Video conferencing refers to the application of technology in which people can sense they are in the presence of others while staying in diverse geographic locations. It helps teams perceive their colleagues and office as if they were right there.
Video conferencing is also commonly known by other terms such as visual collaboration or virtual meeting. According to Lifesize, 76% of people working at home use virtual conferencing, and 75% report more productivity and better work-life balance.
Types of Video Conferencing
There are various types of video conferencing solutions. Some of the most popular ones include:
Cloud-based video conferencing:
Cloud-based video conferencing is a form of video conferencing that allows people to communicate and collaborate through their internet-connected devices. Examples include Skype for Business, Zoom, Google Meet, and many more.
Live streaming refers to real-time communication over the internet, which uses a live video feed and audio transmission. Teams can use them in both one-on-one and group settings.
Remote desktop sharing:
Remote desktop sharing allows users to share access and control between other computers. Teams typically use them for technical support purposes.
An on-premise video conferencing system is hosted and managed by a vendor. Clients have dedicated servers to host their meetings, but they also have access to the vendor’s support staff should they need help.
A third party (usually an IT company) usually manages a hosted video conferencing solution. The client only needs to provide their hardware, which the vendor handles.
The third party takes care of all other aspects of the system, including installation and support.
Mobile video conferencing:
Mobile video conferencing allows users to join the meeting using smartphones or tablets. It is perfect for on-the-go professionals who want to participate in discussions while away from desktops.
Businesses and entrepreneurs use video conferencing for various purposes, including business meetings, sales calls, and training sessions. They also use it for internal purposes such as onboarding new employees, collaboration between departments, and hybrid workspaces.
Benefits of Video Conferencing
This article will focus on how video conferencing enhances hybrid works. Let’s proceed;
Better Employee Productivity
Video conferencing makes it easier for people in different locations to collaborate efficiently, which increases productivity and outcomes for your organization. It is especially true for hybrid workspaces where employees are working remotely.
When you have an office in one location and employees who work remotely, it can be challenging to maintain everyone on the same page. Remote tools such as video conferencing make it easy to communicate with your remote employees without them coming into the office or traveling to meet with clients.
Increased Engagement and Team Building
Visual collaboration also allows employees to feel more connected to their company and colleagues. When teams travel frequently, it’s easy for them to feel disconnected. Video conferences help employees feel more engaged by keeping them up-to-date on company news and events, and seeing how people are doing.
During virtual meetings, teams can also play ice breaker games and team-building exercises that help them get to know each other better. It can also help build team bonds and rapport, which leads to better communication and collaboration.
Improved Communication and Collaboration
Collaboration and communication become more manageable when you can see each other clearly and remain connected. Video conferencing tools help you interact even with many teammates as most apps can accommodate numerous participants on a single screen.
With a virtual meeting, you can also use whiteboards and collaborative documents to share ideas and work together on projects. These can help teams stay in sync with what’s happening at every stage of a project or process, making it easier for everyone involved to work together toward a common goal or result.
Enhanced Decision-Making Processes
Complimentary with convenient communication, decision-making becomes easier as key decision makers can readily schedule a virtual meeting without being bound by time or location. It is particularly beneficial for large organizations, where key stakeholders are located worldwide and unable to meet in person regularly.
Virtual meetings are also convenient for teams that need to make quick decisions, such as sales and marketing teams, who must react quickly to changing market trends. These types of meetings can help reduce the time required for decision-making by providing instant access to their knowledge base and all relevant information.
Improved Organizational Growth
Virtual meetings are also beneficial to organizations that are snowballing. It can include startups that need to scale quickly or large corporations that want to expand internationally. Virtual sessions can help you manage the growth of your organization by allowing you to communicate with employees in different locations, coordinate projects, and share important information quickly.
Onboarding new employees is another area where virtual meetings can be beneficial. Virtual meetings help new employees quickly become familiar with the organization and its culture by providing information about their roles, responsibilities, and expectations.
Enhanced Company Culture
Using video conferencing can also help create an enhanced company culture. Virtual meetings allow you to get to know your employees more personally by enabling them to share their thoughts and opinions about the organization.
It helps build trust between managers and employees, which is essential for fostering an environment where people feel comfortable expressing themselves.
You can also use video conferencing to celebrate achievements and milestones. It helps create a stronger sense of community and camaraderie among employees by allowing them to get together virtually to share their experiences.
Visual collaboration is also a great way to boost morale. You can use it as a virtual reward system by hosting fun events like movie nights or game tournaments in which employees are encouraged to participate. It is a great way to help your team bond over shared interests while compelling them to take their minds off work.
Recordable Team and Company meetings
Video conferencing allows you to capture the meeting in its entirety and store it for later use. Recording helps create an organized knowledge base that teams can use whenever someone misses the meeting or wants to review the speaker’s discussion. It’s also a great way to document meaningful conversations and make them available for future reference.
Recording team and company meetings also help the speaker to focus on their discussion without worrying about distractions and repetitions. It also allows teams to conveniently report the result of the discussion to their managers as the recordings are readily available.
Improved Work-life balance
Using a video conferencing solution can help you achieve a better work-life balance. You no longer have to travel for meetings or stay late in the office because your colleagues are elsewhere. You can attend meetings at home or on the go, and you don’t even have to worry about the time difference between you and your team.
You can also take a break from your desk and walk around while on a video conference call rather than staying glued to your seat all day long.
You can also take advantage of your video conferencing recordings being accessible from anywhere and at any time. You don’t need to lean on a third party or another person to access information; you can log in and do it yourself.
Decreased Traveling Time and Costs
Video conferencing can be a great alternative to traditional work as it reduces the amount of travel for both you and your employees. It will cut down on travel costs in terms of money and time and allow you to have more online face-to-face interactions with clients or coworkers.
Transitioning to virtual meetings can also reduce company expenditure as companies do not necessarily need to rent or buy ample space to accommodate their employees. It is also an excellent way to reduce your carbon footprint and help the environment by reducing the amount of unnecessary travel.
Improved customer service
Virtual meetings are also an excellent way to improve customer service. It is because you can interact with your customers in real-time, which allows you to address any complications that may arise during the meeting. It is essential if you are dealing with international customers and must be able to accommodate their time zone.
You can also use virtual meetings to provide additional services that would otherwise not be possible, such as offering tech support, live chatting, or help desk services. These other services during a meeting can be a great way to increase your customer satisfaction.
Video conferencing is an effective tool that allows employees to work more effectively and seamlessly. With video conferencing, you get all the benefits of face-to-face discussions without the time and cost of travel. Since it mimics in-person meetings, remote workers will feel more involved and connected.
These virtual meetings enhance hybrid workspaces by letting employees interact with one another in a shared workspace. It eliminates any possible challenges remote workers may face by working at a distance from their colleagues or even their team. Data proves that virtual meetings increase productivity and improve remote employees’ work-life balance as they feel more connected to the organization thus increasing commitment, and loyalty.
The ten benefits of video conferencing for hybrid workspaces mentioned above prove that the impact of virtual meetings in remote work environments is both positive and sustainable.
Whether you’re starting a remote team or looking for ways to improve the productivity of your existing one, video conferencing is an invaluable tool that will help you stay connected and productive.