10 Outstanding Virtual Meeting Service Agencies in Singapore That Offers Video Conferencing Software

How to Select a Web and Video Conferencing Software Provider that Works with In-House and Remote Work Setups

Today’s video conferencing is made possible by modern integrated software that produces rich, high-quality communication experience. Video conferences are virtual meetings made through video conferencing systems installed on devices with inbuilt cameras and microphones, such as mobile devices and laptops. A simple, integrated video conferencing solution with screen sharing capabilities allows your worldwide workforce to be more engaged, productive and connected.

Video conferencing is not only beneficial for people with executive positions – it also aids in closing the gap between management and employees. It could improve any company by completing projects faster, and improving communication between team members. With the advancement of Voice over Internet Protocol (VoIP), which uses the internet's infrastructure to render communications free, video conferencing has become even more important.

Benefits of Video Conferencing

Video conferencing allows businesses to offer these advantages without requiring frequent face-to-face contact. The top benefits of video conferencing and how modern companies are utilising new communication technologies to revolutionise their communications are listed below.

Simplify management and usability

Teams want accessibility to collaboration solutions which enable them to meet via video conferencing, real-time instant messaging, and screen sharing. However, relying on numerous desperate measures could exacerbate matters. Teams could focus on the meetings rather than being overwhelmed with troubleshooting each meeting by implementing a unified virtual meeting solution with a simple user interface which is centrally managed.

Increase value while reducing redundancy

More and more companies are finding that full video conferencing solutions – which include screen sharing, meeting recording, event live streaming, and chat features – offer much better value than their legacy providers. Furthermore, when multiple vendors are used for these types of services (as is often the case), it creates an unduly complex system that end users have to contend with, not to mention the added cost of maintenance and licensing fees from all those different sources.

Rally culture and communication

Flexibility, mobility, and more efficient ways of communication are valued more than mere office spaces in the modern workplace. Putting remote workers together face-to-face with in-office staff could enhance productivity across both ends while lowering travel expenses. Whether your business is comprised of remote workers or is geographically dispersed, video conferencing software has the ability to provide the human connection of face-to-face communication to every engagement.

Allow for a digital workforce

Video conferencing software promotes a more cooperative meeting culture in your business and is a stepping stone for the digital workforce. Video meetings aid teams in maintaining human connections across distance and time, which increases the speed at which they make decisions and improves collaboration. By generating an international dial-in numbers or a dedicated dial-in number, a video conferencing system can even host high-quality meetings between participants in different countries.

If you’re uncertain that using a video conferencing software can really help your business, you can try free tier versions first and see for yourself how it can improve communication within your company.

Types of Video Conferencing System

Video conferencing is one of the most widely used technology today. This has resulted to the development of different types of video conferencing systems to facilitate conference calls and address the various needs of specific market segments. Selecting the best video conferencing software requires that you know your conferencing requirements. Below are the various types of video conferencing systems available today.

Telepresence Video Conferencing System

Telepresence is created to keep the meeting as close to real life as feasible. The setup is simple, even if the participants aren't in the same room. Large screens are utilised, and cameras are placed at eye level. The result is a setup where all participants appear to be in the same room around a table. (This setup typically requires a paid account.)

Integrated Video Conferencing System

Integrated video conferencing systems are mainly for group conferences using a centralised equipment. It requires a codec and certain hardware, and the setup involves the cameras, displays, and other videos to be placed in the conference area. Integrated video conferencing systems are commonly used in classroom and boardroom settings.

Desktop Video Conferencing System

The desktop video conferencing system is perfect for always-on-the-go types and typical employees. There are two available choices: either have a software client installed on your desktop or buy hardware with its own codec, which essentially turns your computer monitor into one giant screen. This setup brings the conference to your personal computer while providing full-motion capabilities.

Service-Based Conferencing System

In a service-based conferencing system, the provider (typically a telecom carrier) sets up and manages the network for the conferencing system, removing the technical complexities of doing these yourself. This means you simply use the software and don’t have to worry about managing its technical details.

Video Conferencing Components

Video conferencing was initially used to establish a connection between two people in different locations. Components for video conferencing have limited functionality and are costly. Moreover, frequently connecting devices and software from different vendors did not work effectively. But video conferencing has improved greatly over time, and many companies use video meetings and conference calls as part of their unified communications strategy.

Video conferencing is not limited to the boardroom. The variety of vendors supplying video conferencing components has grown, providing enterprises with additional alternatives for selecting the ideal video options for their companies. Here are the video conferencing components you should be aware of when perusing the offerings of video vendors.

