The Best Video Conferencing Equipment in

Having the best video conferencing equipment can make all the difference when it comes to communicating with your team. Written by

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The best video conference system is the Poly Studio X70, providing a robust set of advanced features, compatibility with major video conferencing apps, and dual 4K camera array for crystal clear meetings. Rest assured, though, it’s not the only option out there.

Effective communication within your team, wherever they are working from, is vital to the success of your company. Video conferencing has become the go-to means by which to do so in the business world. That’s never been truer than today, when remote work is now commonplace for many businesses.

Video and conference call software can help facilitate this communication, but for those employees who are still working in your physical office location, communicating with those who aren’t, finding the best video conferencing equipment is just as important for keeping your team connected, loud and clear. It’ll be like they’re all in the room after all.

Top 10 Video Conferencing Equipment

We’ve done extensive research and found the best devices on the market for video conferencing. Take a look at the pros, cons and prices of all the best video conferencing equipment below. Or, save time and use our handy quotes tool to find the best prices on communication setups for your specific business needs.

These are the 10 best video conference systems:

1. Poly Studio X70 – Best overall video conferencing equipment
2. Cisco Webex Desk Pro – Best for Cisco Webex users
3. Avaya RC100 – Best for ease of use
4. Lifesize Icon 700 – Best for Lifesize users
5. Logitech MeetUp – Best value video conference system
6. Poly Studio P15 – Best for low budget businesses
7. AVer CAM550 – Best for gesture control features
8. Logitech BCC950 – Best for individuals and small teams
9. Neat Bar – Best for easy setup
10. PTZOptics 4K Move – Best for customizability

Stay connected with your team, wherever they are

Whether you need an advanced system or just streamlined software, get accurate price quotes tailored for your business.

In This Guide:

• Best Video Conferencing Equipment Reviews
• What to Know Before Buying Video Conferencing Equipment
• About Our Research
• Other Video Conferencing Equipment You Might Need
• Verdict: What Is the Best Video Conference System?
• Frequently Asked Questions

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Name Price Best for Max field of view Built-in apps Display 4K video

1. Poly Studio X70 – Best overall video conferencing equipment

Pros

• Built-in operability with popular video conferencing software
• Dual 4K cameras including wide angle lens
• AI-powered smart camera features

Cons

• Very expensive

The Poly Studio X70 is equipped with dual 4K lens, a 70-degree narrow lens and a 120-degree wide angle lens, so you can get the whole conference room in the picture if need be. You’ll also get two-way stereo speakers and advanced bass ports, making the sound quality as good as it gets. On top of that, you’ll get a wide range of helpful features, including:

• Built-in apps like Zoom, Google Meet, and Microsoft Teams.
• Real-time people and group framing 
• NoiseBlockAI to cancels background noise
• Poly Lens, a troubleshooting platform to help your IT team address problems

The Poly Studio X70, as you can likely guess from the price, a heavy-duty solution for businesses that really want to take their video conferencing functionality to the next level. If the price is a bit too much, though, there are plenty of more affordable options on this list.

Price: $6,196

The Poly Studio X70 with TC10 Controller Kit. Source: Poly Studio

Expert Tip

If your team is in any way hybrid at this point, your video conferencing equipment is going to have a noticeable impact on everything from productivity to company culture – so choosing the right gear is extremely important.

Conor Cawley Tech.co's video conferencing expert

2. Cisco Desk Pro – Best for Cisco Webex Users

Pros

• Hardware and software compatibly with Webex service
• Unique individual-to-individual collaboration tools
• USB-C input for easy charging on all devices

Cons

• Quite expensive
• Not a room solution – more for individuals

Cisco Desk Pro comes with a 4K 27-inch screen and mounted cameras for easy communication. It is specifically built as an all-in-one desktop collaboration hub with video and audio, which could even replace your current setup, particularly if your office is already set up with Cisco Webex as your solution. Take advantage of features like:

• Included stylus for whiteboarding
• Wide angle lens for big meetings
• USB-C ports to connect to all your devices
• AI-powered meeting features 

As far as individual video conferencing equipment goes, the Cisco Desk Pro takes the cake. You can’t beat the ease with which meetings and collaboration take place on this device– but again, the price is going to be indicative of these amazing features (particularly for individuals). That said, if you’re looking for seamless communication between individual team members, you can’t go wrong.

