3 Tips for Implementing Video Conferencing in the Workplace

Video conferencing is one of the most essential tools in your businesses toolbox when it comes to remote capabilities. But if you’re new to the concept or unfamiliar with implementing video conferencing company-wide, here are three considerations before you make the jump to purchasing video conferencing software.

1. Determine your businesses priority uses for video conferencing.

Your business is unique, and the communication software you use should be, too. Write down what features would benefit your team the most. Below are some features to consider and assign priority. 

  • Providing accessible video and text chat for your internal team members: Perhaps an instant messaging platform like Slack or Discord is your best bet. While having a simple user interface, as well as video calling features, these modern instant message platforms also have strong customization options. If you have multiple internal teams and departments, you can easily set up separate channels and groups. This ensures that the right people get the right notifications without inundating people and souring their experience with the tool. 
  • Providing robust and dependable video conferencing for internal and external users: If your external audience or outside partners require more frequent remote meetings, it may be time for your company to invest in a more robust video conferencing software. Unlike the aforementioned chat-focused tools, these create scheduled slots of time for which hosts and invitees can engage in full meetings. Zoom and Skype are household names in video chat and conferencing. These platforms offer customizable options at the account level that can set you up for ease of use, so that sending out a meeting invitation becomes a no-brainer.

For restaurant technology tips, see ‘2021 Restaurant Technology Trends & Tips to Make Your Life Easier

2. Develop standard processes and instructions.

Setting your employees up for success is half the battle when it comes to implementing a new workplace tool such as video conferencing. You’ll want to provide demos and instructional material that will allow employees to start familiarizing with the program right away. These tools can intimidate users if your workplace isn’t accustomed to picking up new technology, so this is a crucial time to show employees how this next step will propel the business forward.

The other half of the battle is developing and introducing the right standard operating procedures (SOPs)  before rolling out the new software to employees. Leadership can avoid problems such as scheduling conflicts, maladjusted settings, and general misuse with proper SOPs. 

Put together a process that will address things like:

  • Access points: How many accounts will be needed throughout the team? Will these additional accounts cost extra?
  • Standardized invitations: Make sure that there is an established invitation template. Out of the box, many video conferencing tools’ invitation information can inundate invitees. Only include the clearest, most relevant information that adheres to your brand.
  • Scheduling: Depending on the number of accounts, you may run into scheduling conflicts among employees. Make sure there is transparency when it comes to scheduling new calls, ideally synced with the internal calendar. 

3. Explore & test all features.

Video conferencing has become commonplace these days but new features are being introduced constantly. Take time to explore all of the features and test them to see what may benefit your workplace the most. 

Test out and explore these features:

  • Screen sharing and white board: Provides collaborative capabilities, which are especially useful for internal use. 
  • Recording: Be doubly sure that no details are missed by recording the call and being able to access later when recapping. 
  • Remote controlling: This allows for participants to make direct edits or take control of whatever is being shared in the meeting, giving you an extra level of collaboration.
  • Additional presentation options: Make sure you can put together enticing presentations for your external participants through video and other file types.

The current state of the world has shown us that remote communication capabilities are a must have for almost every organization. Find what works for your business, but take the time to seek out a solution that will make your employees’ lives easier and promote productivity. 

Read our HR blog series for additional tips— from preventing employee burnout to increasing employee motivation, and more. Or contact a local Society agent today for more information on insurance coverage options to protect your business.

Author

As a mutual insurance company, we operate and exist for the benefit of our policyholders. For more than 100 years, Society has been helping businesses overcome the unexpected with comprehensive coverage packages and outstanding claims handling, underwriting and risk management.

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