What Should You Look For in Video Conferencing Services?

Video conferencing services have been around a few times in various proprietary formats. Companies specializing in enterprise solutions generally built these systems to attach meeting rooms. Connections were over a local area network and then typed over leased telecommunication lines if the link was between different buildings. Network traffic was handled using largely proprietary protocols and codecs, which remains the essential architecture used today.

The protocols handle network traffic streaming while the codecs handle encoding the audio and video images into digital bits and bytes on the transmitting side, then back to video and audio on the receiving side. This usually required proprietary cameras and microphones, dedicated servers, and the server, often client-side applications that were also proprietary to the conferencing system.

Keeping the pandemic aside, many small to midsize businesses (SMBs) are spreading out across different geographic locations, a trend that preceded the coronavirus. While that trend has both cost and hiring benefits to most companies, it also brings complex challenges for communication, even for workers that employ in-house. Add customers and partners to the combination, and it’s difficult to believe lecture all of those people without extensive travel, which brings restrictive costs. This is often where video conferencing can deliver a significant boost to your company’s bottom line.

A feature-rich video conferencing solution can empower your teams to be productive regardless of where they’re located. It may assist your company in better connect with clients and other stakeholders. It may also make it easier to collaborate, problem-solve, and hold effective meetings in real-time.

Why We Need Web-Based Video Conferencing Services?

Email threads have their advantages—such as serving as a written record of what has been covered—but they’re also sometimes difficult to follow, and you can’t really convey tone well in emails. In this situation, somehow audio calls went into mitigating this, but the lack of visual cues increases the chances of people talking over one another.
Video conferencing avoids both of those problems, making it far easier to run a productive meeting. The face-to-face aspect of the discussion can cause improved communication, too, since you’ll read visual communication and facial expressions alongside tone and what’s being said. Super important surely teams like HR and Sales where face-to-face communication is crucial in day-to-day work.

This benefit is closely associated with the above point. If they don’t have to visit make a gathering, they could be more likely to form it to more meetings for a few folks. This makes it easier to schedule meetings with your team as they only got to think about the time of the meeting itself rather than including commute time, especially if someone is talking about higher-ups and executives with busy schedules.

Even if people do miss out on a gathering, some video conferencing solutions offer call recording. This suggests that you have not got to schedule a catch-up with unavailable people. Instead, share the meeting recordings and that they can watch them when they’re free.

Here may be a check out the key features that will help your video users have the simplest experience possible.

What We Are Looking For?

How many times have you ever struggled to line up a video stream on a projector while dialing in ‘incorrect’ PIN codes on your conference phone?

Ideally, you ought to not need to download any software or plugins, no matter whether you’re within the organization, or an outdoor business contact.

You should also be able to make video calls in a mainstream Internet browser such as Firefox or Chrome. The key advantage of using browser-based video conferencing software is that you simply can access the service from a good range of devices, without requiring specific operating systems or software.

On the opposite hand, you furthermore may want to form sure that folks who aren’t invited to the decision cannot barge into your calls. Some video conferencing services allow you to make passwords, PIN codes, or unique call links to make sure that the decision is restricted to the intended users only.

1. Quality of Audio and Video

This is a must-have for any team, especially if you’re going to talk to clients and prospects regularly. Mediocre quality could be okay for internal team communication, but if you’re communicating with people outside of your business, it can look unprofessional. Being able to ascertain and listen to other attendees clearly is important to running a video conference. Any software you think about should offer high-quality voice and video. While not everyone’s internet connection will handle this, having the option available is crucial for those who do.

This is particularly important for disparate teams who could be calling as a gaggle from one meeting room to a different, as you don’t want any detail to be lost. People might cut in and out, or screen sharing might freeze up when more participants are on a call, making it a challenge to participate fully in a meeting. Having HD video and voice can avoid this. After all, it’s the power to ascertain and connect with folks that makes video calls different from phone calls—and you don’t want to miss out thereon.