Check out our Cisco Webex vs Zoom guide for more information

Price: $5,495

The Cisco Desk Pro. Source: Cisco

3. Avaya RC100 – Best for ease of use

Pros

• Simple sharing with dual screen capabilities
• Crystal clear picture and impressive audio
• Easy-to-use interface for any meeting participant

Cons

• Complicated setup beyond camera and codec mounting

The RC100 provides a solid, flexible camera for your business that can connect to multiple video conferencing app, as well as a wide range of ports, in case your business needs a bit of flexibility when it comes to hardware.

• p60 resolution
• Supports ceiling mounting
• Compatibility with Microsoft Teams, Google Meet, and Cisco Webex

The Avaya RC100 is perfect for big companies with multiple teams that need to collaborate thoroughly on a wide range of projects. The flexible camera can be used with both USB and HDMI ports, which can be helpful for businesses with a wide range of different hardware to plug in to. On top of that, it comes with an Ultra HD 60fps camera, equipped with 24x Full HD Zoom, one of the best zoom numbers across our research.

Price: $5,262

The Avaya RC100. Source: Avaya

4. Lifesize 4K Icon 700 – Best for Lifesize Users

Pros

• Hardware and software compatibility with Lifesize Cloud
• Lots of options with 4K compatibility
• 20x zoom capabilities

Cons

• Fairly expensive – there are cheaper conferencing options out there

The Icon 700 comes with a Lifesize HD, which makes every meeting room – large or small – into a collaboration hub. You’ll also enjoy 4K video quality, ultra high definition content sharing, and a powerful zoom function. Other features include:

• Noise reduction, powered by Opus audio
• Dual display support for easy sharing
• Simple touch controls with Lifesize HD
• Clear and simple zooming capabilities

Lifesize video conferencing equipment is also going to run you a pretty penny, but it’s more than worth it if your budget can take the hit. These cameras are easy to set up and come with Lifesize’s popular video conferencing software. You can’t really go wrong, but you can read our full Lifesize review to learn more.

It’s also worth noting that Lifesize was acquired by Enghouse Video in , but the company still offers the Lifesize Icon series on its website, so these devices are still available for top tier video conferencing at your business.

Price: $6,999

The Lifesize Icon 700. Source: Enghouse Video

5. Logitech MeetUp – Best value video conference system

Pros

• Wide angle camera perfect for small rooms
• 4K resolution and 5x zoom capabilities
• Vast interoperability across multiple softwares

Cons

• Limited collaboration features

The Logitech MeetUp is a compact all-in-one camera that’s perfect for small rooms and huddle meetings, as everyone can easily get in the frame thanks to the wide-angle lens. You’ll also enjoy 4K resolution and 5x zoom capabilities, so you won’t miss anything in the meeting. Other features include:

• Automatic framing 
• Works with Google Workspace, Microsoft 365, and Zoom
• Interoperability with BlueJeans, Lifesize Cloud, and Zoom
• Free remote app for teamwide access

The price of the MeetUp makes it perhaps the best value on the list. At only $700, you’re getting a fully operational, wide-angle video conference system that can handle virtually any meeting situation for your business. The TV mount does cost a bit extra, but that still keeps it well below the standard price of this kind of equipment.

Yes, the limited collaboration options can be a turn-off if you’re looking to utilize visual aids in presentations. Still, if you’re looking for a wide angled camera with enough features at a lower price, it’s a great option.

Price: $699.98

The Logitech Meetup. Source: Logitech

6. Poly Studio P15 – Best for Low Budget Businesses

Pros

• Integrates with Zoom and Microsoft Teams
• Active speaker tracking
• Fast and easy setup

Cons

• Not great for meeting rooms
• USB only solution

The Poly Studio P15 is equipped with a single 4K lens for clear video and acoustic suspension with a passive radiator for high quality sound. Plus, the advanced multi-microphone system makes sure that your colleague doesn’t miss out on what you’re saying during meetings. Other features include:

• Automatic camera framing
• Simple USB setup for ease of use
• Certified for Zoom and Microsoft Teams
• Smaller design can fit on most laptops

Arguably the most important aspect of the Poly Studio P15, at least in the context of this list, is the price. At under $300, the P15 is the most affordable option on the list, making it a clear choice for businesses on a tight budget. Still, it’s worth noting that it’s considered more of a personal video conferencing solution that an option for your conference or meeting room, so make sure to consider that when making your decision.

