Talk and Vision Blog

How to control successful videoconferencing?

Posted on Tue, Sep 10, 2013
succesfull vcOver the last few years, companies have invested heavily in video conferencing technology. They saw the increased importance of proper cooperation within teams that work in different geographic areas. By choosing for videoconferencing these companies chose for higher productivity and flexibility, cost reduction and CO2 emissions reductions.

However, there are still critics and employees who are not convinced of the ease and the advantages of videoconferencing. These people think that videoconferencing does not work and they cannot handle the technology. Basically, they mention three reasons for this:

  • “Videoconferencing doesn’t work when employees work from home or on the go”.
  • “I find it difficult to arrange a video call and therefore I prefer to just use the telephone”.
  • “It often takes a while for the system to start working. When it doesn’t work, I don’t know who to go to”.

These problems often mentioned by employees can be easily remedied. In fact, organisations can control the success of videoconferencing themselves. In addition to the right equipment, technology management and internal communications about the usage are important points of interest.

Videoconferencing management
Correctly managing videoconferencing will either make or break its success. Just like any other technological application, videoconferencing can be managed in-house. However, this is very expensive, time-consuming and taxing on companies that do not specialize in this and would rather apply their means to their core activities. Given the fact that running video infrastructure requires specialist knowledge and management tools it is, in most cases, better to outsource the management to a provider or video specialist. For example, unified communications can increasingly be contracted as a management service. Due to its scale, a service provider is better suited to supply continuous support for videoconferences. This may vary from a simple help-desk to a specialised assistant who organises videoconferences and remains stand-by to immediately resolve possible problems. This type of support helps to remove obstacles with users.

Internal communication and promotion
When equipment and management are settled, it is important to communicate and promote the usage of videoconferencing. Employees need to know why videoconferencing was introduced within the organisation, how it works and whom they can go to if they have questions and problems. For example, arrange an internal presentation or workshop to communicate this. Additionally, employees should be stimulated to start using videoconferencing. You can decide to distribute bonus points for users or you can organize a type of competition for employees who come up with the best suggestions on how to improve the system. These are effective ways of increasing the usage of videoconferencing and increasing the return on investment.

Finally, videoconferencing is about human workflow and not, as many organisations think, about system workflow. The user determines how he or she wants to use the system. People cooperate  in various ways: in some occasions structured and in others unstructured. There is no ‘one size fits all’ approach. An organisation that acknowledges this and adjusts her videoconferencing policy will be able to benefit hugely from videoconferencing.

How do you manage and communicate videoconferencing within your organisation? We would love to hear about your experiences. Please contact us:

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Tags: video, videoconferencing, collaboration, video conference