How to set up video conferencing for small businesses

Office video conferencing has become increasingly popular for small businesses. First, it provides an effective way to connect with clients without the need to incur travel costs. Secondly, it can help with team communication in an era where remote work is becoming the new norm.

Fortunately, it doesn’t take a lot of time, money or resources to create an ideal video conferencing setup for small businesses. This guide will provide detailed information about how to set up video conferencing for your small business.

How to set up video conferencing

Right equipment

Nearly all computers, laptops and mobile devices can handle video conferencing. However, not all devices offer the same quality. If you’re simply using video conferencing as a way to connect with remote workers and boost workplace collaboration, budget conferencing tools, such as the standard camera in your laptop, computer or mobile device will likely be enough.

If, on the other hand, you're planning to use video conferencing technology to meet with clients or host presentations, it’s best to upgrade to a high-quality webcam. A newer webcam specifically designed for video conferencing provides a clear, more professional view.

You will also need a quality microphone. While the microphone on your devices may be sufficient, you can also try using a USB microphone for better sound quality. Using headphones is another great option. Not only can headphones help you hear better, but by blocking out some of the background noise, they can allow your voice to come through clearer.

Ideal backdrop

For best results, try to find a quiet setting with no distractions. Ideally, a room where you can shut the door is best. If possible, set your camera up so it’s facing a blank wall. Having a background that is too busy or cluttered can be very distracting to other people on the conference call and be viewed as unprofessional.

One thing many people forget when setting up a space for cloud video conferencing is lighting. Without adequate lighting, your video feed can look dark and dingy no matter how good your webcam is. Try using various lighting options and placements until you obtain the desired look in your camera.

Quality platform

In addition to the right equipment and lighting, you will need to invest in a high-quality video calling platform. There are several features to consider when searching for the best video conferencing for small business platform, including:

  • Easy-to-use interface: It’s important to have a user-friendly online conference platform that is easy enough for all team members to use despite their digital skill level
  • HD video quality: If you plan to video conference with clients, it’s crucial to invest in a platform with HD video function to provide professional quality
  • Screen sharing: Whether conferencing with clients or employees, there are many times when you or another member of the conference may need to share data from your screen
  • Cross-device functionality: To avoid the need to purchase new equipment for every staff member or risk having compatibility issues with clients, always use a platform that works with multiple devices, such as desktops, laptops, tablets and smartphones
  • Recording function: Having the ability to record video conferencing sessions is a must for all small businesses

Now that you’ve read these tips for how to set up video conferencing for your small business, it’s time to find the right video calling platform. Contact 8x8 to learn more about our professional-quality video conferencing platform and added features.