Video Conferencing System Demystified

Video conferencing system demystified

Deciding on video conferencing devices, brands and deployment is a hectic task for firms and your IT teams. This article is used as a first step on the canvas. We have highlighted important touch points to consider for any layman and also an IT person purchasing a video conferencing system for the first time. As a leading online technology supplier in Kenya, we have received many questions from first time and repeat buyers. This blog tries to answer frequently asked questions  as well as address issues IT teams experience when deciding what to choose.

The System defined

Video conferencing is a system that allows the live transmission of images and audio communication between two or more people in different locations.

Components of a good video conferencing solution

  1. High speed internet and VoIP technology to allow data transfer. Poor connections disrupt the network and flow of communication between participants.
  2. Peripherals such as speakers, headphones for audio output and microphones for audio input.
  3. Webcams or video cameras to allow video input cameras mostly PTZ cameras, Video Bars, and accessories. These video conferencing kits make the conference easier, comfortable and effective.
  4. An endpoint like a computer screen, TV monitor or projector to broadcast video output through a HDMI port. If using a TV screen, please note it does not have to be smart. However, a smart screen may run the software without the need for a computer or set-top box.
  5. Video conferencing server to run group video conference. A computer or set-top box or hub is used to complete the connection of the Video Conferencing KITs.
  6. Finally, a software application like Skype, Zoom, Microsoft teams, Zoho, Google Meet etc.

Users shopping high end video conferencing systems benefit from rich features like acoustic echo cancellation software in the video conference device. The software supports real time communication through the device and also avoids the risk of audio delays.

Benefits of video conferencing 

Increase productivity/ Saves time  Your employees communicate with each other easier especially when in diverse locations. Interaction between your team, customers, partners, vendors and suppliers is faster and easier without the need for travel schedules and plans that may delay important decision making. An organization thrives from shorter project lead times and on the spot decision making.

Saves travel costs For most teams traveling is common, video conferencing reduces the need for activities like business vacations, employee training, event planning and on-site studying. This cuts back travel expenses in a big way and hence spreading the resources to other pressing needs in the organization.

Ease of use Most video conferencing today is user friendly. Manufacturers like Logitech, Polycom (Poly) and Cisco are providing plug-and-play devices. Thus participants have an easy time starting, conducting, controlling and closing meetings as well as inviting other participants and scheduling time slots for the meeting. Often, all that is needed is to connect to a laptop or hub and project the meetings through the TV screen.

Efficient meetings Unlike teleconferencing and audio calls, video conferencing systems communicate important non verbal cues that can make or break closing a sale and also help understand the other participants’ feelings and point of views. This builds familiarity among people who would normally form a face-to-face connection.

Collaboration tools A good video conferencing system allows participate to enjoy unified communication by screen sharing, sharing content, files, and presentations and, instant chat. For teams working in joint projects this pro always comes in handy.

Disadvantages of video conferencing

Further to the cost of the system devices, users also incur costs of installation and deployment. Consequently, the entire cost of having a video conferencing system up and running is often high. A good system can set you back between Ksh 150,000 to Ksh 600000 dependent on the size of room. Conferencing for large rooms is more expensive obviously. Nevertheless, most of the costs are one time payment+s and will not be incurred once the system is deployed.

High speed internet is vital for successful deployment and functioning of the video conferencing system. This negates audio latency and allows smooth communication throughout meetings.

Who needs the system

  • Organizations with branches and locations in different parts of the country or world.
  • Organizations with consultants, coaches, customers and suppliers based in distant locations.
  • Companies employing remote staff.
  • Schools deploying distance learning.
  • Event planning companies, etc.

Do you need a video conferencing system in your organization? What type of organization is it?

Talindaxpress is a leading video conferencing system Kenya Supplier. We stock leading manufacturers such as Logitech, Polycom (now Poly), Cisco, Paus, AVer, Konftel, ClearOne, Grandstream, Yealink, Lifesize and more. If you are looking for a good video conferencing systems in Kenya, Uganda, Tanzania, and the larger Eastern African region, look no further.


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