Videoconference: a complete guide to effective communication

Novedades > Tools

13 de July de 2023

Florencia

AV & Collaboration Specialist

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With the evolution of the digital era, videoconference has developed as an indispensable tool for communication in both personal and professional contexts.

This article provides a detailed overview of videoconferencing, its key features and the functions that make it indispensable for remote work and business productivity.

What is Videoconference?

Videoconferencing is a real-time communication system that enables visual and audio interaction between two or more people, regardless of their geographic location.

Through devices equipped with a camera and microphone, a conversation can be established that simulates a face-to-face meeting, allowing you to see facial expressions and hear the tone of voice of the participants.

This provides a closer and more personalized communication experience compared to other digital media, such as e-mails or text messages.

Key Features of Videoconferencing

In addition to being able to see and hear participants instantly, video conferencing offers a number of key features that enhance the communication experience. These features enable direct and fluid interaction between meeting members, fostering rich communication.

Real-Time Video and Audio Streaming

The key feature of video conferencing is the ability to see and hear participants instantly. This allows for fluid and enriching communication, encouraging direct interaction between meeting members.

Time and Resource Savings

Videoconferencing eliminates the need to travel, saving time and travel expenses. They are the ideal alternative to establish face-to-face communications with collaborators, clients or business partners, regardless of their geographic location.

Intuitive Interface

Videoconference platforms usually have user-friendly interfaces. Even the most advanced applications offer guides and tutorials to take full advantage of all the features they offer.

Multi-Device Compatibility

Video conferencing can be done from a variety of devices, such as smartphones, tablets, laptops or desktop computers. All that is required is internet access. Some applications also allow you to join the meeting via phone calls.

Easy Access

For both the host and the participants, accessing a videoconference is a simple process. For the host, it involves creating an account, scheduling the event and sending invitations to attendees. Participants need only click on the invitation link or enter a password, if required. The privacy of the meeting can be controlled by the host, who decides to accept or reject attendees.

Internet connection

All video conferencing applications require an Internet connection to function properly. In the case of internal corporate networks, participants must be connected to the same network to access the meeting.

Variety of Options

There are numerous... video conferencing applications on the market, both free and paid, each with specific features and functionality. Some offer average image quality, while others provide high resolution. Some have limitations on the length of meetings or the number of guests allowed. There are also options based on ISDN or IP technology, and the choice will depend on the objectives and needs of each user.

Useful Videoconferencing Features

Videoconferencing offers a wide range of features that enhance the communication and collaboration experience among participants. Some of the most relevant ones are highlighted below:

Simultaneous Screen

In this mode, all users can see themselves and the other participants on the screen. This facilitates visual interaction and contributes to more dynamic and participatory communication.

Screen Sharing

This feature allows participants to view the screen of a particular user. It is especially useful for presentations, presentations or detailed project explanations, as all attendees can view the content simultaneously.

Session Recording

Most videoconferencing platforms allow you to record meetings, which is invaluable for later reference or sharing information with others. Some applications even offer the option of directly uploading the recordings to platforms such as YouTube.

Integrated Chat

Videoconferencing often includes an instant chat, which facilitates written communication between participants. It is especially useful for sending messages or sharing information without interrupting the main speaker.

File Attachments

Through chat, users can share links, text files, presentations, images, audios and other types of files. This promotes collaboration and information sharing during the meeting.

User Control

To maintain order and efficiency during a video conference, the host has the ability to control the participants' microphones, cameras and chat. This prevents unwanted interruptions or inappropriate behavior, ensuring smooth and respectful communication.

Videoconferencing Modalities

There are different videoconferencing modalities, adapted to different needs and usage scenarios. Below, we will mention two of the most common ones:

Point-to-Point Videoconferencing

In this modality, only two people participate in the session. Two-way video and audio communication is established, and functions such as chat or file exchange can be used. Each participant's screen shows the other user, creating a personalized and close communication experience.

Group Videoconferencing

In this case, the meeting involves three or more participants. In addition to the features mentioned above, group videoconferencing allows multiple users to be displayed on the screen. This facilitates collaboration and interaction between a work team or a group of people with a common goal.

Videoconferencing is an essential tool in today's work environment, allowing effective connection and collaboration between people located in different parts of the world.

Its use has become indispensable for companies, work teams and professionals looking to stay connected and productive in a remote work environment.

Improving the Quality and Effectiveness of Videoconferencing through Audiovisual Integration

Audiovisual integration is an essential component of effective videoconference.

At Newtech, we offer consulting services, design, provision and installation of multimedia rooms, auditoriums, control and monitoring rooms, training rooms, and any collaboration space required in the work dynamics of the world of organizations.

As integrators of first level brands, we adapt and develop each solution to your needs and requirements, including different on-site or remote support modalities, so that collaboration spaces are not a problem, but a tool to work better.

The spaces we design are designed to make the user experience simple and effective, taking into account from the simplest installations to 100% automated rooms.

Our goal is to transform your workplace and discover what type of meeting room suits your needs. The solutions we offer complement and enhance the productivity of your meetings.

Explore our top-tier integrator brands and equip your rooms with the technology that fits your preferences.

Unified Communications in Videoconferencing

Unified Communications (UC) is a combination of essential communication, audio, video and collaboration technologies that bring people together in virtual workspaces and meetings.

These tools combine video conferencing, voice calling, persistent chat, instant messaging, file sharing, workflow collaboration and virtual whiteboarding.

UC applications enable people to collaborate in real time or asynchronously, facilitating secure access to contacts, document sharing, chatting and meeting via video call.

This makes it possible to work with collaborators from anywhere and on shared projects.

Because of its versatility, UC becomes a hub for a variety of teams and collaboration methods, making it one of the most powerful technology assets of any enterprise.

Unified Communications offers a number of benefits, including increased engagement and productivity, faster and more responsive interactions through real-time notifications and instant messaging, closer connections with remote teams with face-to-face communication, and improved group agility with co-creation and file co-editing.

Platforms such as Microsoft Teams and Zoom are popular in this space as they provide the most feature-rich UC applications.

In this article, we have explored in depth what video conferencing is and highlighted its key features.

We have seen how this communication system allows real-time conversations to be established, through devices with built-in camera and microphone, regardless of the location of the participants.

At Newtech, we can help you in the process of acquiring and implementing new videoconferencing solutions for your organization.