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How to Plan Your Cloud-based Video Conferencing Solution

Using cloud technology is no longer a novel and uncertain concept for business video conferencing. Nowadays, cloud services are specially designed to provide the same dependable and high-quality video as traditional on-premises video infrastructures do.

Yet, cloud video conferencing services have the potential to reduce costs, improve conference quality, and simplify business management. In this blog, we will try to present a few essential considerations and best practices to keep in mind if you are preparing to switch to video conferencing as a service – VCaaS.

User Experience:

In the past, business video adoption followed a different model in which the business leader would purchase a new communications tool. And the staff follows the instructions. Also, its price and feature set will be the primary factors in the decision of whether to purchase the tools or not. If users liked the video service or not was irrelevant. But in common, we can’t expect to like it and they were responsible for using it.

Therefore, this adoption model is no longer effective. In today’s app markets, workers have numerous additional options already. Users will reach out to other sellers if they don’t like the tools.

Hence, it is better to start your decision-making process with the users in your workplace. This move can avoid the IT issue of employees using unsupported tools. In order to try before they buy, the majority of reputed cloud video conferencing services such as Vitel Global India offer a free trial. If you choose a tool they like, adoption will be higher. In this way, you can increase productivity and save money and stress over traditional user adoption programs.

The Importance of Meeting Room:

In the present day, many business workflows have been transformed by meeting room video conferencing. The process of business video call is, numerous remote individuals using a desktop or mobile devices call into a local group in a meeting room. So, you should determine the use of a meeting room for a video instead of staying at their desks.

Despite the significant advantages of video over audio-only communication, the productivity of a face-to-face call remains unrivaled. Still, people living in the same building should meet in a real place and collaborate whenever possible instead of a video call. The key here is to impart as much of that experience to remote workers as possible.

So, a laptop with a video connection is insufficient in the meeting room. For remote participants, you want the experience to be as immersive as possible. Therefore, it is important to consider that the equipment in a meeting room should serve more than just the attendees. And, remote workers need to be able to clearly see and hear each other in order to have a great meeting experience.

For this, you want to design your rooms so that local and remote team members can effectively collaborate and feel at home there. It doesn’t matter what camera you have; you should know how your team works.

Prefer Cloud Video:

A software-based room system from the reputed provider as your desktop and mobile services must be installed in your meeting rooms.

Softphone apps for desktop, mobile, and meeting rooms are available from the best cloud video conferencing services of today. Most of the time, these systems are sold by vendors as room kits. This kit consists of software running minicomputers, peripheral cameras, and speakerphones. By the way, your desktop users will be accustomed to the interface. Additionally, understand that meeting room software typically includes calendar integration and one-touch join options.

It doesn’t mean getting rid of your on-premises video systems for meeting rooms just yet. These systems offer many of the same benefits as software-based systems. And, you can integrate them with some of today’s VCaaS providers. Also, touchpad devices are even available from some Cloud business phone service providers to enable one-touch join capabilities even on your older video conferencing systems.

Guest Caller Accessibility:

Probably, all video users will use the same software. This makes life easier if your company does not have any external contacts. In this process, businesses communicate with partners, customers, and suppliers in real-time. To fulfill this, you need a cloud service that makes it simple for your external contacts to connect to your services.

Today’s cloud video conferencing services typically provide guests with quick single-click join options. So, before imposing it on your external business contacts, you must be sure to review the guest experience yourself.

Must be Secure and Scalable:

In addition to the above requirements, ensure that scalability and security are discussed with your chosen potential cloud video vendor. This is only the best practice. Also, your company’s requirements will be unique.

Even though all enterprise video services have excellent security and scalability, make sure that you have assurances tailored to your requirements.

Hybrid Deployment Process:

Considering reasons of efficiency and security, some businesses would rather keep local video meeting traffic on their own network. Therefore, in order to alleviate some strain on the video service that is managed internally and you still want to migrate some of your data to the cloud.

So, while maintaining local traffic on your network, some of today’s Cloud business phone service providers will be able to manage your service. For example, if your internal network is already full, offload additional calls to the cloud. Because organizations that aren’t quite ready to go full cloud use these hybrid options.

In the process of migrating to VCaaS, you should take a number of best practices into account. But there is one guiding principle that you should never forget. If your user technology is cool, cost-effective, or full of features, you will get the best outcome from collaboration.

Therefore, finding the right tools to support your end-user workflow is today’s burning challenge. Hence, don’t force them to change their workflow by migrating to VCaaS. Instead, it is better to select a service that matches their preferred method of business operation. 

That is the key to success, adoption, and return on investment.

Wrap Up:

The truth is, our work habits have changed after the Covid pandemic’s impact on the whole world. We must thank Cloud-based video conferencing to bring your office desk next to your bed. This has improved our work-life balance to the extent of productivity. Video conferencing features ensure a workforce is more productive while simultaneously saving employers money and time.

Besides, remote working has become possible for even the smallest team. All these changes in business operations started with the advent of cloud-based systems. These changes have numerous advantages and are likely to continue. 

In business, remember that you must constantly strive to stay ahead of your competitors. Using a cloud-based system for remote work will help you stay ahead of the curve and ensure that your employees are productive and happy.

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