If you have a hybrid or remote workforce, then you know how important it is to find the right video conferencing solutions. The era of “every worker is in the office, every day” is behind us, and it’s probably not coming back. Luckily, we have much better tools to keep in touch now than we did even a few years ago. High-quality webcams, microphones, and video conferencing software help coworkers collaborate whether they’re sitting in a living room or a conference room.

To find the best video conferencing solution for your workforce, you’ll need to do some research. That means learning about what to look for in professional-grade video and audio equipment. You’ll also need to compare different software solutions and even optimize the lighting in your conference spaces. Our guide to video conferencing solutions can help your employees feel like they’re together no matter where they decide to work.

What is video conferencing?

Video conferencing uses cameras, microphones, and chat software to create a live connection between devices. The process begins by connecting a camera and a microphone to a computer. Software on the computer then compresses the video and audio data, breaks it into packets, and transmits it via the internet to distant devices. There, it's decoded into synchronized video and audio that every participant can see and hear.

Video conferencing benefits

• Reduced costs: With video conferencing, employees and clients don't need to fly around the world for important meetings. Instead, presentations, negotiations, and more can happen over the internet. That helps everyone save on travel.
• Greater flexibility: Video conferencing can power remote and hybrid work. Employers have embraced this technology as a way to source and retain the best employees available. Many workers also prefer clocking in remotely.
• Integration opportunities: The best video conferencing solutions can integrate with other business software. For example, if you add a meeting to your calendar, your conferencing solution may be able to automatically generate a meeting link. When you invite attendees, that link will appear alongside the invitation.

For more information on how video conferencing works, check out A Step-by-Step Guide to Video Conferencing Equipment Setup.

Why do businesses need video conferencing?

According to Gallup, over half of the United States workforce with remote capable jobs now works in a hybrid model. As a result, companies now face many new opportunities and challenges. For example, teams from across the globe can more easily collaborate. On the other hand, remote workers are more likely to feel isolated. Video conferencing solutions offer a way to capitalize on the opportunities and overcome the obstacles.

Which devices do you need for video conferencing?

• Cameras: Meetings often have a lot of participants. Cameras should be able to capture them all, making 360-degree coverage an important feature.
• Microphones: Coworkers can only collaborate if they can hear one another. Look for microphone arrays with wide voice pick-up ranges and automatic volume adjustments.
• Speakers: Workers in a conference room need to be able to hear their remote colleagues. Use a single speaker set rather than individual pairs of headphones.

Video conferencing challenges

• Ease of use: Your employees likely have a range of technical skills, so you’ll want a video conferencing kit that's easy to install, configure, and use.
• Experience quality: Video conferencing hardware, such as cameras and microphones, should be simple to use. Software should integrate smoothly with hardware and make it easy to bring in collaborators. Your in-office network should maintain a strong connection for seamless collaboration.
• In-person workers: Rather than have on-site workers join on their personal devices, invest in video conferencing equipment that captures the whole room. That enables a more cohesive conversation between remote and in-office staff members.

Read more about the advantages of video conferencing in How Enterprise Video Conferencing Solutions Empower Seamless Collaboration.

Video conference solutions for small businesses

Remote and hybrid work aren't just for enterprise-level companies. Plenty of small businesses employ distributed teams and need video conferencing solutions to keep them connected and collaborative. The difference is that smaller teams will need to balance potentially useful features against their more limited budgets.

Small business video conferencing features

• Scalability: Good video conferencing solutions should get you a lot of bang for very little buck. They will also offer flexible upgrade options for more features.
• Security: Keeping business and customer data safe is critical in maintaining trust in your organization. This feature can be most effective when used alongside broader cyber security measures.
• Compatibility: Beyond simply working with your hardware, video conference systems can offer helpful integrations with the software you already use.

Zoom vs. Google Meet vs. Microsoft Teams

Zoom, Google Meet, and Microsoft Teams are some of the most popular video conferencing options for small businesses. We’ve outlined some basic information about each program:

Zoom

• Number of participants: Zoom's free version accommodates up to 100 participants per 40-minute meeting. Zoom Business ups that to 300 participants in up to 30-hour meetings.
• Cybersecurity settings: Zoom users can activate end-to-end encryption in their settings by default.
• Integrations: Zoom works with Windows, macOS, and Linux computers. Mobile apps are available on iOS and Android. Finally, Zoom can be used via browsers including Chrome, Firefox, Edge, and Safari.

Google Meet

• Number of participants: Meet's free version, included with a free Google account, can host up to 100 participants for up to 60 minutes. The Business Standard plan increases the headcount to 150 and the time limit to 24 hours.
• Cybersecurity settings: All video meetings have in-transit encryption by default.
• Integrations: Meet users can make calls in their browsers. The app can also sync with other parts of the Google ecosystem, including Calendar and Gmail.

Microsoft Teams

• Number of participants: Teams users can host 100-participant meetings of up to 60 minutes for free. With the Microsoft 365 Business Basic plan, those go up to 300 participants and 30 hours.
• Cybersecurity settings: Meetings are encrypted by default.
• Integrations: Teams syncs with the rest of the Microsoft 365 ecosystem, including Outlook. It offers Windows, macOS, Linux, iOS, and Android apps, plus support for most browsers.

Learn more about how small businesses should approach video conferencing in How Video Conference Solutions for Small Business Help Make Big Connections.

How should you set up a video conferencing room?

Today's conference rooms need to work for two groups of employees: those in the office, and those calling in via video. To outfit your conference room, you'll need to consider both furniture in the room and tools for video conferencing.

Video conferencing room furniture

• Table: Your conference table should have built-in outlets and leave four feet of space on each side for workers to move around.
• Chairs: Ergonomic chairs help keep workers comfortable, making them happier and less prone to injury. Adjustable chairs give employees of all sizes the chance to sit comfortably.
• Lighting: Bright, even lighting makes it easy for video participants to read facial expressions and body language. Use natural light when available, and supplement as needed with freestanding ring lights.

What should you include in a video conferencing kit?

• Camera: A laptop webcam will often struggle to record enough detail in larger meetings. A high-resolution camera, meanwhile, can make video conferences feel more immediate and inclusive. Looking for one that records in at least 1080p is highly recommended. A wide-angle camera can also capture more faces at once, giving meeting attendees a more comprehensive view of each other.
• Microphone: Both ceiling-mounted and tabletop microphones can capture clear audio. Mounting on the ceiling offers more complete coverage and reduces clutter but requires professional installation. Tabletop microphones aren't always as clear, but they're simple to install, especially if they use a USB hookup. Look for microphones with omnidirectional patterns to capture multiple speakers at once.
• Speakers: Speakers should project clear, undistorted sound. They should be loud enough for everyone in the room to hear, with easy-to-use volume controls. Soundbars can do the trick in smaller conference rooms, but larger rooms often demand larger speakers. Make sure their connection type is compatible with your other technology.

Read more about what your conference room needs in The Complete Modern Conference Room Setup Checklist.

Our recommendation: RICOH Meeting 360

Video conferencing equipment doesn't need to be complex. With the RICOH Meeting 360, you get a truly all-in-one conferencing device. The device's dual fisheye lens captures 360 degrees of high-definition video. Its multi-microphone array can pick up voices up to 20 feet away, making sure everyone is heard. Finally, its speakers feature acoustic echo cancellation to keep the conversation clear.

Meeting 360 also comes with advanced features such as Active Speaker Focus, which provides a highlighted view of participants who are actively speaking. Even with all those features, the Meeting 360 stays easy to use, offering simple connectivity via USB-C. Just plug it in and start your meeting. Click here to learn more or shop the rest of our video conferencing product line.

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