Price: $229.99

The Poly Studio P15. Source: Amazon

7. AVer CAM550 – Best for gesture control features

Pros

• 12x zoom on 4K lens
• Advanced gesture control during meetings
• Great value for the money

Cons

• Limited field of vision on wide angle lens
• License upgrade required for global communication

The AVer CAM550 offers competitive features, like dual 4K lenses and AI tracking, all while still undercutting many solutions on price. The device also has some of the best gesture controls available, allowing users to easily perform actions like turning off tracking or zooming quickly without having to push any buttons. Suffice to say, you can get a lot of bang for your buck with this option. Features include:

• 12x total zoom camera with quick auto focus
• 95 ° FOV on the wide angle lens
• Excellent gesture control features
• Smart gallery view 

The AVer CAM550 is an excellent solution for medium-sized conference rooms, as it provides options for multiple speakers and individual breakouts. The wide-angle lens is a bit smaller than others, though, which is why larger conference rooms might need a more robust solution.

Price: $1,499

The AVer CAM550. Source: AVer

8. Logitech BCC950 – Best for individuals and small teams

Pros

• Incredibly low price
• Integrates with Zoom and Webex
• Eye-level communication

Cons

• Terrible for large rooms
• Limited features

The Logitech BCC950 is an individual/small-room setup that’s definitely one of the most affordable video conferencing solutions available today at only $250. It offers easy plug and play functionality with both Mac and Windows, and the odd design actually makes for great communication at eye level during meetings. Other features include:

• Integrates with Webex, Zoom, and others
• 8-foot microphone range
• Full duplex speakerphone and HD video
• Compact footprint

Simply put, you are not going to find a more affordable video conferencing solution that works well. Yes, you’re missing out on a few fun features and the device absolutely must be limited to small rooms with meetings of no more than four people. But for that price, you should count yourself lucky.

Price: $249

The Logitech Conference Cam BCC950. Source: Logitech

9. Neat Bar – Best for easy setup

Pros

• Compatible with Zoom and Microsoft Teams
• Easy to set up with simple mounts and helpful guides
• Comes with handy Neat Pad

Cons

• Hard to swap between Zoom and Teams
• Customer service not very responsive

Neat offers a wide range of tools for video conferencing, but our favorite is the Neat Bar, as it provides a reasonable entry point for purchase. You’ll enjoy 12 MP camera quality, 4x zoom capabilities, and a five-mic array. Plus, with the included Neat Pad, you can utilize the touch screen to keep your meetings on track. Other features include:

• 120° FOV wide angle camera
• Light, orientation, and air quality sensors built in
• Double screen support
• Automatic people framing tech

Neat has been a popular option for video conferencing hardware, particularly with its Neat Board option, which costs almost twice as much as the Neat Bar. All in all, you can’t go wrong with this brand, but the Neat Bar is a great place to start without completely breaking the bank.

 Price: $2,490

Neat Bar with Neat Pad. Source: Neat

10. PTZOptics Move 4K – Best for customizability

Pros

• Incredibly customizable, with open source camera control
• 3D noise cancellation technology
• Easy streaming to Facebook and YouTube

Cons

• Complicated for inexperienced users

The PTZOptics Move 4K offers high quality video and audio, along with excellent AI-powered tracking capabilities to make your meeting that much more engaging. It’s so impressive, in fact, that it can lock onto a particular speaker from as far as 300 feet away, even when others are in the frame. Features include:

• Compatible with nearly all video conferencing software
• Seamless live streaming to Facebook and YouTube built in
• 5-year limited parts and labor warranty
• 3D noise cancelling

PTZOptics is certainly a unique option for video conferencing equipment, but if you have the expertise to take advantage of all the customizability, you could seriously improve the quality of your meetings. However, if you’re not an expert on this kind of equipment, it might be better to try out some of the more comprehensive options above.

Price: $1,999

The PTZOptics 4K Move. Source: PTZOptics

What to Know Before Buying Video Conferencing Equipment

If you want to make sure your team is equipped with all the communication tools they need to be productive, you’ll also want to know what you should be looking for when it comes to video conferencing equipment. Here are some of the factors you should consider when purchasing these devices for your business.

