The modern manager's guide to video conferencing solutions - Ricoh Scanners Skip to main content
The modern manager's guide to video conferencing solutions

The modern manager's guide to video conferencing solutions

Video Conferencing Solutions Guide

The modern manager's guide to video conferencing solutions

Video conferencing can connect teams from anywhere in the world, boosting collaboration and camaraderie

The telephone may have spent decades as the backbone of business communications, but its era has finally ended. Now the video call has taken its place. Video conferencing gives participants the chance to see each other when they talk. They can read facial expressions and body language, collaborating more effectively — and over greater distances — than ever before.

To make sure all of that goes smoothly, businesses need simple and effective video conferencing solutions. From conference room furniture to video conferencing software, this guide will help you build the perfect video conferencing setup.

Jump to a section...

Shop RICOH Meeting 360 Now

3-in-1 video conferencing device for more engaging hybrid meetings.

Shop Now

Why video conferencing matters

 

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.

    Essential video conferencing features

  • Cameras Meetings often have a lot of participants. Cameras should be able to capture them all, making 360-degree coverage a feature to watch for.
  • 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 At the same time, workers in a conference room need to be able to hear their remote colleagues. Bringing them together around a single speaker set, rather than individual sets of headphones, can deepen a sense of camaraderie.
  • Security As always, security is paramount. Look for conferencing software that uses encrypted data transfer, password protection, and other security features.

Challenges of video conferencing

Ease of use

If your video conferencing kit creates more friction than it eliminates, it's not worth having. To avoid that, you'll need to look for a solution that's easy to install, configure, and use. Workers should be able to convene remotely at the drop of a hat and without calling IT for help.

Experience quality

A successful video conference needs several elements to align. Hardware such as cameras and microphones should be simple to use. They also need to capture the sights and sounds of the meeting in high quality. Software should integrate smoothly with hardware and make it easy to bring in collaborators. Lastly, your network should maintain a strong connection for seamless collaboration.

In-person workers

Even as video conferencing makes far-away workers feel included, it can create distance among their in-person counterparts. Rather than have in-person collaborators join on their personal devices, invest in video conferencing equipment that captures the whole room. That enables a more cohesive conversation.

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

Did You Know? The RICOH Meeting 360 captures 360-degree panoramic video and high-quality audio. Combine that with robust speakers and plug-and-play design and you have everything you need for video conferencing in one package. Click here to learn more.  

Video conferencing explained

Video conferencing solutions use 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.

    Landmarks in video conferencing history

  • Early days: AT&T presented one of the first-ever live video calls in 1927. The company beamed a broadcast of Commerce Secretary Herbert Hoover into a room of reporters.
  • Webcams: In 1993, research students at the University of Cambridge got tired of running out of coffee. To prevent that disaster, they hooked a camera's live feed of the pot first into their network and then to the World Wide Web.
  • Work from home: The COVID-19 pandemic of 2020 forced millions of workers to stay home. To stay productive, they adopted video conferencing solutions en masse.

Benefits of the best video conferencing solutions

Reduced cost

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. At the same time, video callers can still use the subtle facial expressions and body language of in-person speech.

Greater flexibility

Video conferencing can power remote and hybrid work. Employers around the world have embraced it as a way to source and retain the best employees available. Geography no longer limits who they can hire, and many workers prefer clocking in remotely. More flexibility means both parties win.

Integration opportunities

Many leading 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. Conveniences like this can streamline work, saving time and powering collaboration.

Read more about how video conferencing works in What Is Video Conferencing Technology and How Does It Work?

Video conference solutions for small businesses

Remote and hybrid work aren't just for enterprises. Plenty of small businesses employ distributed teams. Just like their bigger cousins, they need video conferencing solutions to keep those teams connected and collaborative. The difference is that smaller teams will need to balance potentially useful features against their more limited budgets.

    Factors to weigh

  • Scalability: Good video conferencing solutions will 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.
  • Compatibility: Beyond simply working with your hardware, video conference systems can offer useful integrations.

Video conferencing platforms to consider

Zoom

  • ScalabilityZoom'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.
  • SecurityZoom users can activate end-to-end encryption in their settings.
  • CompatibilityZoom 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.

Microsoft Teams

  • ScalabilityTeams 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.
  • SecurityMeetings are encrypted by default.
  • CompatibilityTeams 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.

Google Meet

  • ScalabilityMeet'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.
  • SecurityAll video meetings have in-transit encryption.
  • CompatibilityMeet users can make calls in their browsers. The app can also sync with other parts of the Google ecosystem, including Calendar and Gmail.
Read more about how small businesses should approach video conferencing in How Video Conference Solutions for Small Business Help Make Big Connections.

Conference room essentials

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.

    In the room

  • 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.

Technology for 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 — and how to set it up — in The Complete Modern Conference Room Setup Checklist and A Step-by-Step Guide to Video Conferencing Equipment Setup. 

Did You Know? The RICOH Meeting 360’s wide-ranging compatibility includes Microsoft Teams, Zoom, Cisco Webex, and Google Meet. Click here to learn more.  

Shop RICOH Meeting 360 Now

3-in-1 video conferencing device for more engaging hybrid meetings.

Shop Now

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.

 

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as financial or legal 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.