With companies having employees across multiple locations and working remotely, video conferencing has become a standard communication tool for many businesses. Video conferencing provides a cost-effective alternative to face-to-face meetings when colleagues are geographically dispersed, helping reduce miscommunication that may occur over a simple phone call since parties can still read one another’s facial expressions. Furthermore, standard features like screen sharing and file sharing help ensure all parties are on the same page. Despite the numerous benefits, some people are still hesitant to use video conferencing. Common challenges can deter people from adopting a video conferencing system. However, many of these challenges have simple solutions that can enable everyone to benefit from the many features video conferencing has to offer.
Most people who have participated in a video conferencing call have experienced video freezing, choppy audio, dropped connections, or other similar issues. Such technical difficulties can be expected in video conferencing resulting from various issues such as software, hardware, network, infrastructure, environmental, or other issues. Disruptions due to technical difficulties and glitches can turn users off from video conferencing and prompt them to avoid using such a valuable tool in the future.
Being proactive is better than being reactive when it comes to addressing technical difficulties in video conferencing. Conducting network assessments and educating users on troubleshooting techniques can help minimize glitches that impede video conferencing’s effectiveness and reduce user frustration instances. Furthermore, establishing a monitoring system to identify problems and alert the IT team will help issues be addressed before becoming more significant.
As with most technology systems, security is a concern with video conferencing. Between features like video, audio, file sharing, and screen sharing, there are numerous concerns companies can have with ensuring confidential information remains secure. When choosing a videoconferencing system, companies should look at the security features offered to ensure that their preferred method has security protocols and encryption capabilities. Companies will also want to keep their video conferencing solution functioning correctly with regular software and hardware updates.
Another challenge of video conferencing is gaining buy-in from employees on why video conferencing is useful and providing enough support to promote continued use. When a company deploys a video conferencing system to its employees, clearly communicating its benefits and how it works will encourage excitement about the new tool and help preemptively reduce challenges users may face.
Companies may see users initially try the tool but then fail to fully adopt it as a model for communicating with colleagues and clients. To reduce user drop-off, companies should offer ongoing training and workshops that range from teaching the basics of using the video conferencing system to more advanced training on utilizing new or unique features. This will also help minimize user errors. As users expand their use and adoption of the system, they must find support if they run into issues. Without access to troubleshooting support, users may stop using video conferencing tools.
Companies can also face challenges in tracking the use of video conferencing systems and features among their employees. To make video conferencing more beneficial for their employees, companies should follow who is regularly using the system and who is not and what video conferencing features are used most frequently. Learning why (or why not) certain groups or individuals are adopting a video conferencing system, and features can help companies understand barriers to adoption and determine how to adjust the system to support more excellent use rates.
Using data, providing support, ensuring security, and addressing technical issues, companies can promote video conferencing and help their employees harness it as a valuable business communication tool.