2. Screen Sharing

No matter what field you’re in, screen sharing will are available handy at some point. Rather than sending through materials beforehand of a gathering and hoping everyone has the proper programs to access them, you’ll show them what you’re watching.

For example, you have an option of best video conferencing services as WorkHub Connect video conferencing services—all you have to do to start a screen share is tap the “Share” button on the menu at the bottom of the screen.
This is great for teams who could be doing virtual presentations, allowing you to share data and insights in real-time. Screen sharing goes beyond sending static copies of files, as you’ll make changes during the decision or pull up extra information as required.

Screen share is additionally useful for remote tech support, allowing you to ascertain the issues a customer or client is raising, instead of just taking note of their explanation. It allows you to point out them the answer, reducing the prospect of mistakes or confusion.

3. Support For Multiple Devices

Not everyone will have access to an equivalent sort of device. Mostly, users are comfortable using Mac, others a Windows PC, and still others an Android device or iPhone. A good video conferencing services should support multiple sorts of devices and operating systems, ensuring that anyone you arrange a gathering can access it.
Some software—including WorkHub Connect—offers the choice to modify between devices mid-call, which is great if you would like to answer a turn the go before getting back to a desktop.

4. Analytics

You might consider analytics as something applied to external communication, but it’s useful for internal communication, too. Few video conferencing services include meeting analytics, letting you monitor service quality in real-time. The best to highlight issues is by pinpointing problem areas and connections to streamline meeting experiences.

You can also track the adoption and use of the software through multiple departments and keep an eye fixed on overall system performance.

5. Call Recording And Transcription

Even with the increased attendance rates that online meetings can bring, you’re still getting to have people missing out. Recording meetings allows you to share the content quickly and simply, bringing people up to hurry.

Transcription has similar benefits, especially together with AI that permits real-time transcribing to happen. This way, you don’t got to worry about taking meeting notes, but can await an automatic recap email.

Of these two features, call recording is more common, and fewer expensive. We might expect to ascertain transcription increase in popularity because the field of tongue processing develops further, but it’s definitely a pricier choice immediately.

6. Web Browser Access

Even with the increased attendance rates that online meetings can bring, you’re still getting to have people missing out. Recording meetings allows you to share the content quickly and simply, bringing people up to hurry.

Transcription has similar benefits, especially together with AI that permits real-time transcribing to happen. This way, you don’t got to worry about taking meeting notes, but can await an automatic recap email.

Of these two features, call recording is more common, and fewer expensive. We might expect to ascertain transcription increase in popularity because the field of tongue processing develops further, but it’s definitely a pricier choice immediately.

7. Integrations With Other Software

We will always consider the top services if any new technology you implement should work with older technology you have already got. After all, if you have a customer relationship management (CRM) platform and want to call your customers, you don’t want to copy details over each time manually. It’s worth keeping an eye fixed out for solutions that integrate together with your existing software.

Many conferencing systems will have a library of integrations or app galleries, providing pre-built plugins designed for particular platforms. If we see this on longer run we will find that it is beneficial if conferencing service has a feature to integrate with other services and easy to check if they need integrations with apps that you’re already using.

8. Scheduling

When we specifically discuss about scheduling which is the foremost important feature then this factors into the above feature but is worth noting on its own. Any video conferencing platform should offer you the power to schedule meetings. Ideally, you would like to be ready to send those invites through your other tools.

That could be Microsoft Outlook or Google Calendar. For instance, WorkHub Connect Video creates a connection with Google Calendar to insert the meeting link right into your invite.

9. Video Conferencing Services Moderator Tools

We’ve all been in video calls where someone forgets to mute their microphone before walking away to try to something. Moderator tools allow the host to mute people (what a relief!), choose who can access whiteboards and screen sharing, and even put attendees on hold.

Other features that admins can provide and take away access to include:

  • Private chats
  • Breakout rooms
  • Feedback surveys
  • Closed captioning
  • Virtual backgrounds
  • Attention tracking
  • Waiting rooms

Generally speaking, if your software of choice has advanced features, it should also have moderator or admin tools that control those features.