Video Conferencing Hardware

The physical components of video conferencing, such as microphones, speakers, and cameras, are hardware. Hardware has progressed from simple but costly alternatives designed only for large meeting rooms to more mature options for smaller meeting spaces. Cameras now offer more functionality at a lower cost, providing enterprises with more options for the gear that best meets their needs.

Video Conferencing Software

The video meeting experience is controlled by software, which allows users to place calls and, in certain cases, provides additional features such as file sharing and screen share. As the need for video conferencing has grown, so has the variety of vendors providing video conferencing software. The video conferencing software can be purchased separately or integrated directly into the video hardware.

Huddle Rooms

Huddle rooms are small spaces that could accommodate two to six individuals. While bigger boardrooms deliver information to large groups, huddle rooms are better suited for small groups to interact and complete minor tasks. They have also distinct video conferencing requirements from standard conference rooms due to their smaller size, such as differing microphone sensitivity and camera positioning.

Video Room Kits

Many vendors are now supplying video room kits to businesses that require less expensive systems. These kits are frequently designed for smaller settings. A video room kit's components vary by vendor but often comprise a microphone, camera, and speaker in a single piece of equipment. Video room kits minimise potential interoperability concerns by including all of the essential hardware and software.

Universal Serial Bus (USB) Video Devices

Aim to choose a video conferencing platform that provides USB-driven equipment to ensure cross-platform compatibility with video programs. The gadget connects to any computer or control hub via an USB connection. Businesses using various video services could benefit from universal compatibility with USB video devices.

Smart Cameras

Smart cameras are video cameras that have Artificial Intelligence (AI) capabilities. First, it must be positioned on a traditional video camera and adjusted for the correct field of view. Once done, the AI within the smart camera is able to zoom in and out automatically, depending on who is speaking. Moreover, smart cameras have the ability to blur backgrounds and identify objects, as well as counting how many people are currently occupying a room.

Essential Features of a Video Conference System

You want to buy a new video conferencing system for your business, but with the many options available, it's tough to decide which one is best. When deciding which video conferencing software is best for your needs, it's important to know what differentiates the good ones. Here are a few key features that any great video conference app should have to be worth your investment.

High Definition (HD) Video

HD is required to improve immersion and staff engagement. They anticipate seeing clear visuals rather than pixelated blurs of their employees or online lecturers. However, a slow internet connection could degrade image quality. Thus, provide participants with pre-event instructions to make sure that everyone experiences optimum connection and viewing. This includes mentioning the minimal technical requirements for the meeting, a list of compatible devices, and the optimal bandwidth.

Screen Sharing

Screen sharing is an important feature for any team because it allows real-time project collaboration. For example, if a designer is working on a project and needs input from peers, they could share their screen and ask for feedback. This feature also comes in handy during live events when you need to teach employees how to access online training resources or use new features of a tool. In some software, screen sharing is an exclusive function and may be unavailable to free tier accounts.

Recording

Perhaps you're a salesperson who can't attend the meeting, or you'd like to quickly and affordably expand your online training library. This video conferencing app lets you record your event and even share the link to other participants. You could also edit conference calls and save it as a webinar in your library. Another alternative is to divide it into bite-sized bits for just-in-time support. Make certain that the new software works with your quick authoring tools. You can add visual effects and sound enhancements before uploading it to your library.

Voice Over Internet Protocol

Employees using VoIP can effortlessly switch between audio and video with no lag time. The seminars are also available online, which increases accessibility. For instance, employees check on the platform via their mobile devices. They could be required to show their screen halfway through the voice chat, so they activate the webcam and offer peers a brief demonstration. Other participants could select whether to use audio or video depending on their interests.

Video Conferencing Basic Requirements

In today's video conferencing system, a centralised cloud-hosted infrastructure handles calls between personal phone clients and conference room device endpoint. Even the top video conferencing equipment will not function properly unless you have a sufficient network or employ high-quality video conferencing services.

High-Resolution Webcam

Seeing small details such as body language and facial expressions is key for quality video conferencing. If these subtleties are lost, then meetings won't have the same feeling as real-life, in-person interactions. A 720p camera will suffice for video conferencing services that only provide 1280x720 resolution (720p).

Fast Computer Processing

If your computer doesn't have a fast enough processor, the video and audio quality will be lower than optimal to make the most efficient possible call for your system’s specs. Your computer should have at least 2 GB of RAM and a quad-core processor to support modern video conferencing.

