Video Conference Service Features
Aug 25, 2020
Equipment
Depending on how you choose to operate your video conferencing system, you may need additional equipment. If all you want to do is host and join meetings from your desktop or laptop computer, you don't need any other equipment as long as your computer has a built-in camera and microphone. If it doesn't have those, you can buy small cameras and microphones for less than $50 each.
The larger costs come when you want to turn a space in your business, like a conference room, into a dedicated place to host video conferences. For this, you will need cameras, microphones, speakers and monitors.
For quality HD cameras, you can expect to pay anywhere from a few hundred dollars to more than a thousand. The more expensive options can pan and tilt and zoom in on the person speaking.
Microphone and speakers are typically combined in one device. These range from about $50 to a couple hundred dollars, depending on the size and model you choose. Monitor prices vary greatly by size.Some video conferencing services offer complete packages of all the equipment you need.
Video Conference Service Features
When choosing a video conference service, you should look for certain features before making a buying decision.
Meeting Participants
You want conferencing software that can support the top number of users you'll have in a meeting at one time. Some services limit the number of attendees to under 10, while other providers have solutions that can accommodate several thousand at one time.
Video Stream
In addition to limiting the number of users in a virtual meeting room at one time, some services cap how many video streams can be on simultaneously. If you want everyone in your meeting to be on camera, make sure the video conference service you choose can support that number of video feeds.
Video and Audio Quality
Does the video service provide HD video feeds? You likely don't need production-grade video, but you also don't want a grainy or blurry video feed. The video quality should be good enough that it isn't a distraction to those on the other end of the line.
In addition, you want a service with high-definition audio quality. If those in the meeting can't hear you, the high-quality video won't make much difference. Make sure the audio and video feeds are in good working order before choosing a conferencing system.
Dial-in
While you may prefer everyone to join your meeting by video feed, that might not always be possible. For those times, you want a conference service that gives participants the option to join by phone so they can at least hear the audio.
Screen Sharing
A huge benefit of cloud-based video conferencing is the ability to share documents, spreadsheets, presentations or anything else you have stored on your computer. Most services allow the meeting's host to share their screen, and some services allow anyone in the meeting to share their screen too.
Integrations
A video conference service that integrates with your online calendar or email client makes scheduling video meetings simple. When a meeting is scheduled, directions for joining the meeting are automatically uploaded into an email that goes out to invitees, and details of the meeting are also placed on your calendar.
Video Conferencing Apps
Being out of the office should no longer be an excuse to miss a video call. Most video conference solutions have mobile applications for iOS and Android devices so attendees, even the host, can join a meeting from a smartphone or tablet.
Room Systems
While joining a meeting from a computer or mobile app is convenient, your business may need a video conference service that allows you to use an entire conference room for video calls. Some video conferencing services provide the equipment – like cameras, microphones, speakers, monitors and software – needed to host these meetings in a conference room.
Recording
There are times when someone can't make an important meeting. Most conferencing systems can record meetings to be watched later. Some services store the video chat recordings in the cloud, while others require you to store them on your own devices.
Instant Messaging
Some conferencing software allows you to send written messages to those in the meeting. This can be helpful if you want to ask a question without interrupting the speaker.
Other features businesses may want to look for in a video conference service are the ability to lock a meeting once it has started, whiteboarding tools to allow employees to collaborate, remote access via mobile apps, group chat, custom branding, the ability to join a meeting via web browser (without downloading special programs or software), and the option to let multiple people host a meeting at one time.
