Consider user-friendliness and scalability when selecting video conference tools

Remote and hybrid work are becoming the norm rather than the exception. With teams more global than ever, there are now many video conference solutions for small businesses. These systems provide a collaborative tool to keep employees connected and productive.

But how do you find the right fit for your organization? Aside from choosing the right equipment, you must also evaluate their user-friendliness, customer service, and scalability. This ensures you’re establishing a system that truly supports your business as it grows.

Find more ways to foster teamwork and productivity across a distributed organization in our guide, The modern manager's guide to video conferencing solutions.

Platforms to consider as video conference solutions for small businesses

Several companies offer video conference solutions for small businesses, with each having unique features and ecosystems. These platforms offer free versions you can use as a testing ground before upgrading. However, the paid versions come with better features and customer support, plus longer meeting hours. Below is an overview of these platforms, including their scalability, security, and compatibility.

Zoom®

Zoom offers high-quality video and a user-friendly interface. You can join meetings without an account unless the host requires participants to have authenticated profiles. Features include chat, annotation, recording, and screen sharing.

• Scalability: Zoom offers different pricing tiers, depending on your needs. The free version (Zoom One Basic) can accommodate up to 100 participants with a 40-minute limit per meeting. Upgrading to Zoom Business allows 300 participants with a 30-hour limit. These packages can be scaled up or down by logging into your account.
• Security: All meetings have an option for end-to-end encryption, meaning only the participants’ devices can access the meeting.
• Compatibility: Zoom is compatible with Windows, macOS, and Linux. The app is also available on iOS and Android. Additionally, it supports Chrome, Firefox, Edge, and Safari browsers. You also don’t need to download an app; you can make calls right on a browser.

Google Meet®

Google Meet automatically comes with a Google or Google Workspace account. Like Zoom, you don’t need an account to join a meeting, provided the host is a Google user and has allowed anyone to join through a link. Features include screen sharing, chat, and live captioning.

• Scalability: The free version can accommodate up to 100 participants within a 60-minute meeting limit. Upgrading to the paid Business Standard plan will allow up to 24-hour group calls with 150 participants. You also get video recording and noise cancellation features. Upgrading, downgrading, or switching accounts is easy through your Google Admin console.
• Security: All video meetings have in-transit encryption, which complies with Internet Engineering Task Force (IETF) standards.
• Compatibility: Since it’s part of the Google ecosystem, Meet is synced with Calendar and embedded in the Gmail interface. Like Zoom, it’s compatible with the major internet browsers, as well as desktop and mobile OS. You can also make calls directly on the browser.

Microsoft Teams®

Microsoft describes Teams as a collaboration tool. Like Zoom and Google Meet, it offers file-sharing functionalities. You can access Teams once you sign up for a Microsoft account. While you don’t need an account to join a meeting, you’ll only be able to access limited features.

• Scalability: The free version has a 60-minute and 100-participant limit. Upgrading to Microsoft 365 Business Basic will enable up to 300 participants and a 30-hour meeting duration. You will also have access to additional features, such as recordings, transcripts, and live captions in over 30 languages.
• Security: All meetings are encrypted by default, with certificates such as OAuth and Security Real-Time Transport Protocol (SRTP).
• Compatibility: Teams is part of the Microsoft 365 ecosystem, meaning it syncs well with Microsoft Outlook. It is compatible with the same external systems as Zoom and Google Meet.

Did You Know?:The RICOH Meeting 360’s panoramic views and Active Speaker focus make remote attendees feel like they’re in the same room as the speaker. Click here to learn more.

Key video conference equipment for small business

Aside from choosing the right platform, you need equipment that complements these systems. The best video conferencing equipment for small businesses will vary based on your setup. For example, will your meetings involve a lot of screen sharing or video recording? In that case, you might want to prioritize tools that can deliver high-quality audio and video. The good news is that video conferencing technologies are getting more sophisticated and cost-effective than ever.

Here are some equipment considerations:

• Network infrastructure: First things first. Your equipment may be great, but it won't work as intended if you don’t have the proper infrastructure to support it (such as network bandwidth). Many providers of video conferencing solutions for small businesses will assess your existing infrastructure first. They can then recommend the right equipment or suggest a better network set-up.
• Microphones: Newer models often come with intuitive features, such as omnidirectional mics that pick up sounds from all directions. This is ideal if there’s more than one speaker in a room. You can also look into noise-canceling functions that focus on the speaker’s voice instead of the ambient noise around them.
• Camera: The camera may be the most crucial equipment to consider, especially if you’ll be conducting presentations, training, or webinars. The first thing to consider is the resolution. If you want clearer images, look for at least 1080p HD. You can also consider other features, such as auto-tracking, which keeps subjects in frame even if they move around.

Be sure to evaluate how user-friendly these tools are. Are they plug-and-play, or do you need to download multiple drivers? It’s also crucial to check that these brands have responsive customer service and after-sales support. Reading reviews from actual customers may give you a better idea of how they fare.

Did You Know?:The RICOH Meeting 360 can pick up clear audio from speakers both near and far away from the device. Click here to learn more.

Our recommendation: RICOH Meeting 360

When it comes to versatility, the RICOH Meeting 360 is an all-in-one tool that comes with an intelligent camera, microphones, and speakers. Not only does it have a high resolution reaching up to 1920x1080, but it also features auto white balance, gain control, and noise reduction.

Its wide-angle lens automatically tracks speakers all around the room, making it perfect for conference room settings. Its three built-in microphones capture audio from any direction, with features such as automatic equalization and background noise reduction. RICOH Meeting 360 offers simple plug-and-play connectivity and is compatible with most video conferencing platforms including Zoom, Microsoft Teams, and Google Meet.

Click here to learn more or shop the RICOH Meeting 360.

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