Whether you are using web or unified communications technologies, there is a right and wrong way to host a video conferencing meeting. In this article, we’re going to dive into some video conferencing best practices and  unveiling our secret sauce for hosting video meetings.

Vyopta hosts video and web conferencing meetings all day long. We have internal collaboration via personal VMR’s, WebEx for support, software clients like Jabber, and external meetings in video conference rooms.

Every organization uses video in a different way, so it is always best to optimize for your users with comprehensive data and analytics.

For example, in one branch of a major financial institution, there are a handful of video conference rooms and personal endpoints for employees. The personal endpoints are integrated into the company culture and receive daily use making up a large majority of overall video minutes for a given quarter. The expensive HD video conference room systems are highly underutilized by comparison, but without reporting, their video administrator will be in the dark.

Video Meeting Best Practices

The two common types of video meetings

Internal meetings

Vyopta employees conduct internal meetings in a variety of ways. Having personal VMR’s, gives everyone in the company access to their own bridge and an easier means of scheduling video meetings. Something you hear around the office a lot – “Meet on my bridge.” So when an employee schedules a meeting, remote participants, and other employees can join in from their personal endpoints, software endpoints, audio, VOIP – you name it.

External meetings

For external meetings with partners and customers, we usually meet in an available conference room. Most of our video conference rooms seat 4-8 people so we can comfortably get somebody from every department if we need to for an efficient collaboration experience. We invite customers and partners to meet with us from hardware and software clients alike, whatever makes it easier to join.

Key Takeaways for Telepresence and Video

Your Desk Phone Makes a Great Paperweight

If we’re not in a video meeting we’re usually on chat. The phone at my desk is probably the dustiest object in the entire building. This neglect is a brutal indication of the power of video collaboration that has become integrated into our company culture over time.

Use Conference Rooms Whenever Possible

We have a few conference rooms which are named after famous places in the Marvel / DC Universe ex: “Hall of Justice”, “Gotham City” and “X-Mansion”.

We use our vSchedule service to schedule meetings in Gmail by assigning bridges and open conference rooms. This makes it super easy for our team members working remotely to join in and be a part of the discussion.

Conference rooms are super versatile with many uses including weekly sales meeting, marketing meetings and company-wide “Hall of Justice” meetings. sales also likes to chat with customers in the conference room and occasionally take a break from the desktop endpoint.

Personal Desk Endpoints and Bridges for Employees

At Vyopta every employee has their own bridge – that is used as the bridge for the scheduled meeting by default. If there is a scheduling conflict and an employee from sales wants to join in for the 2nd half of a meeting they can call into the bridge from their personal endpoint right from their desk.

The same goes for customer support video calls where a VMR is assigned and sales team members call into the bridge from their desks along with a support team member and development team member if need be.

Make Software Clients Available

We all work remotely sometimes and have to keep the collaboration going whether it’s working from home or calling in from a software client when the team is at a conference thousands of miles away.

Web conferencing for sales and support is also a huge point of interest, especially for software companies that need presentation and screen sharing capabilities.

Manage Your Video Network With Collaboration Analytics

We use a crazy wide variety of video resources for a small company because we have to develop and verify that our software works with all of them, so we use vAnalytics Real Time Monitoring and Historical analysis to track the utilization and quality of all of our hardware and soft endpoints so we are constantly optimizing our network. We can see trends in licensing, utilization, adoption and call quality all from a single comprehensive platform. We also use Analytics for WebEx to track power users, participants, and individual WebEx meetings so we have the full picture of our collaboration environment.

Video conferencing has become a versatile tool and there is really no way to tell what is going to catch on with your users. The fastest way to grow adoption is to know what your users like and support more of it. Tell us how you use video and what your best practices are in the comments.

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