Video conferencing is one of the most important tools in your company's toolbox when it comes to remote functions. But if you are new to the concept or do not know how to implement video conferencing across the company, here are three considerations before you jump into buying video conferencing software.
1. Determine your companies' priority uses for video conferencing.
Your company is unique and so should the communication software you use. Write down which features benefit your team the most. Below are some features to consider and assign priority.
- Provide available video and text chat for your internal team members : Perhaps an instant messaging platform like Slack or Discord is your best bet. While they have a simple user interface as well as video calling, these modern instant messaging platforms also have strong customization options. If you have several internal teams and departments, you can easily set up separate channels and groups. This ensures that the right people get the right notifications without flooding people and exacerbating their experience with the tool.
- Provides robust and reliable video conferencing for internal and external users: If your external audience or external partners need more frequent remote meetings, it may be time for your company to invest in more robust video conferencing software. Unlike the above-mentioned chat-focused tools, these create time slots for which hosts and invitees can attend full meetings. Zoom and Skype are well-known names in video chat and conferencing. These platforms offer customizable account-level options that can set you up for ease of use, so sending out a meeting invitation becomes a no-brainer. Tips to make your life easier & # 39;
2. Develop standard processes and instructions.
Setting up your employees for success is half the battle when it comes to implementing a new workplace tool such as video conferencing. You want to provide demos and instructional materials that allow employees to get acquainted with the program immediately. These tools can scare users if your workplace is not used to picking up new technology, so this is a crucial time to show employees how this next step will drive the business forward.
The second half of the battle develops and introduces. the correct standard procedures (SOP) before launching the new software to employees. Leadership can avoid problems such as scheduling conflicts, maladaptive attitudes, and general abuse with the right SOP.
Put together a process that will address things like:
- Access points: How many accounts will be needed in the whole team? Will these extra accounts cost extra?
- Standardized invitations: Make sure there is an established invitation template. Outside the box, many video conferencing tool invitation information can flood invitees. Include only the clearest and most relevant information that accompanies your brand.
- Scheduling: Depending on the number of accounts, you may encounter scheduling conflicts between employees. Make sure there is transparency when scheduling new calls, ideally synchronized with the internal calendar.
3. Explore and test all features.
Video conferencing has become commonplace today but new features are constantly being introduced. Take the time to explore all the features and test them to see what can benefit your workplace the most.
Test and explore these features:
- Screen sharing and whiteboard: Provides collaboration features, which are especially useful for internal use.
- Recording: Double check that no details are missing by recording the call and being able to access it later when recapping.
- Remote control: This allows participants to do live editing or take control of what is shared in the meeting, giving you an extra level of collaboration.
- Additional presentation options: Make sure you can put together enticing presentations for your external participants via video and other file types.
The current situation in the world has shown us that remote communication functions are a must for almost all organizations. Find what works for your business, but take the time to find a solution that makes your employees' lives easier and promotes productivity.
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