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How to Organize Communication With Your Remote Team

  • Rating — 5 (3 votes)
  • by Ksenija Kolomiiets
  • Updated on August 18, 2020
  • Read —
    9-10 minutes

Video conferencing gains popularity because it eliminates employee travel between sites for meetings. Also, it’s an income-generating tool for holding webinars and other online events. We saw tremendous growth in the telecommuting sector at the beginning of 2020 because working from home (WFH) as the best way to stay healthy and as one of the powerful business tools in this situation is video conferencing. 

Telecommuting services provide more features that just face-to-face communications. Finest video conferencing services enable users to share their screens, chat through text, exchange files, communicate via digital whiteboards, and even broadcast conferences to large groups of passive viewers. Some are part of business-geared Voice-over-IP (VoIP) packages, which allows for dynamically changing voice calls to video calls and shared meetings at the touch of a button without making new connections.

Furthermore, usage of video conferencing can help you to do other business tasks, it can be resolving customers’ questions and interacting with them in real-time webinars or other events or you can contact your partners. Transparency Market Research forecasts the global video conferencing market to be worth $8,958.7 million by 2025 but we expect even more. 

According to a report by Owl Labs, employees in the U.S. work remotely full-time 66% more frequently than the global average. After the pandemic, this number can increase to 81%. That’s why it’s more necessary to know what new in video conferencing segment was created over the past year. 

What is the main problem you want to solve with video conferencing?


Reasons to Love Video Meetings

Companies are moving further apart. So a lot of small to midsize businesses spread throughout a country, a continent, or even the world which creates a significant burden for communication, even for employees that work in-house. Besides, don’t forget about communication with customers and partners, it’s difficult to imagine talking to all of them without numerous trips, which brings impressive costs. In this case a video conferencing can provide additional growth to your company’s bottom line.

Skip of spending third of your life in airport lines, by video conferencing usage you can bring life to your meetings. All present persons are not just voices on the phone but an on-screen presence allows seeing and communicating with others, share presentations, and more. For meetings, one of the participants can sketch out ideas on an online whiteboard and invite participants to join. Some video conferencing services let presenters pass control to another participant who can continue the meeting without interruption. 


96% of respondents agree that video conferencing is effective for improving the connectedness of remote team members.

Choosing the Right Video Conferencing Platform

To selecting the flawless platform for video conferencing you need to determine goals you’d like to reach with a new communication tool. Looking to the future, new and improved video services will provide companies the opportunity to utilize everything from HD images to virtually lag-free correspondence.

There is a possibility to connect video conferencing strategy with cooperative software and document sharing platforms to make collaboration like fish in a barrel.

While you will look for the right the platform for video conferencing asks yourself and your team such questions as:

  • How many persons are you going to involve in your calls?
  • How often do you need video conferencing?
  • What kind of integration and additional functionality it should have?
  • What level of audio and visual quality are you looking for?
  • How secure can your video network be?

Cisco Webex and Zoom customers experience the fastest meeting setup times. Cisco Webex users report the fastest meeting setup time overall, with 67% reporting a setup time of under 9 minutes.

The Top 5 Video Conferencing Systems

No perfect solution that is ready to offer a business high level of security and an ability to integrate into the company’s internal processes, etc. When our company started to work remotely we faced such issues as how to organize video conferencing and to build communication with all team members. We tried many different platforms and can say it is hard to find a solution that perfectly meets all company’s needs without customization and adding specific features. There is an alternative to develop a video communication tool from scratch but it will be expensive. Also, you may read here  about such tool as online video streaming.

We made a list that might help you to pick up the solutions for your company:

  1. Microsoft Teams
    The cloud-based application gives users the ability to schedule a video or audio meetings with a single person or a team. There is an option to organize webinars and large meetings with up to 10,000 participants. Microsoft Teams integrates into Microsoft 365 so calls can be easily planned and invites shared among the organization, in case of guests, they can join from a web browser without the necessity to download the application.
    Also, the user will get the full range of features including screen sharing and call recording, live captions, background blur technology, and chat functionalities.The app enables users to join calls from almost anywhere. When you’re working alone or on the go, mobile devices, desktop computers, and Bluetooth conferencing headsets can power communication.
    Microsoft Teams’ pricing starts at $5.00 per month, per user. There is a free version. Microsoft Teams offers a free trial.

    Want to customize your video conferencing app?

