BENEFITS OF VIDEO
CONFERENCING TOOLS
DEFINITION OF VIDEO CONFERENCING?
Video conferencing is an online technology that allows users in different locations to
hold face-to-face meetings without having to move to a single location together. This
technology is particularly convenient for business users in different cities or even different
countries because it saves time, expenses, and hassles associated with business travel. Uses for
video conferencing include holding routine meetings, negotiating business deals, and
interviewing job candidates.
Good Effect of Video Conferencing
 It’s More Engaging than Audio Conferencing
Participants in audio conferences tend to zone out and multitask because they feel
disconnected from the other members in the meeting. With video, however, there’s
pressure to maintain “virtual eye contact”, translating to superior levels of engagement.
When each conference member is visible, you’re inclined to use the communication skills
we’ve all practiced in face-to-face conversations.
 It’s Efficient
Reduced commuting time is one of the most obvious but significant benefits of
video conferencing. In-person meetings with suppliers, clients and satellite offices can
take up valuable hours of your day; even an hour-long meeting can quickly eat up an
entire morning when accounting for travel time, making it a frustrating and inefficient
activity.
And if sustainability is a mandate in your organization, teleconferencing is a far greener
alternative than in-person meetings. In fact, a study conducted by students at the George
Mason University found that driving to a meeting one hour away uses the equivalent
electrical power as 1,000 hours of web conferencing.

 It Saves on Travel Money
Not only is travel time-consuming, but it’s also expensive. People often travel great
distances for training, conferences and business meetings, and in most cases, these in-
person communications can be accomplished via video conferencing. Save the money you
would spend on business travel and put it toward other business priorities.
 It Improves Communication
Research has shown that humans process visual information more quickly and
accurately than text and audio. Therefore, when you have a meeting via video
conferencing, your attendees will retain more information and comprehend it more
effectively than they would if you held the meeting via audio.
 It Connects Teams
Teams are becoming increasingly geographically separated for several reasons.
Freelancers and even permanent staff may be working from home, some are contractors
working from other continents, and some are simply on the road for business purposes.
But vast distances don’t matter when you can bring your team together via video
conferencing, either for regular meetings or spur-of-the-moment check-ups.
 It Improves Productivity
Need a quick answer to a tricky question? Instead of sending an email to your
colleague and hoping for an answer tomorrow, connect for a quick video conference
conversation and use a screen-share function to move on with your project.
 It Improves Attendance
It’s often challenging to coordinate busy schedules and bring staff together for in-
person meetings. Video conferencing allows the kind of flexibility that can boost meeting
attendance rates, and record the discussion for non-attendees.

 It Provides More Structure for Meetings
Because people are calling in from different locations, the start and end times of
video conferences are usually well-defined before the start of the call. This means less
idle conversation and more productivity during the allocated time. You’re more likely to
use an agenda and stick to it when you know the meeting must end on time.
 It Helps Employee Retention
It’s no secret that a good work/life balance is essential to employee retention. The
mobility and flexibility offered by video conferencing gives people more control over
their work days, and this leads to improved retention. You can also keep remote workers
feeling more connected and part of the team when they can connect face-to-face with
their co-workers on a regular basis.
 It Gives You a Sustained Competitive Advantage
When you consider all of these advantages combined, it’s easy to see how video
conferencing provides a strong competitive edge for your business. With lower costs,
increased team unity and more productive meetings, you can streamline many of your
current tasks and increase collaboration at the same time.
 Increased efficiency and productivity.
 Improves relationships.
 Saves time and money.
 No traveling required.
 Brings remote workers and telecommuters together.
 More personal and engaging than phone conferencing alone.
Downsideof Video Conferencing
 Lack of personal interactions
Video conference meetings can feel impersonal. Even with video enabled, employees are
simply communicating with screens. A lack of personal connections and face-to-face contact

may cause employees to struggle to get to know their co-workers, managers or clients and
develop personal connections with them.
 Network connectivity issues
Office settings typically have reliable network connectivity, as well as backup options in
case the Wi-Fi network goes down. Home networks rarely have backup options. These networks
also weren't built to support the same activities -- including video conferencing -- as office
networks, so they may fail due to bandwidth if, for example, multiple people are on video
conferences simultaneously. Home networks may also cause lagging video or audio and dropped
calls.
 Securing meetings
In 2020, hackers took advantage of the boost in video conferencing usage and increased
their attempts to infiltrate and disrupt meetings to create chaos. Zoom, in particular, faced
scrutiny for several publicized meeting disruptions from internet trolls and caused many IT
executives to worry about internal meetings' security.
After these incidents, security came more into focus. Many video conferencing apps have
safeguards in place that ensure only authorized attendees can join private business meetings,
such as the use of passwords to access meetings and waiting rooms, so guests aren't
automatically allowed in a meeting without the organizers' approval. These features have helped
address some major security concerns.
 Complying with laws and regulations
From a compliance perspective, organizations worry that due to the different state
laws, recording some meetings may be illegal without all attendees' approval. To address that,
Microsoft Teams and Zoom offer audible announcements to confirm the meeting is being
recorded. This functionality is configurable.
Organizations must also contend with the issue of storing and archiving recorded content.
Healthcare organizations, for example, must store patient data anywhere from seven to 12 years,
depending on the case. Healthcare organizations must also store that data in a way that complies
with HIPAA regulations.
 Organizing newly created data
Newly generated content from recorded meetings introduces new challenges as
organizations consolidate and classify information available to users. Some video recordings can
be a part of training content, other recordings can be project reviews and others can be team

