Benefits of Video Conferencing for Any Organization

Learn about the benefits of video conferencing and how to increase adoption of your video meetings solution with these easy tips.

Video Conferencing Adoption

Prioritizing a user adoption strategy is essential to delivering high end-user satisfaction as well as a sound ROI on your video conferencing investments. The best way to rapidly achieve ROI — whether through reducing the use of expensive telephone-based conferencing and long-distance charges, or through saving on travel costs — is to accelerate adoption by helping new users rapidly master your video conferencing software. The highest rated meeting solutions offer extensive support documentation, video tutorials and adoption teams to help you achieve success. However, cultural tendencies can sometimes stand in the way of your project goals. Here are benefits and ideas to turn your workforce from novice to pro in this start-to-finish path to video conferencing adoption.

Instill the benefits of video conferencing within your corporate culture 

Collaborative working environments have grown in popularity in recent years. From open office constructs to flexible work policies, there’s a general move towards un-siloed communication within and across departments. However, there are some organizations that still have not embraced the latest group collaboration and productivity tools — including cloud video conferencing.  
 
Geographically dispersed companies are often in the greatest need to connect and improve communication. But even for those with a more traditional single office location, there are plenty of circumstances that warrant the inclusion of video communication. External calls with customers, agencies, and business advisors happen regularly regardless of industry.   And when employees are travelling on business, access to a secure video conferencing service—whether from their laptop or a mobile device—can help them be more productive. 
 
As you make the case to acquire a new communications technology, create internal awareness about the productivity benefits of a video-first solution. Psychologists claim that over 50% of communication is non-verbal, meaning our body language and facial expressions are essential to helping others understand what we mean to convey. Bring this compelling thought to your executive team and employees to draw a clear line to the value of modern video conferencing. Once you’ve established executive buy-in for the new purchase, it’s time to prime your internal users.
 

Test with Control Groups Before Launch 

Find two groups to try the new product before introducing it to the extended workforce. For instance, select one tech-savvy cohort and one that’s not as digitally inclined. This way you can adjust your internal education and launch procedure based on feedback from the two user groups.  
 

Product Awareness and Training 

Once you’ve rolled out the new service to the entire organization, plant a flag that says, “this is the new normal.” Clearly frame the message to reflect your organization’s personality, but ensure everyone knows that your video conferencing technology is ready for primetime. This comes with the challenge of keeping all users and departments educated on its functionality and best practices. Here are a few ways you can ignite their interest and evangelism: 
 
  • Invite employees to join the conferencing vendor’s live weekly training sessions 
  • Share your service provider’s onboarding assets with the larger group 
  • Create your own customized training experience through a combination of video, text resources, and Q&A sessions in an on-site and/or virtual environment   
  • Host lunch and learns that include free food — you can’t go wrong here
     

Silence the Cynics, Energize the Evangelists 

Inevitably, there will be some hard-to-impress employees that criticize your solution or refuse to use it. Rather than letting their negativity spread to other colleagues, stop the confusion before it starts. Much like the two test user groups mentioned above, have the expectation that certain departments will have less interest than others to adopt the solution. This may take a concerted effort to identify unwilling orgs and individuals, but it never hurts to personally invite these teams to a 1:1 training with the IT group.  
 
On the other end of the spectrum, most organizations have natural evangelists. Not coincidentally, they often come from your company’s most technical organizations. If you’re on familiar terms with these rock stars, get them to vouch for your new video conferencing product and include them in the onboarding and adoption process. Positivity is contagious and most of the time the naysayers just need a good nudge and some clarification on basic how-tos.