Sufficient Network Bandwidth

A slow network affects video conferencing as a slow computer processor: your call will change dynamically to give you the highest quality possible based on the available network bandwidth. The bandwidth required for a 1 Mbps connection at 15 frames per second (fps) at 720p resolution requires significantly less than 4 Mbps, whereas 30 fps at 4K demands closer to 6 Mbps. Remember that when you have more people on a video call, you'll need more bandwidth.

How Video Conferencing Works

Video conferencing is gaining popularity, with users in various industries seeking to incorporate technology into their operations. Organisations in all industries today understand the great advantages of quick, remote communication whether it’s for commerce and banking or education and healthcare. Given its importance, those who are not familiar with the software may wish to know how the system works.

Two (or more) individuals converse using video and audio

A video conference, in its most basic form, consists of two participants communicating with each other through computers with speakers and a webcam, and with access to the internet. Then, video input from the camera and audio input from the microphone is converted from analogue to digital as soon as people interact.

Digital audio and video are compressed

The video and audio data is compressed into packets, allowing quicker transport over broadband internet or Wi-Fi. The compression ratio of the system influences the clarity of the video and audio. The typical video conferencing compression rate is 13.1 to 17.1. It is critical that the system not encounter delays due to a slow internet connection. Depending on the requirements of each client and the compression rate, they could require more internet bandwidth than a typical office setting.

The audio and video data arrive at their destination

When the digital data reaches the other endpoint(s), the software decompresses it and turns it back to the analogue. This step allows it to be properly shown on a monitor screen or television screen and audible through the device's speakers.

Then, the listener sees and hears the content. Video and audio clarity are not always guaranteed. A lot of video conferencing software include acoustic echo cancellation to guarantee that the audio and visual are in sync and as transparent as possible. This minimises sound delays and eliminates sound interference, such as overlapping voices from the other participants.

Factors to Consider When Evaluating a Video Conferencing System

A key thing to remember while searching for a video system for your company is its ability to be integrated with other solutions for collaboration and communication. Suppose that over time your company accumulates various communication tools that operate independently from each other. Such a case would be inefficient and would require your IT managers to constantly reconfigure the system to make the different parts function together.

The video should be adaptable enough to allow participants to connect from various devices, such as a desk-based system, a desktop computer, or a tablet. Video users should have the same great benefits as voice users, including voicemail, extension mobility, and call forwarding. There are four crucial factors to take into account as you begin your video collaboration journey.

Simplicity

For the program to be adopted, user should leave video meetings with a positive experience. Vendors should provide intuitive, user-friendly tools that can be used without knowing complicated technical details. Any relevant training should be provided upfront. An investment in the software would be a waste if staff can’t use it to bring value back to the firm through increased sales, improved customer loyalty, lower travel expenses, and other applications.

Reliability

When users have video access and have become accustomed to viewing other meeting participants in this manner, removing or giving a subpar experience could significantly limit adoption and stifle better corporate results. A video conference system gives you a constantly reliable meeting space for employees to discuss how to conduct their tasks or reach their goals.

Scalability

Since a deployment must be planned for scalability, it is critical to consider how many users or devices will be connected in the future. A small implementation could be sufficient for communications involving a few people at first. Still, in many situations, the more video that is accessible, the more individuals want to utilise it. As the company expands and new endpoints are added, you'll need additional endpoint capacity, bandwidth and video-enabled meeting rooms.

Security

It’s vital for any company to use a secured system. When sensitive information is discussed during a video chat or conference, such as developing a new product or litigation involving the business, video transmission should be well-protected. This is especially important if you will be recording meetings for review in the future.

Video Conferencing Etiquette

With more business meetings moving to video platforms such as Microsoft Teams and Zoom, it’s undeniable that we are in a video conferencing world. This is why it’s important for everyone to be familiar with virtual conferencing etiquette. From technical problems to audio delays, there are many ways you could accidentally make a bad impression on co-workers, customers or your boss. Some mistakes are inevitable, while others are avoided with diligence.

Therefore, keeping up with the newest video conference etiquette standards could be crucial to your success. Here are some helpful tips for video conference etiquette.

Mute yourself when not speaking

Even when you aren’t speaking and trying to be quiet, microphones could pick up background sounds such as sounds made by people close to you, street sounds, and even the sound of your typing. These sounds can distract other video conference participants. In group calls, be considerate of the other participants and mute yourself whenever you're not speaking. Many video conferencing software merely needs a button to activate this function.