• Price – The price varies dramatically depending on your needs, so you’ll want to consider your budget before getting too attached to one particular solution.
• Room size – From individual tools to full-on conference room solutions, you have to make sure you know how big of a room you’re trying to equip with video conferencing functionality before you buy.
• Compatibility – If your team uses a particular video conferencing software to stay in touch, make sure your video conferencing equipment is compatible with it before making a decision.
• Audio/video quality – Whether your team requires high quality video for meetings or if someone just has trouble hearing your meetings, check on audio and video quality before you commit.
• Specific functionality – You know what you need for your business’ communication needs, so check to see if features like noise cancelling, automatic framing, and other advanced features are available if you need them.

If you’re still on the fence about what video conferencing company to choose, get a personalized price quote to see how video conferencing will impact your bottom line.

Nailing down the night technology only represents half of the problem though. Read our tried and tested tips for managing remote employees for advice on how to get remote or hybrid working right.

The company is the world’s best Video Conferencing Equipment Prices supplier. We are your one-stop shop for all needs. Our staff are highly-specialized and will help you find the product you need.

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Other Video Conferencing Equipment You Might Need

The above video conferencing equipment systems can typically handle everything you need to host a good meeting. They offer complete solutions, equipped with high powered speakers, top quality microphones, and excellent cameras to ensure each meeting is as clear as possible. Some of them even include smart displays to go along with them, making it even easier to host and conduct meetings.

However, if your solution needs a bit of extra power, there are plenty of other video conferencing equipment options that can level up your experience. Here are some types of video conferencing equipment you might need to bring your system up to snuff.

Microphones

If you’ve ever been in a virtual meeting, you know that audio quality is imperative for it to be successful. After all, if you can’t hear what people are saying, you might as well have not logged on. In that vein, a dedicated microphone for your video conferencing setup can prioritize audio quality so no one misses a thing.

As for what kind of microphone you go with, that’s up to you. Some companies like Poly Studio have expansion microphones that are for larger rooms, expanding the range and quality of a meeting room setup. Conversely, individuals might be better suited to a full-on microphone, like the JLab Talk USB Microphone, which offers a more individualized experience, while still providing group features if necessary.

Keep in mind, virtually all video conferencing systems have some kind of microphone built in, so you don’t need to buy one separately. However, if audio quality is important to you, this additional piece of equipment can make a big difference for individuals and groups alike.

Headsets

If you really want to make sure audio quality is at the forefront of your meeting experience, microphones just aren’t going to cut it. Particularly for individual meetings, something a bit more hands-free can help you stay focused on the meeting at hand while providing coworkers with the clearest voice possible.

The price range of headsets can vary dramatically, depending on if you’re looking for the basic wired setup that you’ve seen in call centers to the full-on over-ear Bluetooth headphones that are a bit more versatile. In fact, Cisco, one of the brands mentioned above, has its own option, the Cisco Headset 730 with plenty of features and high-quality audio for your listening pleasure.

Again, definitely worth mentioning that a headset is far from required for your average meeting. Even more important to note, your average pair of headphones or earbuds will do the job quite admirably, as long as you have a solid pair. All that to say, only invest in a headset if you really need.

Smart displays

You know, an improved meeting experience is just about audio quality. In fact, the visual component of a meeting can go a long way in adding to your next meeting, which is where a smart display can come in handy.

Yes, some options above come with a smart display, but in most cases, you’ll have to purchase one to go along with your video conferencing setup. The Cisco Desk Pro, for example, has a built-in smart display, while the Neat Bar comes with the Neat Pad included with some packages.

If you aren’t sharing your screen on a regular basis in meetings, though, there is no need to buy a smart display. These devices are quite expensive and are only necessary if your meetings require a visual element like a PowerPoint or a shared database. All that to say, if you’re just chitchatting with teammates, you can safely leave the smart display on the cutting room floor.

About Our Research

These video conferencing equipment recommendations for your business didn’t just fall out of the sky, you know. In fact, our research team spent hours combing over feature catalogs and pricing plans to get you the most pertinent information about these tools, so you can make the right decision. Here’s some of the criteria we looked at for our decision:

• Features – Some video conferencing solutions are more functionality than others, which is why we evaluated the features available for all of them in our decision.
• Third-party integrations – Compatibility with services like Zoom and Google Meet are vital, and the availability of these integrations weighed heavily in our research.
• Overall cost – There’s no denying that price plays are role in all business purchasing decision, so we made note of which ones were a good value to help you decide.
• Ease of set up – Setting up technology can substantially hamper effective communication if it’s not done right, which is why we took into consideration the ease of set up for all video conferencing equipment.

