Tips for Making Video Conferencing in the Cloud Simpler
One of the biggest advantages to come from increased technology in video conferencing is the fact that it can be done in the cloud. Speaking generally, this kind of conferencing tends to be more fluid and more accessible for business members, allowing greater freedom and opportunities to connect. Despite the simplicity though, it’s important to bear certain things in mind when transitioning over to the cloud. Here’s what you’ll want to remember.
Have the Whole System Updated and Check for Updates Regularly
Cloud video conferencing can save you money. Strategic Business reports that it allows for increased productivity for everyone on the team and as well permitting greater connectivity. However, some of the most common issues revolve around system glitches or problems. Always make sure that your devices are using the latest version of the service. Whether you’re using a service like Blue Jeans cloud video conferencing or another, you should download the latest version. Cloud conferencing does not mean all updates will be automatic.
Have Extra Batteries on Hand if Using a Mobile
One of the anticipated trends of 2015 is that mobile devices will become even more energy efficient and have longer staying power. But if you don’t yet have one of those energy efficient devices, you should expect cloud based video conferencing to take its toll on your battery supply, presuming you’re using mobile devices. Litmus reports that almost half of web interaction is now taking place on mobile devices. Cloud video conferencing works quite well on mobile devices, meaning that you and your employees can connect almost anywhere, even if one of you is on the move. But if you are going to have a meeting that will last longer than 30–45 minutes, then you should have a backup power pack on hand. It’s better to have energy alternates in case your meeting needs to go longer rather than risk your entire device shutting down.
Shut Off Background Apps
Another way to simplify video conferencing is to turn off anything running in the background that is not essential. Even with quality service providers like Blue Jeans, you will find that your system runs better if you shut off anything that is not necessary. Generally, you should not shut off antivirus programs or firewalls. But other programs that are not essential including unessential word documents and Internet browsers should be closed down for full sessions. If you intend to keep the video conferencing running in the background, check in advance for any potential conflicts.
Have a Set of Rules and Expectations
Harvard’s Cyber Law Clinic reports that virtual networking and video conferencing can all build positive communication and interaction, but the perceived lack of structure can also make it somewhat stressful. Make sure everyone knows what is expected of them and how communication is to be handled. If, for instance, you intend video conferencing to help replace emails, you should let your employees know about any guidelines for initiating calls or steps to take before calling. Increased availability is a fantastic resource, but the risk that you run is a lack of boundaries. Be sure that everyone knows when to use the video conferencing option. It may help to talk to your employees about any concerns they may have.
Also if you intend to transition most of your business communication over to video conferencing, you should make sure your employees know what that means in terms of their time. If you intend for set times to be open to video conferencing calls or if they are to be generally available, this should be discussed in advance. Policies for social use and chitchatting should also be made clear.
Allow for Changes in Policies
Incorporating video conferencing into your business for the first time will uncover confusion. Be prepared for your employees to have concerns. The first set of policies and expectations you draft up will be good as a starting base. However, as you continue to work with the platform, take the time for periodic reviews and updates. See if any of your employees are having difficulties or whether they have additional concerns. It may be necessary to make changes to adapt to your actual usage or needs.
Video conferencing in the cloud makes connecting with employees easier than ever. However, even with the best of developments, it’s important to have everything updated. Regularly check for additional updates. You should also have additional power pack or batteries available for meetings if you intend to use mobile devices. To speed up processes and avoid energy drains, you should also shut down all unnecessary apps and programs. To help your employees make the transition, you should also have a clear set of rules and expectations. As your employees get used to this, you should also take the time to find out their thoughts and other potential concerns. By taking care of these matters, you will greatly speed along the adjustment and efficiency of your video conferencing platform’s use.