video conferencing system

Video conferencing systems are becoming more common over time. Going by a few days, during the coronavirus pandemic, the virtual communication framework did a wonderful job of keeping the economy agile while protecting life. Furthermore, the framework has been the most effective support for human collaboration. Thanks to the videoconferencing system, people have not been confined to one place. Rather, they can keep exchanging information seamlessly through the audio-video interface.

What is a video conferencing system?

The video-conferencing system aids in the exchange of information in real time between two or more participants from different locations. The information exchange occurs through the audio-video interface, where the participants can see each other in addition to the audio communication. The visual component differentiates telephonic communication from AV interactions.

To a larger extent, the VC framework refers to the technical setup that facilitates audio-video communication. It includes all the software and hardware that contributes technically to making AV communication successful.

An overview of the different videoconferencing systems

To date, VC systems, in addition to the robust room framework, come in more portable alternatives like the desktop application and the cloud solution. The integrated room system converts conventional meeting rooms into cutting-edge video conferencing rooms.

Video conferencing involves realistic data exchange, so it demands adequate bandwidth. Therefore, for effective video conferencing and stable connectivity, the process involves dedicated solutions and arrangements. The paragraphs below shall discuss the key points in that regard:

Integrated Room Systems

In large organizations, conference rooms are equipped with information exchange technology to facilitate invasion-free audio-video communication. The smaller systems can accommodate between 5 and 10 participants, while the larger framework can accommodate a larger count of participants.

Telepresence is one of the most advanced versions of room systems. This framework makes communication so effective and realistic that it creates the same impact as face-to-face communication. It involves the application of a gigantic, high-resolution display that projects life-size visuals. In this system, the body language and facial expressions become distinctly visible to make the communication realistic. Thus, participants feel they are in the same place during the communication. The highest degree of reality in this system makes it distinct from other virtual reality systems.

Set-Top Systems 

Set-top systems are compact systems that involve display devices and internet connectivity. You will find these systems easy to install. The best part is that you can use the system while in motion. This system implies that you can instantly convert ordinary meeting rooms into video conferencing areas.

Desktop Solution

The desktop conferencing system is the most appropriate choice for individual workplaces. If the communication involves two parties, the desktop VC system is the best choice. However, you can always accommodate larger participant numbers within this framework.

Software Solutions 

As laptops and mobile screens come with integrated microphones, cameras, and loudspeakers, video conferencing applications and software are emerging rapidly. Users can avail of it as a cloud-based application or consider permanent installation on the premises. Thus, it offers the optimum flexibility and a cost-effective alternative to the gigantic Business-2-Business VC framework. Larger VC systems, on the other hand, are unavoidably required in larger organizations to facilitate communication among larger participants. Therefore, the software solution can serve as a secondary VC framework for the room VC systems.

Hardware requirements for video conferencing

On a basic level, you can start video conferencing with your smartphone if you have consistent and high-speed internet access. But an advanced system like converting the meeting room into the VC areas demands appropriate hardware.

Effective VC demands the optimum video quality and clear audio progression, which inevitably demands a high-end and comprehensive framework. The robust framework will involve the CODEC box, display devices (camera, microphone, and loudspeaker), media control tool, and projector. Depending on the specific system involved, there can be some variation in the necessary hardware.

The biggest benefit of the complete VC systems is that there is no need for additional hardware and equipment to support the operation. At its most, you might need to install the ceiling microphone, which involves minimal effort and investment. When it comes to high-quality interactive video conferencing, nothing beats Room Systems. It makes communication effective by providing an almost-real experience.

How does the video conferencing system have to benefit the users?

