Essential Video Conferencing Tools for Small and Medium Businesses

The world has become increasingly digital and one of the best ways for small and medium businesses to keep up is by adapting to the demands of a versatile working environment. These businesses need to provide the ability to connect and communicate with coworkers, clients and partners seamlessly and effectively.

Video conferencing tools for business needs are the ultimate solution for bridging the gaps of physical distances to create and foster growth for the company. 

Why SMBs need specialized conferencing tools

Small and medium businesses (SMBs) face different challenges compared to larger enterprises when it comes to daily operations. The right video conferencing accessories can make a significant difference. Why are specialized tools pivotal to an SMB's success? 

Affordability and cost-effectiveness

Small and medium businesses may not have deep pockets, and every dollar spent needs to be strategic. You can find budget-friendly options among video conferencing solutions that were designed with affordability in mind. Having reliable products that can connect team members from across the globe or even in the same office can also help reduce operation costs.

Ease of use

Just like how their funds may be limited, the IT solutions and resources SMBs have may also be restricted. Many video conferencing tools prioritize user-friendliness compared to certain more complex systems, eliminating the need for dedicated technical staff.

The simplicity of the user interface will not only make the learning experience more pleasant but also boost the willingness of your staff members to adopt the new technology.

Integration

The right video conferencing platforms and tools will make integration with other office applications easy for SMBs. The right devices and tools will keep your needs in mind and are tailored to fit into your systems with popular apps like calendars and more.

Easy integration saves time and streamlines the entire workflow for your small or medium business. 

Flexibility and scalability

SMBs have vast potential to grow, and the tools you choose should accommodate your scalability. As your needs change, specialized conferencing tools will offer you the flexibility to expand without worrying about your tech infrastructure.

Whether you need to scale up or scale back for a bit, the right tools will help your business adapt easily no matter the circumstance.

Responsive customer support

One of the areas where SMBs can outdo larger enterprises is within their customer service. This is why it’s crucial to have video conferencing tools for small business needs. A dedicated support team often means customer satisfaction and retention, which could make a world of difference for your SMB.

Top video conferencing platforms for SMBs

What are the top video conferencing platforms that can meet SMBs' needs? Here are our recommendations.

Zoom

Zoom is widely recognized and often preferred by SMBs and even their larger counterparts because of its intuitive interface and scalable pricing plans. Aside from that, Zoom supports high-definition (HD) video and crystal-clear audio for clear communication.

The platform integrates seamlessly with HP products to bring optimized video conferencing for your unique needs.

Microsoft Teams

Microsoft Teams is a part of the company’s Office 365 suite. Not only do you get online video conferencing, but there are also other capabilities that include file sharing and even project management. 

Microsoft Teams is a platform that prioritizes security, so your sensitive information will be handled with care. The various pricing plans offer flexibility to SMBs to find the right one that suits their needs.

Google Meet

A part of Google Workspace, Google Meet is also a preferred platform for many businesses to connect team members. The video conferencing platform also integrates with other Google services and productivity tools such as Google Drive and Google Calendar.

Google Meet also provides competitive pricing like its competitors and offers features such as screen recording and sharing. There is a relatively small learning curve with this platform and our devices typically support Google Workspace applications.

Benefits of dedicated video conferencing hardware

How exactly does video conferencing hardware help your SMB? There are plenty of advantages but here are the primary ones. We also have some quick product suggestions for you!

Better video and audio quality

When you’re talking to team members across great distances, video and audio quality are paramount to getting your work done. Having dedicated video conferencing tools can eliminate annoyances such as choppy sound and laggy video. 

Not only that, but meetings with clients and potential partners will come across as more professional with better quality and less time wasted on setting adjustments.

Seamless collaboration

The right tools should integrate easily with your applications for real-time actions such as screen sharing, file sharing, and the use of interactive functions, such as whiteboards. Doing so facilitates an inclusive, productive and interactive meeting environment for everyone to take part in. 