huddles. Regardless of the content type, content managers must plan and define data
governance to ensure the information is secure and easily accessible when employees need it.
 Creating policies
Content managers must plan around new content types and sources. Content managers
should create new sets of policies, then apply and implement those policies on the newly created
video, audio and text files from the meetings.
Solution
In 2020, video conferencing had a substantial increase in demand as a result of a worldwide
epidemic. Furthermore, as the workforce transitions to a more flexible, hybrid model, it's critical
that your organization invests in equipment that encourages collaboration regardless of location.
Video conferencing allows for improved collaboration, productivity, and engagement with
colleagues, stakeholders, and customers without the hassle and expense of traveling to a physical
location. Businesses can choose which free video conferencing solutions they want to utilize, and
these technologies can help improve collaboration. Zoom, Google Meet, Skype, Microsoft
Teams, Google Hangouts, Go To Meeting, and many others are included.
Result
According to the findings of this study, video conferencing solutions are the most close
substitute for a face-to-face business conference. Because video conferencing may be
advantageous for employees, it can be considered one of the most useful tools for businesses
throughout the globe. Employees will be able to continue working with a more flexible schedule,
and they will be able to assist the community in flattening the infection curve, according to the
findings of this study. Furthermore, in the midst of the pandemic, businesses may improve the
performance of remote workers by utilizing the appropriate technology and communication
tools. Finally, the study demonstrates that even in times of crisis, there are still chances for the
business world to adapt to the new normal.
Recommendation
This recommendation contains about what should be your etiquette when you are having
a video conferencing. It will be our guide to have a good meeting among your clients/business
partners.

 Mute yourself when not speaking.
Even though you may not be speaking and think you're being quiet, most microphones
can pick up minor background noises, like coughs, sneezes, or typing. These sounds can easily
distract other video conferencing participants and potentially even cause annoyance.
Let's say you're typing during the meeting to try and get work done. While you may be
able to get away with it, you might not want your boss calling you out for not paying attention.
Make it a practice (out of common courtesy to your colleagues) to mute yourself whenever
you're not talking. For most video conferencing software, it's as simple as a click of a button.
 2. Be on time.
This one should be standard with any meeting, video or otherwise. However, when you're
dialing in to a video conference, it's especially important. While you might be able to get away
with sneaking into a physical meeting late, everything is more visible in a video conference.
Eye contact is extremely important during a video conference, as you want the person or
team that's conferencing in to feel engaged. When you walk in late, you'll be making noise and
distract anyone who is speaking in the room. This can result in confusion and stoppages.
Additionally, when you're on time for a meeting, it'll make getting set up with technology easier
and less painless so the meeting can start on time.
 3. Ensure your technology works correctly.
You don't want to have to delay a meeting with an important client because your video
conferencing system isn't working properly. You need to do a few test runs with internal
employees before trying to land the next big investor. Find someone willing to help, and make
sure you understand the process fully before starting your first video conference. This will make
sure everything runs smoothly during the real thing.
 4. Use technology to fully engage remote participants.
You want your remote video conference attendees to feel like they can participate and are
truly a part of the meeting. The 2020 State of Remote Work report found that interruptions and
being talked over are two of the biggest meeting challenges for both remote and on-site workers.
Luckily, there are newer and smarter hardware options than ever that can make video
conferences run smoother. Our very own Meeting Owl Pro is a 360º camera, microphone, and
speaker that uses smart technology to visually highlight the active speaker while simultaneously
showing a panorama of the room. This creates an organic, conversational atmosphere that
engages remote participants far more than a simple webcam setup.
 5. Choose the proper software and hardware.
Having the right video conferencing hardware is only half the equation. You'll also need
a software solution that your employees can use without frustration or extensive training. If
you're looking for new software, check out our video conferencing comparison guide for
reviews, features, and recommendations.

 6. Wear work-appropriate clothing.
While it might be tempting to work in your favorite sweatshirt all day, consider wearing
professional attire to any video conferences you're attending. You don't have to wear anything
fancy, but choose something that would be appropriate if the meeting were face-to-face, rather
than virtual.
 7. Frame the camera correctly.
We've all been on video calls where we end up looking up people's nostrils or seeing the
side of their face. When you're on video, make sure you frame your camera in a way that feels
natural and allows you to look at the camera. Sit at eye level to the lens, and try to position
yourself so that it shows midsection up. Placing it too high leaves other participants staring down
at you like a bad tv show. Putting a camera too low can lead to unflattering and awkward angles.
 8. Have the right light.
Poor lighting conditions have an enormous effect on the video quality that you send.
You'll want to make sure that there is enough light in the room you're in so that your video isn't
grainy and unwatchable. Try to not mix natural lighting and office lighting unless your office
bulbs are daylight white. You also don't want any faces being lit from below, as this makes you
look like a cartoonish villain from a silent film. Lighting from the sides will make faces look the
best, so try for that if you have the ability.
 9. Look into the camera.
A common mistake is looking at the video feed instead of the camera when speaking to a
remote participant. While it may seem like the right thing to do, it actually makes it appear as if
you're looking off and not paying attention. This will make you come across as more aloof and
less professional. Looking into the camera lens is the equivalent of looking into the person's
eyes, so practice doing so until you're comfortable with it.
 10. Pay attention.
Stop checking emails or working on your PowerPoint presentation during video
conferences. Not only does research suggest only 3% of people can multitask effectively, but you
also look rude to your participants.