With the increasingly global scale of business, the cost of doing business seems to keep going up. Professionals have to choose between the large cost of sending employees on business trips and having important meetings over the generally impersonal telephone. With video conferencing, you can have the advantage of "face time" at a far lower cost. With a little prior planning and patience, you can learn how to set up video conferencing for your business.
Purchase additional conferencing equipment. A large conference may not work so effectively if a room full of people are squinting at a small computer monitor. Consider additional display options including large screen monitors and projectors and screens. Purchase media recording devices to keep records of conference calls for later reviewing.
Purchase webcams and microphones. The two most essential pieces of hardware for video conferences are webcams and microphones. Choose a camera of sufficient quality for your needs. Consider focus, motion-adjustment and overall video quality. Consider whether to use open microphones that a whole meeting room can use at once or single user headset style microphones.
Install the software and hardware on designated computers. You may not need to install the video conferencing software on all the company computers. Download, purchase or otherwise acquire the software from its vendor. Initiate the install file and follow on screen prompts to install the software.
Choose conferencing software. There are a number of video conferencing software packages available, ranging from the very basic to more complex software with all the bells and whistles. Consider the needs in your business when choosing video conferencing software. Strike a balance between value and available features.
Test the conferencing system between two terminals in your network. Before trying to use the conference system with a client or business partner, always give it a test run to work out the kinks. Turn on all the systems and initiate a video call between the two terminals. Test the video and audio capabilities and correct any problems. Repeat testing on each terminal to ensure all systems work correctly.
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