6 Questions to Determine if a Video Conferencing Tool is Right for Your Company

After a lot of deliberation, you’re finally ready to get that video conferencing system up and running… up until you realize that there’s a whole slew of systems to choose from. You can’t just pick one out, call it a day, and hope for the best, can you? You’ll need to make sure that it’s the right one, for you and your team. Here are a few helpful questions, then, to guide you throughout that selection process:

What Are the Features You Need?

What features are non-negotiable for you? Don’t forget to pull in key members of your team. Better yet, ask them all. That way, you’ll find out which features rank the highest in terms of need and popularity among your employees. If you don’t, you could end up buying a video communication system your team hates.

What Hardware Do You Need?

If you already have laptops and desktop units with cameras, then a video conferencing software might just be what you need to get going. But if you don’t have any audio and video tools or equipment, you will need to spend more on those elements. Along with those video cameras, you also have to invest in microphones and high-quality monitors, says Cisco. Be wary of going for the lowest option, especially when you set out to buy monitors. If you end up with blurry visuals, it’s going to render your video calling and conferencing tool useless. Determine what hardware you need to set your system up.

How Much Can You Spend?

Your budget will determine a great deal. If you’re working under a tight one, then it might be prudent to go with BYOD (bring your own device) to work, allowing employees to bring their own laptops—equipped with web cameras already—and simply install the software into those units. However, if you do have room in your budget for more, then use it to set aside a video conferencing room. That way, if you or someone in your team needs to get in touch with an offsite employee, you have a go-to spot you can readily use.

How Will Your Employees Use the Technology?

User adoption is crucial, so ask your people how they’re going to use the video communication system. This can handily provide you with a checklist of what your team needs so you can make a fully informed decision. Are they going to use it to connect to remote employees or reach out to customers? Are the meetings going to be long or short? Will the video conferences need to be archived? Do they want a recording feature? The BlueJeans offers enterprise video conferencing solutions that are easy to install, understand, and use. That’s going to go a long way with your employees. The simpler a system is, after all, the more people will use it. That’s the result you want. After all, there’s no use getting a system, even one with all the bells and whistles, if your team doesn’t end up using it. That’s just money down the drain.

Is It a Multipoint System?

These days, a lot of video solutions work on a number of devices and platforms. Pick one like that. Multipoint capability is gold. Have a meeting to go to but you’re still stuck in traffic? No worries. Fire up your laptop and log onto that meeting. Do you have low batteries on your laptop that are not going to last you for the entire session? Switch to your mobile or tablet instead. That’s how crucial multipoint capability can be. With it, you or anyone on your team can enjoy greater flexibility with your devices. This also means that you and your team won’t have to be tied to a single unit just for the video calling and conferencing system to work. You can work from any number of devices, so long as you have a reliable internet connection.

Is It Reliable?

Your video conferencing solution needs to be reliable, the Inc. says. If you constantly experience lag times, connection problems, and even blurry videos, it might be time that you switched to a new one. You could also test out the system before you commit to it long-term. Some companies offer trial periods for a small fee. You can take advantage of those trials to see if a particular conferencing system is the one you and your team has been waiting for. If you get better video quality, reliable calls, and a slew of great features, then it’s safe to say that you’ve found a winner. Make sure you and your team test it out thoroughly for user adoption.

Conclusion

Choosing the right video communication system for your company involves a lot of factors, so consider those before you decide on a final pick. With so many options to choose from, you shouldn’t have any trouble finding one that suits you, your team, and your company right down to a tee.

image credit: TANDBERG Corporation / Wiki

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