Ensure your technology work correctly

You would not want to miss an important client meeting because your video conferencing system is down. So understands the basics of the software and how it needs to be operated. It also pays to test the program before using it to conference with important persons, such as a client for a large company deal. Test it with your internal staff to check for glitches and make sure the system provides high-quality experience.

Wear work-appropriate clothing

While it could be enticing to work in your favourite hoodie all day, dress professionally for any video conferences you join. You aren't required to dress up, but wear anything that would be acceptable if the meeting were in person rather than virtual.

Have the right light

Poor lighting conditions significantly impact video quality. Ensure that there is sufficient light in the room to prevent grainy and fuzzy videos. Unless your office lights are daylight white, avoid mixing office and natural lighting. Avoid lighting faces from below, as this makes people appear harsh. For best face lighting, place soft light on the sides.

Look into the camera

When communicating with a remote participant, it's often tempting to look at the video feed rather than the camera. While it appears the proper thing to do, it gives the impression that you are indifferent and off. This will make you seem more distant and less professional. Looking into the camera lens is similar to looking into someone's eyes; practice doing so until you're comfortable with it.

Frequently Asked Questions

Video conferencing has grown in popularity because of its importance to the global economy. Many reasons are essential for success, from running remote teams to making commercial deals across borders. It enhances operational efficiency. To optimise remote work and communication effectiveness, organisations worldwide require high-quality video conferencing applications and services for their staff and customers.

Here are some of our customer's more often asked questions, which we hope you will find informative.

What is the distinction between video conferencing and web conferencing?

Video and web conferencing solutions take the idea of multiway communication and strive to make it more productive and engaging. Simple web conferencing is good for streaming a single speaker’s presentation to a big audience. However, if high video and sound quality, dependability, and interaction are crucial to you, a video conferencing solution is the way to go.

Should my company utilise cloud-based or local host video conferencing software?

The video conferencing system you'll need for your business depends on how and where employees will use it. Enterprises are increasingly using cloud-based software because it can be accessed from anywhere and often gives cost benefits. A lot of cloud-based conference software also have exclusive video call functions that make conferences smoother.

Is it acceptable for my company to use free video conferencing solutions?

Popular free video conferencing tools such as Google Hangouts and Skype can be used for business, but to a limited extent due to the limit in their quality. While these free tier accounts may be good for one on one calls and chatting with family and friends, they frequently fall short of enterprise-grade video solutions' performance, dependability, and security.

Considerations in Choosing Your Video Conferencing System

In the past, video conferencing systems were only used by large enterprises due to the software’s high price and difficulty to use. The world has changed. Video conferencing systems today are now easy to set up, run, and manage, rendering them affordable to organisations of all sizes.

Several aspects of the system must be evaluated before you decide to employ a video conferencing system in your organisation. Here's how to choose the ideal video conferencing system for you.

Number of participants

Determine how many people are expected to join your meetings regularly. Some solutions enable you to interact with a limited number of people for free. Hence, if you aren't required to speak with a huge group of individuals simultaneously, you don't have to spend as much money. However, if you expect that you’ll be meeting with a lot of participants in different location, make sure to get a system that supports group video calling. You have a range of options and knowing what to look for before you begin researching could save you significant time.

Video feeds

Some video conferencing providers claim to be able to host video meetings with hundreds of participants. However, the majority of video conferencing software actually limit the number of available video streams. If you're considering getting one of these services, ensure that you understand how it limits feeds and video quality, such as their number of maximum participants or whether they support HD video.

Recording

Depending on your needs, you could decide to set up a video conferencing room for your company. Check to determine if the video conferencing technology is compatible with the arrangement of your conference room. This could necessitate engaging the help of a third-party supplier to outfit the room with adequate visual and audio equipment. Video conferencing providers often provides supplementary equipment for a small fee.

Room systems

Depending on your needs, you could decide to set up a video conferencing room for your company. Check to determine if the video conferencing technology is compatible with the arrangement of your conference room. This could necessitate engaging the help of a third-party supplier to outfit the room with adequate visual and audio equipment. Often the video conferencing provider will provide all of the necessary equipment for an extra fee.

With video conferencing software, the world is becoming more connected – and there are even new working models that have digitally transformed how people work. Given its capacity to boost productivity and ease of use, video conferencing is viewed as a solution to numerous communication issues, making it progressively become a mainstream component of professional life.

Check out our video conferencing software providers to learn more about how their software may help structure your corporate meetings.