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How to build strong relationships in dispersed teams? Overview of video conferencing systems

The globalization of business, the pandemic, and rapid technological progress have led to significant changes in all areas of our lives. Today, work is no longer perceived through the prism of the place from which we perform it. Instead, natural communication and flexibility are gaining importance. Companies are adapting to new business realities and to employees’ expectations, which have changed over the last decade. Employees want to work in a mode convenient for them, while feeling a sense of belonging to the team and being heard equally.

 

In today’s article:

 

• We look at the most important benefits of using online video conferencing solutions,
• We check how comfortable video conferencing systems affect team work,
• We compare ONLINE solutions with BYOD (Bring Your Own Device),
• We advise on what to consider when choosing video conferencing systems.

 

Work defined independently of location – the main challenges

Over the past few years, we have observed a significant decline in the creation of new office spaces, an increase in the importance of improving the quality of workplaces, and a growing demand for smart office solutions. We are increasingly joining meetings online, and hybrid meetings are definitely more popular than those where everyone participates physically onsite. Therefore, it is crucial that communication experiences are the same for everyone, regardless of their location. Simultaneously, employers managing dispersed teams should strive to make it easier for those in the company to participate in hybrid meetings. To meet these challenges, we must define productivity more broadly, taking into account collaboration, learning, management, and employee well-being. Online video conferencing solutions are a step towards achieving these goals, not only contributing to financial savings but also improving absolutely key aspects today, such as inclusivity and natural communication.

Intuitive operation: join a meeting with a single click

Our offer defines online solutions as an extension of BYOD (Bring Your Own Device) with a video conferencing software device, equipped with a touch panel, permanently located in the conference room. Such set allows users to join a video meeting without the need for their own computer. This proves to be very practical and useful: we do not need our laptop for the meeting, we do not have to take it from our workstation, and we do not need it to display data. Even if we decide to bring a laptop to the meeting, we can take notes on it or perform our duties. To start the system, a one-time configuration is needed. In this matter, it is best to trust an experienced AV integrator, who will not only commission the entire system but also train us in its operation. Once configured, the solution offers users quick and intuitive operation. In fact, we start meetings with a single click.

 

Faster meetings and greater savings

Online solutions like video conferencing packages with Microsoft Teams Rooms, Google, or Zoom licenses allow for significant savings. The time employees spend connecting their own computers, choosing a camera and microphone for the meeting, engaging IT specialists to troubleshoot, or delays in joining meetings – all reflect additional costs. Calculated annually, the sum can be really alarming, and the time that should be dedicated to performing their duties is wasted on “fighting with technology.” Meanwhile, online systems enable instant and trouble-free meeting startups. Thus, we save not only valuable time and money but also reduce stressful situations. Importantly, online video conferencing systems and room booking systems operate in the same environment, allowing us to have a meeting link immediately after creating the meeting in the calendar and the ability to book a room.

Support for hybrid and remote work

According to recent research, over 70% of employees expect the possibility of remote work. Candidates indicate this as one of the deciding criteria when choosing a workplace. Online solutions perfectly fit this trend, allowing for smooth communication regardless of where the employee is located. Systems like Microsoft Teams Rooms, Google Meet, or Zoom foster integration and natural collaboration at a distance. Efficient communication reduces the distance between a team working in a dispersed mode, allows for free participation in discussions, clear expression of one’s opinion, and a feeling that, regardless of location, the employee is important to the organization. Companies wanting to meet employees’ needs should use technological solutions to provide users with the same experiences, regardless of their preferred form of work. Furthermore, online solutions eliminate technological barriers, enabling all employees, regardless of their equipment, to work and communicate effectively. Inclusiveness is extremely important today, not only from the organization’s perspective but also from the employees’. The entire company uses the same type & model of a control panel in all spaces and has the same way of joining meetings, regardless of the type of room or location. This ensures that everyone works in the same environment.

 

Access to a wide range of functionalities

Online video conferencing solutions provide access to a variety of interesting options, even if we do not have an onsite system that would provide them. This primarily refers to features offered by artificial intelligence. The algorithm can introduce automatic framing of people in the meeting, even when our camera does not offer this functionality. Thanks to AI in the online system, we can also count on improved image and sound quality in the room, the ability to run the system on two monitors in the room, or access to different window layouts that will consider the number of participants and the specifics of the meeting. The possibility of using these functionalities is standard in online mode, but is limited in the BYOD mode. Thanks to additional options related to system management & control, we can also monitor the proper functioning of the AV infrastructure, collect data on how the rooms and the entire AV system are used. We also have access to statistics that inform us about the quality of connections, their duration, or even the number of participants. This allows us to draw appropriate conclusions and plan the use of office space even better.

Summary

Video conferencing solutions should be chosen based on the needs of our organization. Regardless of our expectations, online systems promote flexibility and efficient communication. They also allow us to use many interesting functionalities related to AI, which improve the quality of our meetings.

 

If you have doubts about which solution is best for your organization, contact us – together we will look for the optimal system.