HOW TO CHOOSE A GOOD VIDEO CONFERENCING EQUIPMENT

An ultimate guide for the enterprise to choose the right conference camera and elevate the meeting experience in the hybrid working era.

Contact us to design your dedicated video conferencing solution.

WHAT IS VIDEO CONFERENCING EQUIPMENT

Video conference equipment usually refers to the equipment that can help more than one person through the network and multimedia equipment, transporting the sound, image, and document information to each other to achieve the aim of remote meetings.

With the progress of technology, and social development, people's work and lifestyle have changed rapidly, and video conferencing device has also put forward higher requirements.

Nowadays, video conferencing system can not only realize the audio and video communication between the two sides of the meeting during the conference but also realize various applications such as visualized collaborative office, remote teaching, and off-site emergency command.

Moreover, it allows people to communicate promptly at any location and time.

Video Conferencing Equipment Definition

Video conferencing was born in 1964 at Bell Labs in the United States as an analog technology picture phone MOD-I. Since then, the technology and standards related to videoconferencing have constantly been evolving. In general, video conferencing equipment has gone through three stages: analog video conferencing, digital video conferencing, and international unified standard digital video conferencing.

Video conferencing equipment refers to the hardware and software tools and devices used to facilitate real-time audio and video communication between individuals or groups located in different physical locations. These systems are designed to enable remote meetings, collaboration, and communication, allowing participants to see, hear, and interact with each other as if they were in the same room, even when they are geographically dispersed.

Until today, it has become possible to benefit from the rapid development of communication technology and IT technology, especially with the improvement of network transmission capacity, high-definition audio and video, multi-functional collaboration, and other applications. As a result, Internet-based hardware-based videoconferencing and software-only videoconferencing have been widely used.

Video Conference Hardware

Traditional hardware in video conference systems generally includes videoconferencing terminals, MCU (Multipoint Control Unit), network switching equipment, etc.

Video Conference Software

With the development of cloud computing technology, cloud-based videoconferencing servers have emerged. Users do not need to buy hardware MCU but only need to subscribe to cloud services and install videoconferencing terminals. Video conference software is installed on computers and mobile devices. It is used for both business and personal purposes. This software enables users to have video meetings and collaborate with their teams.

WHAT COMPONENTS YOU NEED FOR A VIDEO CONFERENCE SYSTEM

A video conference system may include the following key components that deliver great video meeting experience.

components needed for video conference system

01-Video Conferencing Terminal

02- Communication Network

03-Multipoint Control Unit (MCU)

In addition to the terminal, you need a video conferencing server to complete the convergence and switching of signals from each terminal. The multipoint control unit is realized through a hardware unit MCU in hardware-based video conferencing. In software-based video conferencing, the multipoint control unit is realized through software, so cloud computing technology generally recognizes the MCU in a pure cloud video conferencing system.

HOW DOES VIDEO CONFERENCING EQUIPMENT WORK

The video conference terminal collects the audio and video signals of the venue for coding to form a digital signal, which is sent to video conferencing software through the transmission network, processed by video conferencing software, and sent to the remote conference terminal through the transmission network.

The conference terminal converts and shrinks video conferencing data into analog signals for display, enabling "face-to-face meetings".

WHAT FEATURES A GOOD VIDEO CONFERENCE EQUIPMENT SHOULD HAVE

Broad Compatibility

An organization often uses multiple video conferencing platforms simultaneously, and so do the users. Video conferencing endpoints that are compatible with multiple platforms make it easy for people using different platforms to communicate. Additionally, these devices help organizations save money on equipment.

AI Powered Camera

With 4K cameras, wide-range voice pickup, and noise proof being the basic requirements, people expect the camera to follow the speaker in real-time during the video conference and to adjust the angle to better cover the entire room. Yealink's newly released Intelligent 360° All-in-One camera is an excellent solution for users of medium-sized Microsoft Teams Rooms

Less Cable， Go Wireless

Better integration, fewer connecting wires, and wireless technology mean lower deployment and maintenance costs and learning usage costs. Following this idea, wireless content sharing, wireless microphones, and products enabling these features have gained much appreciation from customers.

One-Stop Solution

Video conferencing terminals are divided into personal terminals and shared terminals depending on the use scenario. If a vendor can provide as many terminals as possible for multiple scenarios, it will significantly protect the customer's investment, with specific benefits:

· More cost-effective

· Same deployment & maintenance for IT engineers

· User-friendly experience for employees

· Single contact for any support

HOW TO CHOOSE A GOOD VIDEO CONFERENCING DEVICE

With the continuous progress of science and technology, the use of video conferencing systems is becoming more and more popular, and there are more and more suppliers of related end products, each launching a wide range of products. Therefore, how to buy video conferencing system terminals has become a challenge for CIOs and IT departments.

