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You’re leading a remote team. What video conferencing tools should you be using?

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As an internal communications professional, you know how important it is to keep your remote team connected, engaged, and productive. Video conferencing is one of the most effective ways to communicate with your team, especially when you need to collaborate, brainstorm, or share feedback. But with so many video conferencing tools available, how do you choose the best one for your needs? Here are some factors to consider when selecting a video conferencing tool for your remote team.

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Josephine (Jo) Eyre

Helping Tech for Good innovators communicate with impact | ?? Content & Comms for scale-ups | ?? Virtual workplace PhD…

1 Ease of use

The last thing you want is to waste time and energy on setting up, troubleshooting, or learning a complicated video conferencing tool. You need a tool that is easy to use, intuitive, and compatible with your devices and platforms. Look for a tool that offers simple installation, clear instructions, and user-friendly features. You also want a tool that integrates well with your other communication and productivity tools, such as email, chat, or project management software.

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2 Quality and reliability

Video conferencing is only effective if the quality and reliability of the audio and video are high. You don't want to deal with glitches, delays, or interruptions that can affect your team's communication and performance. Look for a tool that offers high-definition video, clear sound, and stable connection. You also want a tool that can handle multiple participants, screen sharing, and recording without compromising the quality or speed.

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Josephine (Jo) Eyre

Helping Tech for Good innovators communicate with impact | ?? Content & Comms for scale-ups | ?? Virtual workplace PhD researcher | ?? TEDx Speaker
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If your remote team members are based in countries with less reliable connectivity it's worth considering using tools that account for that. For example, Zoom and MS Teams tend to be more conservative on bandwidth usage than Google Meet.

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3 Security and privacy

Video conferencing involves sharing sensitive and confidential information with your team, so you need a tool that protects your data and privacy. Look for a tool that offers encryption, password protection, and authentication features. You also want a tool that allows you to control who can join, view, or record your meetings. You should also check the tool's privacy policy and terms of service to make sure you understand how they handle your data and what rights you have.

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4 Features and functionality

Video conferencing is more than just seeing and hearing each other. You need a tool that offers features and functionality that enhance your team's communication and collaboration. Look for a tool that offers chat, polls, emojis, or annotations to keep your team engaged and interactive. You also want a tool that offers breakout rooms, whiteboards, or file sharing to facilitate your team's creativity and problem-solving. You should also consider the tool's accessibility and compatibility with different languages, cultures, and abilities.

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5 Cost and value

Video conferencing is an investment for your remote team, so you need a tool that offers cost and value. Look for a tool that fits your budget, team size, and frequency of use. You also want a tool that offers a free trial, a flexible plan, or a money-back guarantee. You should also compare the tool's features, quality, and support with other alternatives to make sure you get the best value for your money.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Josephine (Jo) Eyre

Helping Tech for Good innovators communicate with impact | ?? Content & Comms for scale-ups | ?? Virtual workplace PhD researcher | ?? TEDx Speaker
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Video calls are only one of many tools we can use for remote teams. While they're great for certain kinds of communication, their effectiveness is limited for things like brainstorming and creative ideation. Internal communicators should be looking at a tool stack that supports the various types of interaction and collaboration we need at work.

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You’re leading a remote team. What video conferencing tools should you be using?

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3

4

5

6

1 Ease of use

2 Quality and reliability

3 Security and privacy

4 Features and functionality

5 Cost and value

6 Here’s what else to consider

Internal Communications

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You’re leading a remote team. What video conferencing tools should you be using?

1

2

3

4

5

6

1 Ease of use

2 Quality and reliability

3 Security and privacy

4 Features and functionality

5 Cost and value

6 Here’s what else to consider

Internal Communications

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