7 Reasons Why Video Conferencing is An Important Meeting Tool


Why do businesses use video conferencing systems? The reasons are many.


It might be because they offer visual cues that we typically only see when having a face-to-face conversation. Maybe it's the convenience of having a chat with someone across the globe without having to travel. Or perhaps because it's allowed many of us to continue working from home when faced with pandemic-related restrictions and social distancing measures that prevented us from coming into the office and gathering around the conference table.


Whatever the reason, the use of video conferencing solutions in business communication is here to stay.

Although we could undoubtedly conduct business by telephone or email, there's little doubt that a video conference benefits companies in ways text or audio-only communications never will. With that in mind, let's take a look at seven key advantages of video communication compared with other methods.


1. Brings the team together no matter where they are

A video conferencing system makes it easy to host meetings where the entire team can get involved. The ability to set up a chat with multiple parties no matter their location is a great way to bring disparate teams together and forge a deeper connection. And with many companies continuing to have their staff work remotely, video conferencing is a great way to ensure remote works feel part of the team.


2. Adds a human dimension to the conversation

Trust builds more quickly on a video conference than an audio call. When you meet someone face-to-face, see their smile, and react to their body language, you get to know them on a much deeper level. You can relax when you see how the other party responds, so the interaction feels less stilted. In short, video conferencing puts a face (and a voice) to a name. Studies have shown that only 7% of communication is verbal (i.e., the content of your words), while your vocal inflection makes up 38% and non-verbal cues make up 55%. With a video conference, you can see the other party's body language, gestures, and facial expressions.


3. Boosts productivity by keeping participants on task

The addition of video to a conference call can also help boost productivity, keeping participants from distractions that might occur during an audio-only call, such as checking email or social media accounts. Because standard etiquette will kick in and participants will feel the need to maintain eye contact with the other parties, they'll be more focused on the conversation and feel more attuned to each other's immediate needs.


4. Allows for multimedia presentations

The latest video conferencing systems offer additional features that a conferencing phone can't match. Sharing slides, setting up poll questions, and collaborating live on a document are just a few common tools provided by video conferencing software. These additions add for a more natural conversation and provide added engagement for participants.


5. Reduces costs and saves time

Video conferencing helps reduce travel costs and eliminates the wasted time workers used to spend sitting in an airport or hotel room. In fact, it's a good bet that a company can install a top-notch video conferencing system for less than it would cost to send a sales team across the country for a few days to pitch a new client. Also, many companies are beginning to realize that video conferencing systems allow many employees to work remotely, enabling them to scale back on expensive office space.


6. Enhances workplace safety and improves morale

There's no telling how long social distancing measures will be in place, but they're likely to last for months, if not years. Why put employees at risk when a video conferencing system allows workers to accomplish the same job but at a distance? Also, 65 percent of respondents to a recent Flexjobs survey indicated they would prefer to work remotely, even after the pandemic ended, and 31 percent would like to see a hybrid work environment where they could work remotely part of the time. A video conferencing solution allows that to happen.


7. They're easy to set up

A few decades ago, installing a video conferencing system was an expensive, complicated affair, but that's no longer the case. Now, with a video sound bar, companies can transform any screen or projector into a full-fledged video conferencing system. Easily mounted on a wall, these all-in-one systems combine speakers, microphones, and a camera into a sleek unit that can transport users into a genuinely immersive conferencing experience.


These are just a few of the benefits of video conferencing; there are many more. And while Yamaha UC can help with the hardware, there are plenty of software options to choose from as well. Here are a few tips on what to look for in video conferencing software.