How to get and use video conferencing

How to get and use video conferencing

As companies grow and adopt more modern and efficient ways of working, it is common for employees to be based in multiple locations and adopt flexible working arrangements, new offices will open and clients and suppliers will be based in different towns, cities and countries. All of this growth is great, but the constant need to communicate in real-time with people across multiple geographies can be a challenge! One way to overcome this challenge is with video conferencing.

Video conferencing technology has advanced massively over recent years to the point that it can feel almost as natural as face-to-face meetings. Better software applications and faster internet connections have not only enabled real-time high definition video conferencing, but these apps can open enriched functionality such as file and screen sharing, multiple meeting attendees regardless of location and crystal-clear voice clarity.

So how can you get video conferencing for your business and how do you use it? This simple guide will talk you through the basics:

 

Step 1 – choose your application

There are literally hundreds of software packages that can empower your business with video conferencing capabilities, each with its own subtle nuance or unique selling point. A couple of the most prominent and our recommended apps include:

  • Microsoft Teams – Teams is much more than just video conferencing.  It provides departments and organisations with a fully-fledged interface that empowers employees to collaborate through shared planners, live file editing, team organisers and of course instant messaging and video calling.   

The video calling is intuitive and of high quality. The contacts list links with your internal phonebook and users can be contacted via an app that can be placed on any PC or smartphone. It’s part of cloud-based Office 365 too, which means you can install it quickly and easily as part of the other suite of Microsoft apps (Word, Powerpoint, Excel etc.). 

  • Google Hangouts – As this is provided as part of the Google suite of products, you can be assured that it’s going to have the quality and reliability that is synonymous with the tech giant’s brand. The system is simple but powerful, where you can invite up to a staggering 100 people (instant messenger) or 10 people into the same video call and share files, photos, maps and more.  Google have allowed synchronising with your account meaning your contacts and chats can be shared across multiple devices and operating systems.   

 

Step 2 – Make your first video call

As these systems are so user friendly, downloading or connecting to them is inherently simple. All you really need to start making calls straight away is the details of your call recipients and a stable internet connection (on both sides). Make sure both users have the relevant app installed and get calling. You may need to allow for the app to access your device camera and microphone to allow your recipient to hear and see you as you communicate. Give it a test and try out the functionality – you’ll be wondering why you’ve been making traditional calls or excessively travelling to meetings for so long!

 

Step 3 – roll it out and spread the word!

Now that you’ve tried it successfully yourself, the next and final step is to roll out your software to your employees. Try demonstrating with the next board meeting or call with colleagues from another office. Once your staff are on these systems it can provide a real cultural shift, and of course create working efficiencies and time/cost savings at the same time.

Need help setting up cloud-based systems and video calling? Dynamic Edge have decades of experience in supporting clients in the latest technology solutions. Give us a call today to see how we can help your business: Contact Us