Pros and cons of video conferencing in the workplace.

video conferencing solutions uk

Today, video conferencing has become the global trend for business interactions. Whether you have offices in many cities or are part of the rising remote workforce, video conferencing has helped bring people together. It also plays a major role in adapting to remote working environments.

Video conferencing simplifies collaboration, enables virtual face-to-face contact, helps you save money, and improves efficiency. But, it lacks personal connections, increases technological dependency, has fewer work dynamics, involves high set-up costs, technical difficulties, and more.

There are many benefits of using video conferencing as a central tool for your business. But adopting new technology is sometimes a bit of a pain. And for a workplace to run smoothly, you must adapt and accept both.

Pros of video conferencing in the workplace

  • More productivity - Teammates can gather from distant locations in one virtual room and solve problems while doing other work activities.
  • Working collaboratively -  Video conferencing facilitates collaborations through tools like screen sharing, whiteboard commenting, and remote control, which helps file sharing and correct mistakes when required.
  • Cost optimisation - Video conferencing allows people to meet virtually, which helps you cut capital costs. It also helps in cost optimisation since you no longer need to pay for the extra meeting space or the physical materials to supplement meetings.
  • Higher job retention - Video conferencing saves travel costs, which helps employees have more time to devote to work duties and lower turnover rates.
  • Expands horizons - Video conferencing reduces the geographical barriers which help employers to pick the best candidates from any location without limiting themselves.
  • Unique opportunities - Video conferencing enables companies to cooperate with industries all over the globe. This helps in expanding your business without involving any travelling costs.

Cons of video conferencing in the workplace

  • Connectivity issues - Not all home networks have great bandwidth and speed. Video conferences on such networks might lead to connectivity issues like lagging audio or video and dropped calls.
  • No personal connection - Video conferences can sometimes make you feel impersonal. A lack of personal connections and face-to-face contact may cause employees to struggle to get to know their co-workers, managers or clients and develop personal connections with them.
  • Technical issues - Not everyone is comfortable using video conferencing; it may need training. Thus, this leads to technical issues which absorb time and resources.
  • High initial costs -  Video conferencing saves a lot of organisational expenses, but the initial cost of setting it up might be costly for many companies.
  • Less organisation - Since video conferencing is convenient, employees set it up whenever they want. Such an activity might cause dissatisfaction and make workers less organised.
  • Security - Most meetings involve exchanging confidential information which might also involve a risk to security.
  • More fatigue - When employees are overloaded with work and video communication, they feel irritable, sick, or even exhausted. It results in a negative effect and hampers your team's productivity.

How to overcome the disadvantages of video conferencing?

Despite all benefits, video conferencing has a few limitations as well. But, this ground-breaking technology has the power to minimise those disadvantages with the help of a few best practices given below:

  • You can try different tools and functions like photorealistic avatars, virtual 3D backgrounds, or look professional 24/7 to overcome work fatigue.
  • If you’re tired of scheduling or organising your work, you can sync with your calendar and offer a suitable time for the upcoming meetings. It also helps in working with employees of different hours and time zones.
  • When facing technical issues, you can try other devices like a mobile, laptop, or desktop that works with your internet connection.
  • You can also arrange video meetings inviting all your workers for an online party with fun AR filters and masks. It will create a sense of belonging among employees.
  • You can use available password features for issues like information security and lagging.
  • You can also keep all your sensitive files and data protected with multiparty encryption and keep up with international security certificates.

How to determine if video conferencing is right for your business?

You might know the usage or the advantages and disadvantages of video conferencing. But it is also necessary to determine whether video conferencing is right for your business type or not. People generally get persuaded by the trend or societal pressure. So, it is very important to consider the following questions before investing in a video conferencing tool.

  • Does your business have multiple offices or locations?
  • Do you work with clients out of town or countrywide? In short, does your business cooperate with industries all over the world?
  • Do you or your team members often travel for work?
  • Do you have remote workers on your staff? Or is your business completely remote?
  • Do you or your workers have a lot of collaborative meetings?
  • Do you feel it’s important for your business to be up-to-date on the latest technology?
  • And lastly, can your business afford video conferencing?

However, if you answer ‘yes’ to at least one of these questions, you should consider video conferencing for your business.

The best video conferencing software for the workplace

As the workforce continues to shift to a more flexible, hybrid model, your business must invest in video conferencing software designed to promote collaboration regardless of an employee's time zone or location. Below is an overview of the best video conferencing tools for your business: 

Features/ ToolsGoogle Meet Zoom Bluejeans Microsoft Teams
One-touch joinNoYesYesNo
WhiteboardYes (Mac only)YesNoNo
Large Interactive Meetings(over 50 people)NoYesYesYes
Video Meeting RecordingYesYesYesYes
Webinar Event Support (Over 500 people)YesNoYesYes
Host on local serverYesNoYesYes
Free Trial/ FreemiumFreemiumFreemiumFree TrialFree Triall
Overall Google Rating4 STARS4.2 STARS4.2 STARS3.8 STARS

How to ensure that employees don’t burn out during VC calls 

It is critical that you also understand that not every employee understands modern technology. There is a risk that video conferencing fatigue might make them feel burned out. However, if you feel like your employees are feeling burned out or unable to focus, here are a few things you can do to take care of them:

  • One of the basic things an employer can do is create a sense of belonging with their team members. You can also arrange virtual parties and include a happy hour in meeting schedules.
  • You can add games and polls into video conferences to avoid all work-no-play traditions.
  • Video conferencing every hour can drain employees and contribute to burnout. To avoid this, you can try to reduce call time by setting a clear plan for each call.
  • You should also understand that an employee’s mental health is as important as physical health. Encouraging employees to take rest when they are sick or struggling mentally is important.