Learn how your video meetings get from your office to the rest of the team, wherever they are in the world

Video conferencing technology has come a long way over the past few decades. Remote calls previously required complex technology, but now, anyone can sit in on important business meetings with their smartphone.

But how does video conference technology work? Here, we’ll explore what makes this unique, productivity-boosting technology tick. We'll also examine the benefits it can provide for any organization.

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

What is video conferencing technology?

Video conferencing technology uses software to connect devices over the internet and allow them to exchange synchronized video and audio signals in real-time.

This technology removes the distance between offices, employees, and clients. Businesses can conduct meetings and give presentations to employees all over the world. Healthcare providers can improve the quality of care for patients who might not be able to visit facilities in person. With the technology more accessible than ever, virtually anyone who wants or needs it has access to this tool.

The history of video conferencing technology

Video conferencing technology as we know it now blossomed with the broader adoption rates of mobile devices, which put video cameras and microphones into the pockets of billions of people. However, the technology to communicate through video has existed since the early 1900s.

In 1927, AT&T presented a live video call with Commerce Secretary Herbert Hoover to a room full of reporters. While technologically impressive (especially for the time), it was difficult to see a use case for businesses and consumers due to the cost and complexity of the technology. Even with the advent of the futuristic Picturephone in the 1960s, consumers were reluctant to adopt a technology that many saw as too costly.

Enter the coffee pot. In 1993, research students at the University of Cambridge created a makeshift webcam. The researchers wanted to know when the department's coffee pot was full or empty. They pointed a camera at the percolating pot. Then, they streamed it to the rest of the team via the network. The result was the internet’s first live video feed. In November of that year, the team streamed the video onto the World Wide Web for public viewing.

While video conferencing technology became more common, it was still a niche tool for most of the public. Smartphones in the 2010s made it more accessible, but it didn’t become a large part of day-to-day business until COVID-19 hit in 2020. Among other things, the pandemic forced businesses to transition as much work as possible out of the office and into employees' homes. Video conferencing tools like Zoom® added more users within the first two months of 2020 than they did for the entirety of the prior year. This boom might have slowed down in recent years, but video conferencing technology — and its effect on the workplace — is here to stay.

How does video conferencing technology work?

According to the National Telehealth Technology Assessment Resource Center, modern video conference technology consists of the following components:

• Two endpoints, such as desktop computers, laptops, mobile devices, voice over internet protocol (VoIP) phones, or hardware specifically designed for video conferencing capabilities, like the RICOH Meeting 360.
• Video capture devices like a webcam at each endpoint.
• Video display technology at each endpoint, including televisions or computer monitors.
• Audio capture devices at each endpoint, like a microphone.
• Audio output devices at each endpoint.
• A method of bridging the two endpoints to allow them to communicate. Today, businesses often conduct meetings through video conferencing platforms such as Zoom®, Microsoft Teams®, or Google Meet®.
• A high-speed internet connection.

These components mesh together to form the infrastructure that powers a video conferencing call. Here’s how it all works.

1. Each endpoint sets up its video conferencing hardware. For a desktop computer, this might mean plugging in a physical webcam, monitor, microphone, and speakers. For mobile devices or laptops, these components might already be installed as part of the hardware configuration.
2. Users then install and run their chosen video conferencing application. Raw video and audio data is often very large and difficult to transmit quickly over the internet. Because of this, video conferencing technology uses compression codecs, like G.711 (for audio) and H.264 (for video). These codecs convert video and audio data into smaller files to aid in transmitting information with minimal delay or loss of quality. However, the hardware running these codecs must be powerful enough to process this video on the fly to maximize stream quality.
3. Once compressed, video and audio data are broken up into smaller packets and transmitted through the internet. Video conferencing software helps ensure multiple users can receive and transmit video and audio within the same call by synchronizing packet delivery. It also encrypts the conference call to keep it secure.
4. The conference software then sends the packets to the destination endpoint. Once received, the hardware decodes the files so the user can view and hear them.

Benefits of video conference technology

Video conferencing unlocks a wealth of benefits and optimizations for businesses that can add it to their daily workflow. These include:

• Reduced cost: Instead of flying employees or clients out for expensive meetings, video conference technology allows people to give presentations, discuss business deals, and more without leaving the office — or their homes.
• Streamlined communication: A single platform can handle both internal all-hands meetings and external client syncs.
• More flexibility: Since 2020, modern workplaces have embraced remote and hybrid work to retain the best talent. Video conferencing technology allows these employees to collaborate no matter where they work.
• Numerous integration opportunities: Many conferencing options synchronize with an organization’s existing tech. You can add meetings to your calendar, invite attendees through email, and use other integration options to make video conferencing technology a seamless part of your workday.

Our recommendation: RICOH Meeting 360

The most essential quality of any video conferencing technology is ensuring that everyone in the meeting is seen, heard, and understood. That’s why we built the RICOH Meeting 360. It’s a powerful all-in-one conferencing device that is as easy to use as it is versatile. With high-definition 360-degree panoramic views and Active Speaker Focus, Meeting 360 gives everyone a chance to chime in. Deliver crystal clear audio with its built-in high-quality microphone and speakers. And get your meetings started on time with easy, hassle-free setup. Visit the RICOH Meeting 360 product page and learn more about how you can start having more productive, collaborative meetings.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.