5 Tips for effectively Hosting your Online Video Conference

Most modern businesses and technology startups benefit from video conferencing. With their help, companies are promoting a hybrid work culture for their employees. It is interesting to note that it is almost impossible to track each and every activity of the employees while working from home. Keeping this in mind, with the help of internet video conferencing software, you can hold regular meetings, important discussion sessions, and private gatherings as well.

This blog is all about listing some of the important aspects of online video conferences. In addition to this, we’ll also list their importance and give a brief explanation of their working process. Let’s start with a quick introduction to web conferencing.

Online Video Conferences – What makes them Important for Businesses?

Online video conferences facilitate the connection between any two or more individuals or groups of people sitting over remote locations and wanting to join and be a part of meetings or discussion rooms. In addition to this, the cost of setting up is very low in comparison with hosting in-person meetings and sessions.

One of the biggest challenges we face while hosting in-person meetings is the venue requirements, the cost of travel, the time wasted going from one place to another, and other hidden aspects.


From a business point of view, if you want to connect with your remote employees to make them part of important discussions, what’s a better choice than holding these conferences? In addition to this, with the help of professional tools, you can also add on numerous features during the session and make the most of them.

The field of video conferencing is undergoing enormous change. Prior to the pandemic, the predominant corporate investment was in pricey and complicated in-room equipment. Individual video conferencing solutions and plug-and-play office systems, which equalize in-room and distant experiences, are currently displacing those.  Now, let’s have a quick look at the workings of these platforms for companies. –

Working of Video Conferencing – Quick Steps for Setting up Process

Here are some of the steps which will illustrate their working process and help you understand their functionalities.

The modern office is made up of geographically separated coworkers and clients who must frequently contact and interact. The ideal choice for this face-to-face cooperation is video conferencing, which enables two or more people to connect live via audio and video despite being geographically separated. The meeting will be held online. Listed below are some of the steps that make up the working process:

Basic requirements for having online video conferencing include an active internet connection, a desktop or mobile device, a microphone, and a quiet room to minimize distractions.

Furthermore, it depends on the kind of online conference you like, such as point-to-point or multipoint, which includes more than one participant. The microphone records an analog signal when someone speaks, while the camera records a visual signal. By VoIP coders, these signals are digitally encoded and transmitted online.

Because decoders on the receiving end transform the digital stream back to analogue audio and visual signals, the guests on the other end cannot hear or see what was spoken. To ensure there is no lag between the audio and visual streams, most video calling programs incorporate an echo cancellation capability.

Now let’s look at some of the prominent benefits of video conferencing in the section below.

Benefits of using Web Conferences – Top 5 Picks

Here are some of the popular benefits of hosting conferences on the internet via video conferencing software.

1. Cost effective Solution

Video conferencing is a cost-effective solution for most small and medium enterprises. In the very beginning, companies cannot afford to host costly meetings and conferences. In addition to this, it is very easy and convenient to set up an online video conference. All you need is an active internet connection and a compatible device for connection establishment.

2. Engagement Options

When it comes to creating two-way engagement between the employees, options are very limited in the case of in-person meetings. However, connection-building is very strong when you meet someone in person. But,  with the right type of video conferencing software, you can include additional features such as live polling, comments, feedback, and others.

3. Time Saving Option

The majority of video calling programs provide features like screen sharing. Screen-sharing tools enable you to communicate intricate concepts. One of the many extra functions offered by contemporary video conferencing software is screen sharing. You can, for instance, record meetings and then distribute meeting notes at the conclusion of a call. All of these features can increase productivity and reduce waiting time.

4. Facilitates Remote Working

Additionally, video conference sessions give remote workers a chance to connect and build relationships with their coworkers. This link can aid in team development and help lessen feelings of loneliness. Your work-life balance may be enhanced by spending more time at home and less time at the office. Although you can’t directly attribute this to video calling, it does enter the picture.

5. Ease of Convenience

With the help of internet video conferencing software, anyone can access the meeting with just a single click. In addition to this, it becomes very feasible for companies to boost session productivity by using facts and figures in the form of infographics. Furthermore, video conferencing gives you access to showcase and put your views and opinions in the spotlight from anywhere. In the current scenario, it is very important to make a work-life balance and promote healthy work culture in the companies.

Closing Lines

It ultimately depends on your budget, the type of employees you’re inviting to the meeting, and the features you want to include in your session. There are some professional service platforms such as Mixhubb, Zoho Meeting, Zoom, and others that are known for providing best-in-class services for companies.

Video conferencing will spread and change how businesses communicate both inside and publicly. Video calls will aid in removing geographical boundaries as remote and dispersed workforces become the norm.