If you’re interested in learning more about how we analyze and evaluate video conferencing equipment and other business tools, check out our research guide to see how the recommendations get made.

Verdict: What Is the Best Video Conferencing Equipment?

The Poly Studio X70 is the best video conference system available, thanks to all the features, compatibility, and top quality video provided by the device. If you need something a bit more affordable, though, the Logitech MeetUp is an excellent value choice, and the Neat Bar will fit well with teams that need easy set up.

If you’re looking to get started with the best video conferencing equipment for your business, we’re here to help. Check out our in-depth quotes tool so you can find out how much this kind of technology will cost, depending on your particular needs.

Frequently Asked Questions

It’s pretty simple! In the same way you would set up an audio conference, just create a meeting in your video conference software, turn on your video conferencing equipment (after making sure it’s connected), invite attendees with a number, link, or PIN code, and you’ll be all set to stay in touch with your team. Make sure to follow video meeting best practices too, so you can have a productive experience.

Yes, but it can be quite limited, particularly for businesses looking to scale in the future. Free services like Google Meet and Zoom offer questionable video quality and very few features, making it hard to host larger meetings or enjoy advanced features like annotating and presentation mode.

Once you’re set up with the best video conferencing equipment, you’re going to need video conferencing software to go along with it. This will give you access to a platform that will allow you to set up calls, host meetings, and take advantage of a wide range of other features designed to make professional communicating easy.

That’s the best part about web and video conferencing: no international fees. As long as you’re calling someone at the right time of day (don’t forget time zones), you’ll be able to communicate with anyone around the world with video conferencing software.

As long as you don’t have your password on a sticky note within the frame of your video call, your video conferencing should be quite secure. The top brands will thoroughly encrypt sessions, preventing anyone from jumping into a call they weren’t invited to.

Security measures do vary by brand though, so make sure to look into it if privacy is a primary concern for your business.

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Written by:

Conor is the Lead Writer for Tech.co. For the last six years, he’s covered everything from tech news and product reviews to digital marketing trends and business tech innovations. He's written guest posts for the likes of Forbes, Chase, WeWork, and many others, covering tech trends, business resources, and everything in between. He's also participated in events for SXSW, Tech in Motion, and General Assembly, to name a few. He also cannot pronounce the word "colloquially" correctly. You can Conor at .

In today’s fast-paced, globally connected world, video conferencing has become essential for businesses and individuals. As remote work and virtual collaboration continue to grow in popularity, it’s more important than ever to choose the right video conferencing solution to meet your needs and budget. But with a vast array of options available, how can you ensure that you’re making the right choice? In this video conferencing buying guide, we’ll explore the different types of video conferencing solutions, essential equipment, and factors to consider when choosing a platform. We’ll also compare popular services like Kumospace, Zoom, Microsoft Teams, Google Meet, and Webex to help you find the best fit for your organization.

Key takeaways

• Understand video conferencing solutions and essential equipment to make an informed decision.
• Invest in high-quality cameras, audio equipment, and displays for a successful experience.
• Consider scalability, integration with existing tools, and security measures when selecting a platform. Follow room setup tips & etiquette best practices for optimal experience.

Understanding video conferencing solutions

Video conferencing solutions vary in terms of deployment, features, and costs. Understanding the differences between cloud-based, on-premise, and hybrid solutions can help you make a knowledgeable choice. While cloud-based solutions offer flexibility and easy access, on-premise solutions provide greater control and security.

On the other hand, hybrid video conferencing combines both benefits to offer a balance between flexibility and control. Assisting you in navigating the video conferencing landscape, we shall examine each type of solution more closely.

For remote or hybrid offices, business leaders and team managers must ensure clear and focused communications. Encouraging customization allows workers to express their creativity, building stronger team links.

Cloud-based video conferencing

Cloud-based video conferencing offers flexibility, easy access, and lower upfront costs. Hosted and accessed through the cloud, cloud-based solutions provide a simple setup process, with no software downloads required, and can be accessed instantly through web browsers. This allows users to conveniently communicate with colleagues and clients from any location. However, the primary potential drawbacks of utilizing a soft codec solution include being obligated to an ongoing subscription, lack of control over the system, and inability to run a private system on an internal network.

