Video conferencing is a live, visual connection between two or more remote parties over the internet that simulates a face-to-face meeting. This is important because it allows people who would not normally be able to form a face-to-face connection to connect with each other.
Video conferencing can be used to transmit static images and text, or full-motion video and high-quality audio between multiple locations.
How many video meetings have you taken this week? The answer is probably not none. With hybrid work becoming more popular, video conferencing has become the new normal for most businesses. Even before the COVID-19 pandemic made working from home a necessity, many companies were cutting back on work-related travel and using video conferencing to connect workers in satellite offices or even in conference rooms on different floors. This new reality means it’s critical to invest in the best video conferencing system you can find.
How video conferencing works
The video conferencing process can be simplified into two steps: compression and transfer.
During compression, the camera and microphone capture analog audiovisual (AV) input in the form of continuous waves of frequencies and amplitudes. These represent the captured sounds, colors, brightness, depth and shades. Once captured, codecs convert data into digital packets, typically with compression to minimize bandwidth usage.
The transfer phase occurs when packets are sent over the network to the cloud service provider. The packets are then transmitted to other conference participants by the cloud service provider. This process allows for the combination of voice and video from multiple participants.
The codecs decompress the data once it reaches the endpoint, which then allows the receiving screen and speakers to correctly view and hear the AV data.
Components of video conferencing systems
The components of a video conferencing system include the following:
- A network for data transfer, such as wired/wireless local area network, wide area network, cellular wireless and residential broadband.
- Two or more video cameras or webcams that provide video input.
- Two or more microphones — either an external microphone or one built into the accessing device.
- A computer screen, monitor, TV or projector that can broadcast video output.
- Headphones, laptop speakers or external speakers that can be used for audio output.
- Codecs, which can be hardware or software-based, to reduce bandwidth by compressing and decompressing AV data. They typically include acoustic echo cancellation capabilities, which reduce audio delays to support real-time communication. Codecs may also include features like noise cancellation and acoustic fencing to minimize background noise during conferences.
Benefits of video conferencing
For individuals, the ability to connect with distant friends and family members can be invaluable Video conferencing comes with a lot of benefits. In businesses, it can make employees more productive and provide a better way to communicate and interact with colleagues, partners, and customers. For individuals, it can be very helpful in connecting with friends and family members who live far away.
Video conferencing for businesses results in lower travel costs for employees, shorter meeting times, and improved communication among team members.
Video conferencing has several advantages that are not easily measured. These advantages include making meetings more efficient by allowing for the exchange of nonverbal communications, and creating a stronger sense of community among business contacts, both within and between companies, as well as with customers.
Disadvantages of video conferencing
Although video conferencing has many advantages, it also has a few drawbacks. One issue is that high-quality video calling requires a strong and reliable internet connection. If there are problems with bandwidth or connectivity, the audio and video might be interrupted or lost. This can be a problem especially for important calls.
The cost of high-quality video conferencing systems is a disadvantage. Many companies adopt video conferencing services to reduce business travel costs, but they will still spend large amounts of money on a video conferencing system, especially for larger offices. In addition to all the costly equipment and technology, companies will often also need to pay for the installation, deployment and maintenance of endpoints and on-premises servers if using an on-premises platform.
Video conferencing vendors
Video conferencing platforms like Apple’s FaceTime, Google’s Meet, Microsoft’s Skype, and Facebook’s Workplace Rooms have made it possible to have video conversations on desktops and mobile devices with an embedded camera. These platforms offer applications and/or room-based conferencing endpoints that allow users to connect with each other from anywhere in the world.
The best video conferencing software for 2022
Intermedia AnyMeeting
Webex by Cisco
Zoom Meetings
BlueJeans Virtual Meetings
Microsoft Teams
RingCentral Video
Google Meet
GoToMeeting
Zoho Meeting
ClickMeeting
Video conferencing vendors
Video conferencing is now commonplace on desktops and mobile devices that have a built-in camera, due to consumer services like Apple’s FaceTime, Google’s Meet, and Microsoft’s Skype. Facebook has also expanded its video offerings from consumers to businesses with Workplace Rooms. For businesses, there are video conferencing platforms that offer conferencing applications and/or room-based conferencing endpoints.
Adobe Connect
Amazon Chime
Angekis
AudioCodes
Avaya
Blackboard Collaborate
BlueJeans by Verizon
Cisco Webex
Dialpad
DTEN
Video conferencing and remote working
Video conferencing provides an opportunity for remote workers to have simulated face-to-face contact with team members and colleagues. Additionally, tools such as screen sharing can make video calls more useful for employee collaboration than voice communication.
Video conferencing trends
Video conferencing has become popular for companies during the COVID-19 pandemic as it is the closest approximation to an actual, face-to-face meeting while still following social distancing protocols. Video conferencing is not only used for meetings within the company, but also for job interviews instead of meeting in person.
What a video conferencing system can do for you
Progress has been made in the video conferencing realm from the isolated, expensive systems of the past. Modern cloud video services operate primarily using TCP/IP, the internet protocol that allows devices to communicate. This means that calls can be made without using a private LAN, and equipment is usually compatible with a range of devices. These advances usually include the option of using a web browser without having to download an app, although a separate app usually provides the best service. Mobile devices are almost always compatible as well, with apps available for Android, Chrome OS, and iOS.
Modern video conferencing systems offer a variety of new capabilities that older systems never had. For example, best-in-class video conferencing services let users share their screens, remotely access one another’s desktops, chat via text, exchange files, communicate via digital whiteboards, and even broadcast conferences to large groups of passive viewers (like webinars). Some video conferencing systems are part of business-geared Voice-over-IP (VoIP) packages that let you dynamically change a voice call to a video call or initiate a shared meeting at the touch of a button without ever losing the original connection.
How video conferencing cuts costs
Many of us were introduced to video conferencing during the COVID-19 pandemic. But even before the pandemic, many small to midsize businesses (SMBs) were located in different geographical areas. While this trend has both cost and hiring benefits for most companies, it also brings complex challenges for communication. Face-to-face meetings are often not possible due to limits on travel expenses, and this is also true for customers and partners. This is where video conferencing can provide a real boost to your company’s bottom line.
This round of video conferencing software contenders includes many features that aim to automate tasks that used to cost extra, such as meeting transcription and recording.
Transcription, too, used to cost extra, with meeting managers sending an audio recording to a transcription service. Many new video conferencing services now contain artificial intelligence (AI) in the form of virtual meeting assistants that manage things like attendance tracking and transcribing meetings directly to PDF or Microsoft Word documents. They can then send those docs to everyone in the discussion or save them in shared cloud storage.