Organizations inevitably find facilitating the communication process one of the major challenges in today’s digital world. Irrespective of internal or external communication, the process demands shorter communication channels to facilitate speedy decision-making. Cutting-edge VC systems provide appropriate support for communication with internal and external stakeholders to promote informed decision-making. The key benefits that the VC system offers come as follows:

• Cross-location collaboration 

As the business keeps growing, the need for collaboration among stakeholders from different locations is greater. If you aspire to speed up the communication process, there needs to be a framework to accommodate participants from different locations at one time. It holds for participants in different rooms or from different countries. Effective communication will promote informed decision-making, consequently giving you an edge over your closest competitors. In today’s world, adopting the VC system has become inevitable as all your competitors are walking along the same path. You cannot afford to be an exception in this regard.

• Downsizing travel expenses and saving time

The installation of a modern video conferencing system seems to be a costly affair. However, in the long run, it emerges as a cost-saving proposal. On the one hand, the VC system saves travel expenses and, more importantly, time that you can invest in more crucial business activities. Thus, a business can avoid the time and money wasted on more frequent and costly business trips.

• Smart Communication 

Google Hangout and Skype Business are free applications to serve audio-video communication needs. However, issues with the audio and video quality are a major challenge. It can take a major toll on the communication process, offering stiff barriers in the path of effective communication. Thus, a free application can significantly reduce the impact of crucial business communication.

If you have to maintain the relevance of the communication process, professional VC systems become inevitably important. Such applications can offer more value than conventional telephonic communication, facilitating the seamless collaboration of the largest number of participants. In addition, sophisticated and high-end instruments like a loudspeaker, microphone, and display screen can accentuate the communication quality further, helping in better and faster informed decision-making.

Secondary advantages of the Video Conferencing Framework

The secondary benefits of professional-grade video conferencing systems are as follows:

• Business Process Optimization

• improved communication quality

• Enhanced productivity and efficiency

• Optimized resource utilization

• Improved collaboration

• Enhanced flexibility in facilitating training and meetings on the web

• Better project and crisis management capacities

How do I select the best provider?

Even the most modern VC systems may not be the best choice for your organization. Thus, you need to select the framework in a manner that can extend the best support to your communication needs. Here is your guide to selecting the best vendor.

• Technical Considerations: Video Resolution, Available Bandwidth, and Camera Qualities can have major differences between various options. For example, you can find VC systems that feature a camera that adjusts itself with the alignment of the microphone or the loudspeaker to ensure that the audio and video quality stays perfect at all times. It will be especially relevant to state that the coding methodology has a major impact on the communication quality. It is what determines the bandwidth requirement. You can even find systems that offer multiple screens. You need to give good consideration to all these points before you select the VC system.

• Participants Count: One of the crucial considerations is the participant count that the system can accommodate. At the same time, smaller systems offer the flexibility to operate while on the go, but they are not suitable to accommodate a large participant count. So, if you are a large organization where communication involves the maximum number of participants, you inevitably need the larger VC framework. Remember, improper accommodations can degrade the communication process significantly. The only way to escape this challenge is to select the VC system after considering its accommodation capacity.

• Application areas: another crucial consideration is the possible and most-frequent applications. It is another parameter to determine the possible participant count the system needs to accommodate. Depending on the specific use case, there will be different priorities. You need to select the vendor based on the specific purpose that you expect the system to serve.

Recommended Video Conferencing Systems

• Cisco : it is one of the global leaders in this business, serving more than 150 countries. CISCO offers manifold VC applications for small to large organizations, and global customers cherish their products as they optimize the communication process.

• POLYCOM: POLYCOM VC systems and solutions promise the best value for money. They are one of Microsoft's development partners and the best value for money. They are one of Microsoft's development partners. They are the one-stop store for VC solutions for meeting and conference rooms, offices, and smart classrooms.

• AVAYA: The discussion about VC systems will be incomplete unless you mention AVAYA products. You can approach this global brand for cloud-based and on-premise VC systems and components.

• DECOM: This German giant holds the lion’s share of the global VC system market, and its services and solutions are available in 175 countries. DECOM products get high marks for their excellent quality and high performance that promotes communication efficiency.