10. Strong Security

No one wants their meeting interrupted by strangers, so you need to find a solution with excellent security. This security can are available in many forms—having to enter a gathering ID or PIN, one sign-on option, providing attendees with passwords, or just having the host approve join requests.

Of course, security goes beyond access to video meetings and covers how those meetings are transmitted, too. If you can’t find details on a software provider’s data and privacy protection policies, it’s time to seem elsewhere.

4 Questions To Ask Before Choosing A Video Conferencing Services

At this point, you are now few steps away from becoming an expert, and now that you know what features to look out for, you’re closer to choosing a solution. Before we offer you our top thirty suggestions, let’s take a glance at the way to pick the proper one for you.

Not all businesses have equivalent needs, after all. Meaning that there’s no one-size-fits-all software solution.

1. What Are Your Must-Haves vs Nice-To-Haves?

Take the time to figure out what features are must-haves and which are nice to possess. Something like screen sharing and digital annotations could even be essential, while automated transcription might be nice but smaller.

Take time to speak together with your teams about their must confirm you’ve got an accurate picture in mind. Your sales team might think file sharing may be a top priority, whilst it’d need a superb analytics dashboard. Value these opinions from the frontline highly. These team members could know more about your day-to-day operations than you do!

Understanding these priorities will allow you to choose the only software for your entire company, not just one department.

2. What’s Your Budget For Video Conferencing Services?

What’s Your Budget For Video Conferencing Services?

Advanced features accompany a price, so you would like to weigh up your required features against your budget. Many of the solutions we detail have limited free plans, but these are often lacking in additional complex functionality. That’s where separating your “must-haves,” and “nice-to-haves” comes in, once again.

You must make sure by reading each term and condition on pricing to know how exactly it works, too. Some software features a set license price per user, with unlimited minutes.

There are few paid plans available in markets that have a minute cap and charge extra for anything on top of that. It’s almost as simple as trying to find the one with rock bottom cost per user, so confirm you think about everything you would like.

3. Does It Work With Existing Technology?

This factor affects your budget, but it’s worth highlighting separately also. Take a glance at the hardware you currently have in situ. Is your phone system a traditional one, or have you been using VoIP so you can have a toll-free calling? Do you have webcams available?

Make a note of everything you would possibly need for video communication, and factor it into your budget if you don’t have already have it. If you do, confirm the answer you select works together with your current hardware.

Most important point to consider is to check the integration with other software elements of your tech stack is crucial, too. In order to pick one, make sure you explore how any new video conferencing software works with other programs.

4. How Much Technical Knowledge Do You Need Before Using Video Conferencing Services?

How Much Technical Knowledge Do You Need Before Using Video Conferencing Services?

Depending on your business, you might not have a lot of technical knowledge available to you. Ease of use is important. If you’re a little company with outsourced IT, you’re likely to require an easy solution that doesn’t require much backend know-how. It’s worth exploring how complicated a potential bit of software is, both in installation and ongoing use.

A great example of this is number eight on our list of video conferencing services—WorkHub Connect. It’s a brilliant bit of software and friendly-user which provides knowledge to really gain the benefits.

With that in mind, let’s take a look at our recommendations. Of course, we’re biased and think we cover all of those advanced features at an inexpensive price point.

Which Video Conferencing Services Is Best For You?

No matter what you do—whether it’s education, eCommerce, or something else—there’s video conferencing services out there for you. The only thing you need to do is dissect your organization’s needs.

However, think about if all you need is the odd group chat. Then, a simple tool is right for you. However, you’ll also want to think about your business activities on a more granular level. Do your team typically use Chrome, for instance?

Therefore, once you have a shortlist, reach out to sales teams and ask for product demos and data packs. We’re confident our robust range of features will put us on your shortlist—so why not schedule a demonstration with one of our advisors and see if WorkHub Connect is right for you?