Enhanced integrations

To promote a more efficient workflow, video conferencing platforms need to work well with an SMB’s tech stack. We’re talking about integrations with other popular applications, platforms and tools that can help you build the ultimate system that functions efficiently. 

Product recommendations

In order to create the best workspace for your business, consider adding these accessories.

Poly Studio P21 Personal Meeting FHD Display

The Poly Studio P21 is geared towards enhancing your video conferencing experience with a full high-definition (FHD) display. The large screen depicts vivid colours across a 21-inch surface that comes with sharp visuals.

What’s great about this meeting display is it can double as a secondary monitor when it’s not used for conference calls. 

Shop Poly Studio P21 Personal Meeting Display Now

Poly Edge E450 IP Phone and PoE-enabled

The Poly Edge E450 is designed for versatility and jam-packed with features such as a 3.5-inch colour display, a 2.4-inch secondary display, multiple ports for connectivity and accessories and 8-line keys.

The phone is not only good in the office, but also at home as it's WiFi ready. Users can also expand upon the Poly Edge E450 IP phone with the dedicated expansion modules. The Bluetooth 5.0 pairing gives you the option of being hands-free and the flexibility to move about the office or home without the restriction of cables.

Shop Poly Edge E450 IP Phone Now

Poly Trio 8800 IP Conference Phone and PoE-enabled

We also have the Poly Trio 8800 IP conference phone that not only looks futuristic but has advanced features as well. It comes with Poly HD Voice, which has exceptional audio quality and offers a pickup range of up to 20 ft. 

Get meetings started easily and quickly with one touch of a button and have the phone work with various devices thanks to the USB, Bluetooth/NFC connectivity - the perfect solution for remote, hybrid, or traditional work environments.

Shop Poly Trio 8800 IP Conference Phone Now

Poly Studio R30 USB Video Bar

Enhance your conference calls with the Poly Studio R30 USB video bar. We’ve spoken mostly about audio improvement with phones and video displays for your viewing, but the video bar can boost the experience for those on the other end of the line.

Not only is there impeccable noise reduction from the Poly NoiseBlock AI and Acoustic Fence Technologies, but there’s also 4K resolution and a 120-degree field of view for viewers. Talk about an immersive experience!

Shop Poly Studio R30 USB Video Bar Now

Poly Sync 10 Microsoft Teams Certified Speakerphone

Next, we have a reliable audio solution to go with the rest of your conferencing setup. The Poly Sync 10 is a Microsoft Teams-certified speakerphone, which makes it a great choice if it is your main conferencing platform. 

The microphone array will minimize background noise and the touch-sensitive controls with LED indicators boost user-friendliness. The speakerphone is also very well-constructed, with a solid shell that features an IP64 rating that makes it dust and water-resistant.

Shop Poly Sync 10 Speakerphone Now

Security concerns and how to address them

Although video conferencing tools do offer a wide array of benefits, there could be some security concerns if you don’t use reliable devices or follow safe practices. For instance, you may see unauthorized access from others without password protection, potential data leaks and platforms that misuse user data could bring about privacy concerns.

The best way to mitigate these possible issues is by implementing secure authentication measures, data encryption, and only using reputable and reliable conferencing tools and platforms. 

Best practices for effective video conferencing

• Appropriate attire: Put your best foot forward by dressing professionally for the call.

• Clear and concise language: Communication is key, so use straightforward language that’s easy to understand.

• Test the equipment beforehand: Make sure everything is working smoothly before the meeting starts.

• Minimize background distractions: Opt for plain backgrounds without too much clutter in your environment or within the field of view.

• Proper lighting: Conduct the meeting in an area with sufficient lighting.

Conclusion

Investing in the right tools to ensure a smooth conferencing experience is not just for convenience, but a strategic move for long-term success. Not only do these tools create a seamless working environment no matter where the involved parties are, but they are also essential for SMBs to have effective communication.

About the Author: Jessica Lin is a contributing writer for HP Tech Takes.