The functionality of cloud-based video conferencing lets users conduct virtual meetings, presentations, and collaborations without the need for physical infrastructure or dedicated hardware. Accessing the platform is simple, as users can do so through their web browsers without the need for software downloads or complex setups. This provides anytime, anywhere accessibility, making it ideal for remote work, distance learning, and online collaborations. It also cuts travel costs, conserves time, and increases productivity and engagement. The video conferencing capabilities of such a solution should be considered when choosing a video conferencing solution, as the recurring subscription fees for cloud-based video conferencing might differ based on the provider.

On-premise video conferencing

On-premise video conferencing offers several advantages, including:

• Infrastructure ownership
• Enhanced security
• Greater control and customization
• Reliable performance
• Potential cost savings in the long run

However, it may necessitate a greater initial investment and maintenance efforts.

However, the drawbacks of on-premise video conferencing include initial investment, scalability, security, maintenance costs, and lack of flexibility. On-premise video conferencing systems offer high control, flexibility, scalability, and security. These systems are managed internally, providing the necessary support and expertise. Furthermore, they provide powerful hardware components such as HD cameras, audio systems, and peripherals. Moreover, sensitive information is stored within the company’s network, giving IT more control over security.

When contemplating an on-premise solution, it’s beneficial to compare the potential advantages against the drawbacks and costs of this kind of system.

Hybrid video conferencing

Hybrid video conferencing combines the features of both cloud-based and on-premise solutions, allowing organizations to leverage the benefits of both. This integration facilitates seamless communication and collaboration between on-premise and cloud users, optimizing resources and providing a scalable and flexible conferencing solution while also allowing organizations to retain their existing on-premise deployment and increase their ROI.

Essential video conferencing equipment

Investing in vital equipment for video conferencing is key to securing a high-quality experience. Here are some critical considerations for each type of equipment:

1. Cameras and webcams: Look for high resolution and wide field of view for clear video quality.
2. Audio equipment: Invest in microphones, speakers, and headsets that provide clear sound and noise reduction for effective communication.
3. Displays and monitors: Ensure they are appropriately sized and positioned for optimal visibility and collaboration during video conferences.

We shall examine each of these vital components more closely.

Cameras and webcams

Cameras and webcams are essential for providing clear video quality during video conferences. When selecting cameras and webcams, one should consider:

• Resolution: High-resolution cameras and webcams ensure that participants can clearly see each other.
• Field of view: A wide field of view allows for capturing more participants in the frame.
• Platform compatibility: Ensures that the chosen camera or webcam will work seamlessly with your chosen video conferencing platform.

Beyond considering these factors, selecting a camera or webcam that fits your specific video conferencing requirements is also necessary. For instance, a built-in camera in a laptop might be sufficient for one-on-one video calls, but for larger group meetings or conferences, a dedicated video conferencing camera with a wider field of view and higher resolution may be necessary. Investment in suitable video conferencing cameras is key for ensuring clear and effective communication during video conferences.

Audio equipment

Clear audio is key to effective communication during video conferences, making audio and video devices like:

• Microphones: should pick up the speaker’s voice clearly and effectively
• Speakers: should provide clear audio playback for all participants
• Headsets: can be especially useful for individuals in noisy environments, as they can help eliminate background noise and ensure clear audio input and output

When choosing audio equipment, it’s essential to consider the specific needs of your video conferencing setup. A simple yet reliable microphone and speaker setup may be sufficient for a small meeting room or home office. However, investing in more advanced audio equipment, such as beamforming microphone arrays or noise reduction technologies, might be necessary for larger conference rooms or more complex setups to ensure optimal audio quality during video conferences.

Displays and monitors

Displays and monitors play a key role in video conferencing, enabling participants to view each other and any shared content distinctly. When choosing a display or monitor for video conferencing, it’s important to consider factors such as size, position, and any additional features that can facilitate collaboration, such as touch displays or digital whiteboards.

Ensuring the chosen display or monitor is appropriately sized and positioned for optimal visibility and collaboration during video conferences can boost the overall video conferencing experience.

