Some people may not be able to fully understand what kind of features and differences there are.
Here, we explain the differences between the types of systems used for remote meetings and the benefits of introducing remote meetings.
We also introduce the function of “Zoom”, a tool recommended for remote meetings.
While comparing functions and mechanisms, please consider a system that is compatible with your company.
Features and differences of remote conferencing systems
A remote meeting is a mechanism for conducting meetings online using telephone lines and internet lines.
There are various types of remote conferences, such as those that use computers and smartphones, and those that connect with dedicated equipment.
First, let’s compare the web, TV, and telephone conferencing systems used as a means of remote conferencing.
A web conferencing system is a service that can be used by downloading a dedicated software application to an existing computer or smartphone.
Many services require an account for both the host and the client, but recently there are some services that can be used if only the host is registered.
Since there is no need to purchase special equipment, it is easy to introduce without initial investment.
Laptops often come pre-installed with webcams and microphones, so you can access them from anywhere as long as you have an internet connection.
Web conferencing can be roughly divided into two types: the “on-premise type” that uses a system dedicated to the company, and the “cloud type” that uses a web conferencing service.
Currently, web conferencing services are spreading, and more and more companies are introducing cloud-based web conferencing.
A video conference system is a service that enables remote conferences by installing dedicated equipment in conference rooms.
Since each site requires dedicated equipment, the cost of installation and maintenance is high, but the quality of audio and video is also high.
Web conferencing is suitable for relatively small-scale meetings between individuals, such as one-on-one-on-one, because it goes through each terminal.
On the other hand, since video conferencing is conducted on monitors installed in the conference room, it can be said to be a suitable tool for large-scale meetings involving many to many people.
A conference call system is a service that can be used by calling a designated access point (telephone number).
It will be like entering a virtual conference room created by a teleconference service.
In the case of one-on-one, there is no problem with the normal call function, but this is recommended when holding a meeting with three or more people.
For example, a Wi-Fi environment is essential when holding a meeting on a laptop or tablet.
On the other hand, with teleconferencing, you can participate in the meeting anywhere you have a mobile phone signal.
Unlike web conferences and video conferences, video calls cannot be made, but it is still used as a method of meeting regardless of location.
Benefits of introducing remote meetings
Now that we know the differences between the systems used for remote meetings, let’s take a look at the benefits of introducing remote meetings.
There are also disadvantages to remote meetings, so please consider whether to introduce them based on both.
Hold meetings anywhere
One of the advantages of remote meetings is that meetings can be held outside of a specific location, such as a conference room.
Especially in the case of web conferences and telephone conferences, meetings can be started anywhere as long as there is an environment where communication is possible.
It can be said that it is a great advantage that you can save the trouble of going to the head office for each meeting or traveling to a distant business partner.
Also, in the case of video conferencing, although some movement is required, such as gathering in a conference room, there is no need to go back and forth between the head office and branch offices.
It will also lead to more efficient work, as it will be possible to allocate the time previously lost to travel time to other tasks.
Cost reduction such as transportation expenses
By introducing remote meetings, it is no longer necessary to travel between the head office and branch offices or travel to distant business partners.
In other words, you can cut the transportation and business trip costs for those moves.
In addition, since materials that were prepared for the number of people can be completed with one data, printing costs can be cut.
Although the introduction of the system requires a certain amount of cost, there are many cases in which the benefits will be large in the long run.
easy to communicate
If you have a remote meeting tool, you also have the advantage of being able to start a meeting as soon as you think of it.
In web conferences and video conferences, you can talk while looking at each other’s expressions like a video call, so you can proceed with the same feeling as a face-to-face meeting.
It is easier to understand than e-mail and easier to hold a meeting than face-to-face, so it will be possible to realize smooth communication.
Disadvantages include being easily influenced by the surrounding environment
Since remote meetings use internet and telephone lines, communication may become unstable in areas with weak radio waves.
There may be cases where the sound quality and image quality deteriorate depending on the performance of the microphone and speaker.
When introducing remote conferencing, it is necessary to adjust the equipment and environment to meet the required standards.
It is also necessary to implement security measures to prevent the content of the meeting from being leaked to the outside.
Carefully select a product, such as using a service that has security measures in place in advance.
Features of the recommended web conferencing tool [Zoom]
Finally, we will introduce the functions of the service “Zoom”, which is recommended for online meetings.
Zoom has a wide range of licenses, from a free version that can be used for personal use to a paid version that is recommended for business use.
The list of functions available in Zoom is as follows.
- Video recording of meeting content
- screen sharing
- text chat
- breakout room (grouping of members)
- Cooperation with external services
Zoom has solid security measures , so if you are planning to introduce it, please consider using Zoom.
- There are various means of remote conferencing, such as web, television (video), and telephone.
- By introducing remote meetings, there are advantages such as time reduction and cost reduction
- “Zoom” with abundant functions and security measures is recommended
Remote conferencing is a mechanism that offers great benefits to both the organizer and the participants.
You can also expect the effect of facilitating communication within the company, so why not take this opportunity to consider introducing it?