Video Conferencing Tech Adoption Guide for Small Business

Video conferencing is a popular alternative to more traditional methods of communication such as phone calls and emails. It saves you time, money and could help your business develop in more ways than one, so what’s not to like?

However, if you are considering investing in a video conferencing solution but you are unsure of where to start, or whether video conferencing is the right investment for your business, then do not fear. This guide covers the best video conferencing technology and how it can benefit your brand in a big way.

Video conferencing using laptop

Why video conferencing?

First thing first – why should you consider video conferencing? There are many reasons to do so, and some of those reasons relate heavily to your business’ specific needs.  There are, however, some typical reasons why a company might want to use video conferencing, namely:

  • Sharing documents with clients
  • Advertising a new product
  • Interviews and recruitment
  • Seminars and training
  • Market research

Once you’ve identified your needs for video conferencing, your next step would be in understanding the benefits of it.

The benefits of video conferencing

Let’s look into video conferencing benefits for your business in more detail.

It’s cost-effective

Video conferencing is the next best thing to being face-to-face with a customer or client, and this can take place in the comfort of your office. This means you won’t have to spend money on travelling to various parts of the country, and maybe even the world, to have a meeting. This makes video conferencing an attractive alternative and the money you and your business save can, as a result, be used in other areas of the business.

It increases productivity

It’s easy when communicating via phone calls, emails or instant messages for misunderstandings to occur. However, video conferencing allows colleagues to stay alert and focused on the topic that is being discussed. As a result, decisions are made quicker and projects are completed more efficiently. It also helps to create a better and more personal relationship with your clients, which in turn builds trust.

It improves communication

During a video conference, you can distinguish facial expressions and tone of voice, which will inevitably lead to a more effective collaboration. These are both fundamental aspects of communication and development that can often be lost in a simple phone call. In this case, errors are less likely to occur leaving you and your business time to concentrate on growth and progression.

It advertises products

A clear and concise description only goes so far, and so one of the best parts about video conferencing is the ability to show your products directly. Again, this combats the idea of travel cost because you can advertise your products to a potential client/customer from Japan without having to venture there. This in turn saves so much time because you can connect with people in your office in a lot less time than it could take to potentially fly to another country. You can also share data, media and presentations while you’re at it – the list is endless!

It’s more efficient

Because it is a lot quicker than travelling to other cities and countries for meetings, businesses can make decisions and discuss development more efficiently. The time you save from reduced travel allows extra attention for certain products and projects. This also has an impact on time management, as it will, as a result, be improved significantly. The extra time allows you and your business the chance to work more closely on a particular aspect of your brand that you wish to focus on. This might not have been possible if you had to travel to other areas of Europe, or even further afield.

Now you know the benefits and decide to go forward with your tech adoption plan. Your next step would be knowing the best devices for video conferencing.

The best devices for video conferencing

To make video conferencing works, you need to invest in the right devices. Here are some options.

Plasma displays

Plasma displays are a brilliant way to offer a crisper image, meaning if you are on a video call in the hope of promoting your new product, potential customers and clients will get a clear image due to the high contract. They are also great if there are multiple people taking part in the conference call because you can place the plasma display at the end of the desk so everyone involved can make use of it.


Video conferencing goes beyond the walls of the conference room, and what better way to experience this than with a tablet device? This is a great option if you are travelling and cannot guarantee you will be able to use a conference room. Today, the likes of iPads and Samsung tablets allow you to use apps such as Skype to communicate with people from in the next town, right across to the other side of the world.

Business chat using Skype


Similarly to a tablet, a laptop also caters for people who are on the go. However, if you are going to use a laptop for video conferencing and you happen to be in an office, this is an ideal option for a one-on-one basis. It wouldn’t be necessary for this instant to use a large plasma display for individual video conferencing – so opt for a laptop and reap the benefits of a more personal conference call.


Interactive kiosks are great for video calls and sharing content with other sources – and it doesn’t stop there. You can share documents between you and your clients, share videos online and even use interactive whiteboards. This kind of modern technology is great for improving communication in the workplace and completing tasks in a quick and efficient manner.


Video conferencing is a wonderful development in the business world and something that would benefit every company in one way or another.  Investing on the right tools can give you a great return to your investment.  Unfortunately, not all businesses have the budget to adopt the technology. So, what a cash-strapped business can do?

The answer is quite simple, really. If you are looking for equipment to use for video conferencing but you don’t necessarily want to purchase it, then look at what equipment rental companies like ITR Hire have to offer. With a great range of plasma and LED displays, laptop and tablet devices, plus much more available for hire, you are sure to find something that will cater for your needs.

As always, do your due diligence: Ask around and search away for the best route to take for your video conferencing needs.