Factors to consider when choosing a video conferencing platform

Factors like scalability, integration with existing tools, and security measures to shield sensitive information should be considered when selecting a video conferencing platform. By taking these factors into account, you can ensure that your chosen platform can grow with your business and adapt to changing needs while also maintaining compliance with industry standards and regulations.

We shall further examine each of these factors.

Scalability and flexibility

Scalability and flexibility are essential when choosing a video conferencing platform, as they ensure that the platform can grow with your business and adapt to changing needs. Scalable video conferencing solutions can easily incorporate new users and bridge multiple platforms or devices, providing an uninterrupted experience without compromising the video and audio quality. Flexibility, on the other hand, allows users to connect to meetings from a range of devices, providing convenience and access.

When assessing a video conferencing platform’s scalability and flexibility, the following aspects should be considered:

• Simplicity
• Reliability
• Security
• Collaboration features
• Integration capabilities
• Compatibility
• Customization options
• Support and training
• Cost-effectiveness

By choosing a platform that offers both scalability and flexibility, you can ensure that your video conferencing solution will be able to adapt and grow with your organization’s needs.

Integration and compatibility

Integration and compatibility with other software and devices are key factors when choosing a video conferencing platform. Integrating with other software solutions can facilitate organizational communication and collaboration, allowing for more efficient workflows and seamless information sharing. Compatibility with a range of devices ensures that all participants can easily connect to video conferences, regardless of their device.

Several video conferencing platforms integrate with popular productivity tools like Slack making it even more convenient for users to collaborate and share information during video conferences. When selecting a video conferencing platform, it’s essential to consider its integration and compatibility capabilities to ensure a smooth, seamless experience for all participants.

Security and privacy

Security and privacy are key factors to consider when choosing a video conferencing platform, as they aid in protecting sensitive information and maintaining compliance with industry standards and regulations. Video conferencing platforms should offer security features such as encryption, authentication, and access control to ensure the privacy and security of your data.

By choosing a video conferencing platform with robust security and privacy features, you can ensure that your organization’s sensitive information is protected and that you remain compliant with industry standards and regulations.

Popular video conferencing services comparison

Comparing popular video conferencing services such as Kumospace, Zoom, Microsoft Teams, Google Meet, and Webex can help you determine the best fit for your organization’s needs and budget. Each platform offers unique features and capabilities that cater to different requirements, so it's essential to carefully consider the pros and cons of each service before making a decision.

We examine these popular video conferencing services, and their offerings more closely.

Kumospace

Kumospace offers a unique, immersive video conferencing experience with customizable virtual spaces. Its distinctive features include:

• Presenting: Allows users to share their screen and present content to others in the virtual space.
• Pop-Outs: Enables users to have private conversations with specific individuals while still in the virtual space.
• Gallery View: Displays all participants in a grid format, making it easy to see everyone simultaneously.
• Spatial Audio: Enhances virtual interactions by providing a more natural feel, as voices sound like they are coming from different directions.

In addition to these features, Kumospace provides a richly illustrated virtual work environment and unique remote team-building features, setting it apart from other video conferencing platforms.

Kumospace offers various pricing plans to accommodate different needs and budgets. Here are the available plans:

1. Free plan: Allows up to 10 registered users.
2. Business plan: $16/month per user.
3. Enterprise plan: Custom pricing for larger organizations.
4. Packages for larger events start at $1,000.

Kumospace’s immersive video conferencing experience and flexible pricing make it an interesting option for your organization.

Zoom

Zoom is a widely used platform known for its ease of use, extensive features, and integration capabilities. Users can easily join and host video conferences, schedule meetings, and share their screens for presentations. Zoom offers features such as breakout rooms, improved whiteboards, live transcription, and spotlighting people, among others, making it a versatile solution for businesses of all sizes.
One of Zoom's main advantages is its seamless integration with other tools and services, making it ideal for organizations that rely on various productivity and communication tools. With its simple user interface and robust feature set, Zoom has become a popular choice for video conferencing across various industries.

Microsoft Teams

Microsoft Teams provides a comprehensive collaboration solution, integrating video conferencing with other Microsoft 365 tools. This integration allows users to easily access their files, collaborate on documents, and schedule meetings all within a single platform. Microsoft Teams also offers unique features for video conferencing, such as breakout rooms, improved whiteboard, live transcription, and spotlighting people, making it a powerful tool for businesses that rely on Microsoft 365.

