The Complete Guide to Video Conferencing

Your company is growing, offices are expanding across the world and your employees are asking for flexible work schedules, online meeting tools and more modern and effective collaboration spaces. While you know video conferencing can help address these requests and create better communication and collaboration across dispersed sites, the idea of implementing it seems a bit overwhelming. 

Intro to Video Conferencing

In this guide, we’ll break down the basics of video conferencing — from where it all started, reasons it’s worth the investment and some tips and tricks on choosing the right video conferencing solution for your business’s unique needs. Here’s what you can expect to find in this guide:

The Evolution of the Conference Call

Dating back to the late 1950s, early conference calling technology provided a way to host multiple people on a telephone call. This was great for reducing air travel and speeding up decision making, but it relied entirely on audio and lacked the human element of an in-person meeting. Fast forward 60 years and you can see the evolution of the conference call has taken two major forms: web conferencing and video conferencing. Learn more about The Evolution of the Conference Call.

Video Conferencing Solution Breakdown

Today’s video conferencing solution is made up of a central cloud-hosted infrastructure routing calls between personal video-enabled devices and meeting room device endpoints. Cloud-based delivery models make it easy to turn just about any room with an internet connection and a power outlet into a video-enabled collaboration space but not all video solutions are created equal. Learn more about Video Conferencing Solution Breakdown.

Video Conferencing Best Practices

Whether you’re joining your team’s weekly video standup or meeting with a job candidate for the first time through a video interview, there are a few best practices you should follow to ensure that your video call is as effective and productive as possible. Small details like using a headset, muting your audio when you’re not speaking and using the proper lighting can add to the success of your video conference call.  Learn more about Video Conferencing Best Practices.

Optimizing Your Meeting Rooms for Video Conferencing

With the shift towards “open plan” offices and the new affordability of video conferencing technology, many organizations are integrating video connectivity into every sized conference room around the office. Mini rooms that were formerly telephone rooms are among the fastest-growing meeting spaces today as businesses add inexpensive video conferencing solutions to these underutilized spaces. Learn more about Optimizing Your Meeting Rooms for Video Conferencing.

How to Build a Video-First Organizational Culture

By making video conferencing tools a priority, employees are not only more focused and engaged during meetings, they also benefit from nonverbal cues and body language to create better, more authentic relationships with their remote coworkers and customers. Face-to-face video-first communications are sought by both startups and established enterprises because of the technology’s competitive edge. Learn more about How to Build a Video-First Organizational Culture.

Selecting a Video Conferencing Solution

Selecting the right video conferencing solution can be daunting.  It’s important to consider both your core team needs as well as the scalability and security requirements for your organization when selecting a video conferencing solution. Features like high-quality, HD video and screen sharing on mobile devices can enrich the video conferencing experience even further. The nice thing about a cloud-based video conferencing solution is that as those needs change, you can easily scale up or down to match.  Learn more about Selecting a Video Conferencing Solution

Video Conferencing Terminology: A-Z

For a full list of video conferencing acronyms, compression standards and definitions, check out our Video Conferencing Terminology page. After all, everyone needs a cheat sheet sometimes.


Video Conferencing FAQs

How does video conferencing work?

Today’s video conferencing solution comprises a central cloud-hosted infrastructure routing calls and transmitting video, presentation and audio feeds in real-time between personal device clients like laptops and mobile phones with embedded webcams and dedicated meeting room video conferencing device endpoints. 

What are the basic requirements for video conferencing?

The minimum requirements for video conferencing includes three things: a high-resolution camera, ample computer processing (minimum 2 GB of RAM) and a reliable internet connection (about 2 Mbps down and 2 Mbps up of internet bandwidth on both sides).

How do I set up video conferencing?

In the meeting room, simply connect your video conferencing system to your meeting display and pair it to your account. Outside the meeting room, just download your favorite video conferencing app to your personal device, select to use your embedded webcam and microphone and connect to your virtual meeting room.

What is videotelephony?

Videotelephony describes any technology that can simultaneously receive and transmit audio-video communications. This technology typically includes a display screen, a microphone and a speaker component, and is used by people in different locations to interface in real-time.

Next Chapter →