  2. Google Meet
    Google Meet, is part of the G Suite office platform seeks to provide a first-class conferencing service to its users. 
    Developed as a mobile and web-based application for small to large businesses, it can serve a large number of users at the same time, and also uses smart participation and a fast interface to reduce the need to wait. It is worth noting that there is no software to download for usage. Also, it provides a dedicated dial-in number, that enables employees on the go to join in, but this also ensures that line quality is maintained and that there are no drop-outs.The most important thing is that Google Meet can work with existing conferencing hardware. All that’s required is that it follows SIP and H.323 standards for Skype for Business users. This also applies to Cisco, Lifesize, and Polycomm in particular, and by using Pexip Infinity can join in Hangouts meets.The application works in sync with the other Google applications and allows you to present, collaborate, and live stream meetings to 100,000 viewers at the one time. It also comes as a Chrome extension and can be used across all devices. Google Meet pricing starts at $6.00 as a one-time payment. There is a free version. Google Meet does not offer a free trial.
  3. BlueJeans Meetings
    The app is an interoperable cloud-based video conferencing platform designed for mid and large businesses. It can provide high-quality video meetings connecting many participants, bringing video, audio, and web conferencing together with the collaboration tools people use every day. The first cloud service to connect desktops, mobile devices, and room systems in one video meeting.BlueJeans does not have a free tier but it does offer a 30-day free trial. Its pricing starts at $14.99 per month per user, when paid annually.
  4. Zoom Meetings & Chat
    The cloud-based video-conferencing application that helps small, middle, and large companies with wireless media sharing, video system interoperability, screen sharing, and more.Zoom brings together cloud video conferencing, simple online meetings, and group messaging into one easy-to-use platform. The solution offers the best video, audio, and screen-sharing experience across Windows, Mac, iOS, Android, Blackberry, Zoom Rooms, and H.323/SIP room systems. A distinctive feature of the service is background replacement without a green screen.Zoom Meetings & Chat pricing starts at $14.99 per month, per user. There is a free version. Zoom Meetings & Chat does not offer a free trial.
  5. Cisco Webex Meetings
    The application is designed for businesses of all sizes, this video conferencing platform allows employees to collaborate with team members by sharing files, documents, and screen. The teams can work with anyone from a browser, a mobile device, or a video system. Webex meetings provide high security of conversations from the Cisco Collaboration Cloud.Cisco Webex Meetings pricing starts at $13.50 per month, per user. There are a free version and trial.

Nearly half (46%) of our respondents report that they’re likely to switch to a different video conferencing software platform in the next 12 months. The most common reasons to consider switching are ease of use and cost.

Smart Conferencing

Most services have the same functions with a small difference. Nowadays one of the most demanded technologies in the video conferencing sector is speech-to-text. The machine detects clearer articulate speech pretty well but not a fluent live speech. However, video calls simplify the procedure of consistent lines through different channels and many vendors have announced voice recognition services.

Apart from subtitling that is useful for deaf people or at public places, the business needs to manage the meeting results. Tons and tons of videos are not comfortable to look through if you need to find particular information, someone has to write the minutes of video conference, record agreements and convert them into plans. The video conferencing service still needs people to help to sort a deciphered text but it is easier than to write down everything by yourself.

Microsoft Teams can make people transparent during a presentation that is conducted via video conference. The Team Room presented Intelligent Capture option in August 2019. This technology implies using two cameras: one shows us all pictures (a speaker and board, for example) and an additional one broadcasts the image of a whiteboard where the speaker might draw something. In case if the speaker is in the way of the whiteboard the system will restore the image of the board by using an additional camera.


The fundamentally new technology in video conferencing that understands sign language was presented in GnoSys app. This service recognizes all popular sign languages. A user needs only to place the phone or tablet in front of them during a video call. GnoSys application will translate from the sign language of one user into a life speech for another user. 

The security of private information during the video conference is crucial. Zoom service announced the adoption of a unique ultrasound signature. Special ultrasound code will be integrated into each video call to allow identify the source of the leak in case if the record will appear on the Internet.

Working with any video streaming service can be tricky over a corporate network. While the basic setup is enough to get one session running, be sure to work with your IT department to test what happens when multiple streams are open. You’re looking for artifacts or excessive buffering that disrupts the stream which can happen if the video stresses the bandwidth limits of your network or your internet connection. Also, if you have remote users that connect to the internet by using a virtual private network (VPN), then be aware that these services often also cause bandwidth problems that can affect video streaming performance. For the times when something goes wrong, you need solid support resources.

Need help to implement video conferencing into your company internal processes?

Ksenija Kolomiiets Expert & Evangelist in business optimization tools like fintech, logistics, on-demand services apps who will help you to understand the core ideas of the outlined themes by my articles. I also have great expertise in social media and education platforms so let me know "in comments" if you want me to describe a theme you're interested in.

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