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3 Tips for getting started with video conferencing

For years, experts have debated the potential of video as the new central form of communication. Video adds an extra layer of depth to human connection in a digital world and is one of the closest alternatives to face-to-face communication available.

While many organizations had been exploring video for some time, 2020 marked a significant turning point for the medium.

Around 30% of organizations worldwide began using video conferencing solutions for the first time during the pandemic. Moreover, about 66% of executives now view video conferencing as a crucial part of daily communication.

Why Adopt Video Conferencing Communication?

Today, we know that effective communication is key to success in any business environment. The number of tools employees have to stay connected is expanding, from emails to instant messaging solutions.

However, in the era of remote work, some communication methods are more effective than others. For example, when the average employee receives 94 emails a day, it's easy to miss important messages.

In this new era of hybrid work, video conferencing is one of the best ways to maintain intimate interactions that mimic face-to-face conversations. According to studies, employees perform up to 67% better when given visual information along with audio or text, making video a more engaging way to assign projects.

Humans also absorb information up to 7% faster through audiovisual formats.

3 Tips for Using Video Conferencing

1. Establish Communication Guidelines

First, provide your employees with guidance on how they should communicate. A video-first culture doesn’t mean using video for every message or meeting. However, it does mean video often takes precedence over audio calls.

Offer team members tips and instructions on how to use video conferencing solutions. For example, if someone just wants to inform their supervisor that they’re nearly done with a project, a quick message will suffice.

If they want to discuss project progress in detail, they should switch to video conferencing. Your policy should include information such as:

➔ Which video tools to use:
Keeping everyone on a shared platform will greatly simplify communication. Inform employees about which video tools are secure and which to avoid. This may include providing software subscriptions to hybrid staff, like Microsoft Teams accounts.

➔ Implementing the right hardware:
Ensure all team members have the proper hardware to participate in video conferences. Remote workers shouldn’t miss out because they lack a webcam or appropriate microphone.

➔ Provide best practice guidance:
Offer employees advice on how to use video effectively. Information on screen sharing or ensuring they use a VPN for meetings will be helpful.

Additionally, consider how to seamlessly integrate video into your existing environment. Integrations with UCaaS and contact center tools will make adopting video a natural part of the workday.

2. Use Video Regularly

When introducing something new to your company culture, practice makes perfect. The more your team uses video to connect and collaborate, the more comfortable and familiar it will become. Once your staff has everything they need, encourage regular use of video software.

Schedule regular video calls with employees to check in and review meeting outcomes. Provide extra training and support for those uncomfortable with certain video software features, and ensure there’s a system for addressing common questions.

Once your video solution is in place, ensure managers and supervisors lead by example. Employees are more likely to adopt video communication if they see leadership consistently scheduling video meetings over audio calls.

Having a system to track video conferencing adoption and usage can be helpful, showing whether teams are truly embracing the change.

You can also gather regular feedback from employees to understand what they like or dislike about video communication.

3. Protect Your Business and Clients

When using video conferencing for most business activities—from presentations to client conversations—securing transmitted information is crucial. Team leaders must ensure meetings remain secure and encrypted, regardless of where participants log in from.

Having strong privacy and security strategies is essential in the video conferencing era. Teams must also consider compliance recording and how to securely collect necessary information.

Virtual meetings are becoming increasingly important. This remote communication method brings facial expressions and body language back into conversations, no matter where participants are located. However, adapting to a video-first approach requires the right strategy. The future is video—make sure your team is ready.

Enhance Teamwork with Modern Collaboration Spaces

Implementing video in daily operations isn't just about software and hardware—it's also about creating the right environment. Well-designed collaboration spaces encourage spontaneous meetings, seamless communication, and foster creativity. These spaces integrate technology, flexibility, and comfort to ensure teams can connect effectively, whether they're in the office or working remotely.

By combining advanced video solutions with optimized collaboration spaces, companies can boost productivity, improve engagement, and support hybrid work models more efficiently.

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