When choosing a video conferencing system terminal, it is important to not only look at the price, but also carefully consider the business scenario, functional requirements, operation and maintenance costs and other aspects

01- Locate Key Video Conferencing Scenarios

Sort out your company's video conference usage scenarios: work from home, on the go, company meeting rooms, etc. According to the scenarios, classify the meeting rooms into Focus Room, Small Room, Medium Room, and Large Room according to the meeting place size. Conduct research on users to investigate the functions they want to use and expect to use

02-Design Your Modern Workplace Solutions

Communicate with the platform provider or system integrator to select the platform that can meet your needs and the terminal products certified by the platform Conduct POC to choose the platform and terminal supplier that meet your needs for business communication

03-Pricing and After-sales Maintenance Mechanism

Once you've determined the platform, the next step is to choose the terminal manufacturer. Price is a crucial factor, but it is highly recommended that you read carefully "What features a good video conferencing equipment should have" before you talk about price. Last but not least, think carefully about the level of after-sales service you need to ensure that you can get a timely solution when there is a problem with your equipment.

BENEFITS OF DEPLOYING VIDEO CONFERENCING EQUIPMENT

Through video conferencing, global and national enterprises are no longer restricted by geography. Communication becomes very convenient and efficient, accelerating enterprises' development. Especially after the new COVID-19 outbreak, the demand for new office methods, such as working from home and hybrid working has become more assertive.

Video conferencing,online meeting, collaborative work, and other solutions effectively solve the problems of enterprises

· Boost work productivity and competitiveness

Video conferencing enhances work productivity by reducing travel time and facilitating efficient virtual meetings. It promotes competitiveness by enabling faster decision-making and collaboration, giving organizations an edge in today's fast-paced business environment.

· True anytime, anywhere meetings

Video conferencing offers the flexibility of conducting meetings from any location, supporting remote work and global teams. It ensures accessibility, allowing participants to join meetings at their convenience, fostering a culture of inclusivity and adaptability.

· Reduced business costs

Deploying video conferencing equipment significantly reduces business costs associated with travel, accommodation, and physical meeting spaces.

How to Choose Video Conference Equipment

Choosing the right video conference equipment can greatly enhance the quality and efficiency of remote meetings, whether for business, education, or personal use. Here are some key factors to consider when selecting video conferencing equipment:

Purpose and Usage: Determine the primary use of the equipment. Are you looking for a setup for small team meetings, large-scale webinars, or personal video calls? This will help you decide on the necessary features and budget.

Budget: Video conferencing solutions can range from budget-friendly webcams and headsets to high-end professional systems. Establishing a budget upfront will help narrow down your options.

Camera Quality: A high-definition camera is crucial for clear visuals. Look for a camera with at least 1080p resolution, and consider features like auto-focus, wide-angle lens (for larger rooms), and zoom capabilities.

Audio Quality: Clear audio is as important as video quality. Options include USB microphones, headset microphones, or full conference room speakerphone systems. Look for noise-cancellation technology to minimize background noise.

Compatibility: Ensure the equipment you choose is compatible with your computer, operating system, and the video conferencing software you plan to use (e.g., Zoom, Microsoft Teams, Google Meet).

Room Size and Setup: The size of the room and its layout will influence your choice of equipment. For small spaces, a simple webcam and a compact speakerphone might suffice. Larger rooms may require more advanced cameras with wider field-of-view, additional microphones, and potentially soundbar systems.




Ease of Use: Consider how easy the equipment is to set up and operate. User-friendly interfaces and plug-and-play functionality can save time and reduce technical difficulties.




Integration Capabilities: If you need advanced features such as screen sharing, recording, or integration with other tools, ensure the equipment and software support these functionalities.




Future-Proofing: Technology evolves quickly. Choosing equipment that supports updates and has expandability options can help future-proof your investment.




Customer Support and Warranty: Look for manufacturers that offer good customer support and a solid warranty. This can be invaluable if you encounter any issues down the line.




Additional Features: Depending on your needs, you might also consider features like wireless connectivity, AI-powered enhancements for audio and video, or automatic participant tracking.




By carefully considering these factors and aligning them with your specific requirements, you can select video conferencing equipment that enhances collaboration, productivity, and the overall meeting experience.