How to Choose Your Ideal Video Conferencing System

by Ricoh Malaysia 03 Jul 2021

The number of businesses using video conferencing in Malaysia is rising rapidly thanks to the improved video conferencing systems and technology.

Video conferencing, one of the most important digital workplace solutions, allows companies to conduct face-to-face virtual meetings that were previously impossible.

Previously, most video conferencing systems were only suitable for larger businesses due to their high cost and complexity. Things have changed. Today's video conferencing systems are simple to set up, operate and maintain, making them accessible to businesses of all sizes.

Before you choose to use a video conferencing system in your business, certain aspects of the system need to be considered. Here's how you can choose your ideal video conferencing system in Malaysia.

  1. Number of participants

    Consider the number of people who are likely to attend your meetings regularly.

    Some solutions allow you to connect with a small number of individuals for free. So if you don't need to communicate with a large number of people at the same time, you might not spend much (or anything at all).

    Other services focus on connecting big groups of people. Because the range is so broad, knowing what you're searching for before you start browsing may save you a lot of time.

  2. Video feeds

    While many video conferencing providers claim that their meetings can accommodate hundreds, if not thousands, of people at once, they generally restrict the number of video streams available.

    Before making up your mind, find out how the service restricts feeds or whether it does so at all. You should also ensure that the video quality is excellent.

  3. Ease of use

    Don't allow a complicated user interface to stifle your company's growth. Otherwise, you'll start presentations without having any key participants present, or experience a long delay and disruptions whenever someone turns on or off their video feeds.

  4. Types of meetings

    You may launch various rooms based on the sort of conference you're conducting with certain high-end services. Will you be having an open-forum Q&A session where anybody can participate and provide feedback?

    Are you delivering a presentation or lecture and would like the audience to be silent? Know what kind of meetings you'll be hosting in the future. If you are hosting a range of meetings, seek a provider that can satisfy all of your requirements.

  5. Mobile experience

    The whole idea of video conferencing is to interact with people from afar, and that might occasionally entail connecting via mobile devices.

    Test a video conferencing service on tablets and smartphones to ensure that participants on these devices have the same good experience as those on PCs.

  6. Recording

    It might be helpful to capture the highlights of a meeting for later use. If you need to go back and review conferences, you'll require video recording functionality. An online archive of previous sessions might also be beneficial.

    You might preserve excerpts from meetings as introduction or training materials for new workers, for example. Keep in mind the amount of recording space you will have. Many services save recordings on the cloud and restrict each user's storage capacity.

  7. Screen sharing

    Using a computer screen to keep attendees interested and make a meeting more interactive is a good idea. Screen sharing can help you clarify the finer aspects of a presentation or teach a distant employee how to access particular documents more effectively.

  8. Room systems

    Depending on your requirements, you may choose to set up a conference room dedicated to video conferencing. Check to see if the video conferencing system is compatible with your meeting room configuration.

    This may need enlisting the help of a third-party provider to equip the space with the necessary audio and visual equipment. At other times, the video conferencing provider can offer all of the necessary equipment for an additional fee.

  9. Application integration

    Integration of third-party programs, such as Microsoft PowerPoint, is possible with certain video conferencing platforms. You can import presentations and documents by combining existing software with a video conferencing solution.

    Furthermore, many systems provide note-taking features, and some even allow participants to submit their notes. Consider which conferencing programs you'll use and how much control you want participants to have over a conference.

    Your calendar or email client is another option for integration. Plugins for Google Calendar and Outlook are available from several video conferencing services, allowing you to book meetings efficiently.

  10. Customer service

    Don't underestimate the importance of a company's customer service. Calling the customer service lines of the video conferencing providers you're considering is an excellent way to get a sense of how they will treat you.

    When anything goes wrong, you need a tech support line that answers promptly and correctly, with people that treat you and your business with the seriousness and respect it deserves.

The Bottom Line

It might not be an easy task to choose the best video conferencing option for your needs. The best thing to do is to plan ahead of time to determine what you need and what you want to achieve using video conferencing.

For further details, feel free to get in touch with our specialists for a full consultation.