish more work and to increase productivity. It is therefore very beneficial to implement this solution as it enables you to optimize personnel work time in the company.

Web and videoconferencing also helps to reduce decision-making time, as you are able to react more quickly to changes and the unexpected as you have the ability to meet simultaneously when the need arises.

Efficient communication

In contrast to emails and phone calls, web and videoconferencing gives you the benefit of seeing your colleagues in real time, which lends itself to a climate of trust. You can interact with your stakeholders, ensure proper assimilation of your message, avoid misunderstandings, gain a better understanding, and carry out your plans.

Surround yourself with colleagues

One of the primary benefits of web and videoconferencing is that you can collaborate with talented partners and international experts. You can take advantage of their expertise at the lowest cost, as often as necessary. You can also communicate with employees in other regions and maintain contact with partners if there is a need to travel.

What is required so that web and videoconferencing work well?

Implementing a web and videoconferencing solution, no matter how it will be used, is ideal for training, inter and intra company communication and other purposes. It does require an investment in terms of hardware, software and internet connectivity in order to ensure the solution’s proper functioning and optimization.

Hardware

  • A Mac or PC computer with a powerful processor and adequate RAM
  • A video camera able to capture or record images as needed.
  • A microphone
  • Speakers
  • Compressor/Decompressor

Connection

ISDN, ADSL, cable, or any other type of internet connection. It’s important to have enough bandwidth to facilitate transmission and reception of image and sound.

Software

There are a multitude of web and videoconferencing software products with different features which respond in different ways to business needs. They have differing specifications when it comes to connectivity and hardware so that their use is optimized for users. It is suggested that you designate special rooms for videoconferences which, when properly furnished, can make the experience more enjoyable.

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Selection process

When selecting web and videoconferencing software, there are many variables to consider, such as knowledge of the industry in which you operate, the number of users and their locations, and usage. These considerations will help you determine which solution best meets your needs:

Business sector

  • Engineering, construction, and manufacturing
  • Hospitality and tourism
  • Health industry
  • Financial industry
  • Education and training
  • Consulting and expertise

Usage

The choice of which web and videoconferencing solution to implement depends also upon how it will be used, so if it is for personal use, you don’t need a lot of technology or software with advanced features. On the other hand, if it is for professional use, it will require a more significant investment, and more importantly, the number of users and their locations makes it necessary to add extra selection criteria when deciding which software to implement.

Available features

There are different features available which are intended to make the videoconferencing experience as easy as possible. Some of these features are:

Audio and video

  • The ability to record a meeting
  • Real-time screen sharing
  • Remote desktop control
  • Passing off presenter controls, and the ability to allow participant annotation
  • A whiteboard feature to allow drawing and highlighting images on a shared desktop image or a blank white screen
  • The ability to comment in real time, and enable other participants to see the comments and who made them
  • Add full duplex support that allows communication and data at the same time.
  • The most innovative solutions will have an advanced preparation mode, webcam compatibility and broadcast streaming tools.

Functionalities

There are different features available which are intended to make the videoconferencing experience as easy as possible. Some of these features are:

  • Meeting scheduler
  • Application sharing
  • The ability to upload and transfer files to participants
  • Security, with user registration and authentication
  • End-to-end encryption – all while remaining firewall friendly
  • Public and private text chat functions
  • Mobile apps, for users that don’t use the company’s technology
  • Consider whether an application requires participants to download softwareandnbsp;

Help and support

Web and video conferencing is fairly complex to implement and use, even with experience. There will be times when you will require certain information or support, so it’s important to know about:

  • Built-in help menus
  • Guides
  • Tutorials
  • FAQs
  • Knowledgebases
  • Direct chat support and moderated forums
  • 24/7 support

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Detailed comparison of the 10 best Web & Video Conferencing softwares