In addition to its robust feature set and seamless integration with other Microsoft tools, Microsoft Teams also provides a secure and compliant video conferencing solution. With features such as:

• Encryption
• Information protection
• Data and privacy safeguards
• End-to-end encryption for calls

Microsoft Teams protects your organization’s sensitive information during video conferences.

Google Meet

Google Meet offers seamless integration with Google Workspace, allowing users to easily schedule and join video conferences directly from their Google Calendar and Gmail. As a browser-based solution, Google Meet provides a user-friendly experience that requires no software downloads, making it easy for participants to join meetings with just a few clicks.

Google Meet also offers various features to enhance the video conferencing experience, such as live captions, breakout rooms, and a hand-raising feature for participants. Its integration with other Google Workspace tools, such as Google Drive and Google Slides, makes it an ideal choice for organizations that rely heavily on Google’s suite of productivity tools.

Webex

Webex, backed by Cisco, is a mature and reliable video conferencing solution suitable for businesses of all sizes. With a comprehensive suite of features, including HD video, screen sharing, and advanced meeting controls, Webex provides a powerful platform for hosting virtual meetings and events. Webex also offers strong security features, such as end-to-end encryption and password-protected meetings, ensuring your organization’s sensitive information is protected.

In addition to its robust feature set and strong security measures, Webex offers integration with various productivity tools and services, including:

• Microsoft Office 365
• Google Workspace
• Salesforce
• Slack
• Dropbox

These integrations make it easy for users to collaborate and share information during video conferences. With its reliable performance and extensive capabilities, Webex is a popular choice for organizations looking for a comprehensive video conferencing solution.

Tips for optimizing your video conferencing experience

Optimizing your video conferencing experience includes proper room setup, ample connectivity, and adherence to etiquette and best practices. Considering these factors, you can ensure a smooth and productive video conferencing experience for all participants.

We shall further examine some tips for improving video conferences and video meetings using a conferencing system and its accompanying software.

Room setup and acoustics

Room setup and acoustics ensure clear communication and minimize distractions during video conferences. A well-configured space should include an appropriate layout, interactive features, and sound-absorbing decorations, such as rugs, wall art, fabric blinds or curtains, soft furniture, and plants, to help reduce noise and improve audio quality.

Additionally, the placement of speakers and microphones should be carefully considered to ensure clear audio transmission during video conferences. For instance, placing microphones and speakers on the tables where participants are seated, or installing a sound bar under the video display screen, can help optimize audio quality and reduce echo or reverberation.

Connectivity and bandwidth

Connectivity and bandwidth requirements should be considered to prevent lag and dropped calls, thus ensuring a smooth video conferencing experience. Insufficient bandwidth can lead to pixelated or blurry video, choppy audio, and communication lags, while greater bandwidth allows for higher-resolution video and an improved overall experience.

To determine the necessary bandwidth for a video call, consider the resolution, frame rate, and video codec in use. Multiplying these requirements can provide an estimate of the bandwidth required. For example, a 720p video call at 30fps using the H.264 codec may require approximately 1-2 Mbps download bandwidth and 0.75-1.4 Mbps upload bandwidth.

Ensuring that your network can support the necessary bandwidth for video conferencing will help guarantee a smooth and enjoyable experience for all participants.

Etiquette and best practices

Summary

Frequently asked questions

Size and the number of participants are key factors in selecting a video conferencing system. The system must provide adequate coverage so that all participants can be seen and heard without compromising meeting quality.

To use video conferencing, one needs reliable high-speed internet, a webcam, microphone, speakers, and compatible video conferencing software.

Cloud-based video conferencing is hosted and accessed through the cloud for greater flexibility and easy access, whereas on-premise solutions are hosted within an organization's network for greater control and security.

For a high-quality video conferencing experience, essential equipment includes cameras, audio equipment such as microphones, speakers and headsets, and displays or monitors.

Ensure the scalability and flexibility of your chosen video conferencing platform by evaluating features such as simplicity, reliability, security, collaboration options, integration capabilities, compatibility, customization options, support and training, and cost-effectiveness.

Transform the way your team works from anywhere.

A virtual office in Kumospace lets teams thrive together by doing their best work no matter where they are geographically.

Want more information on simultaneous interpretation? Feel free to contact us.