In the not-so-distant past, video conferencing was reserved for organizations with money to spare. Today, business professionals from organizations large and small can easily connect with customers, vendors, employees, and colleagues using a variety of conferencing tools. While it's no longer necessary to invest tens of thousands of dollars in video and transmission equipment, it's important to know the pros and cons of the many options available so that you can select the right option at the right time.
Online Video Conferencing
Online services such as GoToMeeting and WebEx make it possible for participants to participate in online conferences - if each participant has an appropriately equipped computer. These services are paid services with recurring monthly charges. For about $50 each month, the host can host unlimited video conferences online. Participants will need a computer with Internet access and a sound card or a smart phone (if supported) in order to participate. Ideally, each participant will also have a webcam.
While inexpensive, these services have their limitations including the number of participants that can participate at any given time. Participants that do not have computers equipped with microphones will need to call in using a telephone in order to speak during the meeting.
If you need to hold regular video conferences with small groups, these services are well worth considering.
Skype Video Conferencing
Currently, Skype users with webcams can enjoy face-to-face video chats with another Skype user. A beta Skype tool allows up to four users to participate in a video conference. These are free video conferencing options that will do under some circumstances. If you need to communicate one-on-one and the other user also has Skype and a webcam, these chats can be an effective means of communication. For larger groups, this is not the best choice. Similar tools like Google Talk have similar limitations.
Studio Videoconferencing
While the do-it-yourself video conferencing tools have their place, sometimes it makes sense to either rent time at a video conferencing studio, also known as a telepresence room, or renting professional equipment. For example, if your entire management team needs to attend a video conference with regional sales teams spread around the globe, you could book time at video conferencing studios. Studios are equipped with everything that you need to conduct an effective video conference including the video conferencing equipment as well as conference tables, chairs, and other necessities. Studios also allow you to project a more professional image as the studios are decorated professionally.
Not only can your teams go to studios for the meeting, many conferencing studios will bring their equipment onsite. Either way, the setup and operation of the video conferencing equipment is in capable hands. You don't need to worry about the technical requirements of the meeting which means that you can focus on the meeting itself. Using a video conferencing service is a smart choice for any video conference that needs to go off without a hitch. It is also ideal for larger meetings.
While there are many options available, each option has its pros and cons. By understanding which video conference tool is best for which situation, you will be able to hold effective virtual meetings under a number of different circumstances. For informal face-to-face chats with your far-off employees, consider using Skype or Google Talk; for regular team meetings with 15 (or fewer) participants, one of the online video conferencing tools may be sufficient. For professional conferences where everything has to be perfect and where many participants will be involved, book time at a video conferencing studio.
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