Written By: Randy Marcotte

Welcome Back! When we started this series the first time, we were focused on the real challenges of adopting a video collaboration strategy as a rare event when only some companies used video calls as part of the communications infrastructure.  Back then – only 5 years ago – our customers were part of the trend where high-definition video, voice, and content-sharing were an assumed part of business communications for them.  Today, it is rare to find a company that DOES NOT have some form of Audio Visual, Collaboration, and Video Conferencing as part of the core IT stack. 

Today, flexible deployment options and a decreased overall price point has made it even easier to extend connections to partners, customers, employees, and vendors across the globe. The Global Pandemic proved to all what many of us knew – some meetings are best in person and most meetings can be done over video.  

Users are now accessing video over multiple devices and in different environments, it is ever more important to get the audio issues right from the very beginning of a video conferencing deployment.  

In the rapidly evolving landscape of digital COLLABORATION and communication, video conferencing has emerged as a cornerstone for businesses worldwide. A well-executed video conferencing strategy can foster collaboration, boost productivity, and bridge geographical divides. However, a poorly planned strategy can lead to wasted resources, frustrated employees, and missed opportunities. 

As we navigate the intricacies of building a collaboration and conferencing space, it’s essential to understand both the dos and don’ts. Here are five things to do and five things to avoid when crafting your video conferencing and collaboration strategy: 

5 Things to Do: 

  1. Assess Your Needs: Before diving into the technicalities, understand the unique needs of your organization. Are you looking for a solution for large board meetings, team collaborations, or client interactions? Tailor your strategy to fit these specific requirements. 
  2. Invest in Quality Equipment: High-definition cameras, clear audio systems, and reliable connectivity are non-negotiable. Quality equipment ensures clear communication, reduces technical glitches, and enhances the overall user experience. 
  3. Prioritize Security and Consider AI features: With the rise in cyber threats, ensuring the security of your video conferencing platform is paramount. Opt for platforms with end-to-end encryption, multi-factor authentication, and regular security updates. When considering AI, understand the privacy rules of your organization and your partners.  AI features are being rapidly deployed and a controlled, slow roll into your organization will protect your interests and allow for new and exciting features. 
  4. Train Your Team: Equip your team with the necessary skills to use the conferencing tools effectively. Regular training sessions, user manuals, and IT support can make the transition smoother. 
  5. Regularly Review and Update: The world of technology is ever-evolving. Regularly review your conferencing strategy, seek feedback from users, and be ready to adapt to new advancements. 

5 Things Not to Do: 

  1. Avoid One-Size-Fits-All: Every organization is unique. Avoid generic solutions that don’t cater to your specific needs. Customization is key. 
  2. Don’t Overcomplicate: While it’s essential to have advanced features, avoid making your conferencing system so complex that it becomes user-unfriendly. Simplicity and functionality should go hand in hand. 
  3. Avoid Ignoring Room Acoustics: Good video quality is useless without clear audio. Don’t neglect the acoustics of your conferencing space. Invest in soundproofing if necessary. 
  4. Don’t Skimp on Bandwidth: A lagging video or dropped calls can disrupt the flow of meetings. Ensure you have a robust internet connection with sufficient bandwidth to support high-quality video conferencing. 
  5. Avoid Being Rigid: The needs of your organization will change over time. Don’t lock yourself into long-term contracts without flexibility. Be open to change and adaptation. 

There are a number of “Do’s and Don’ts” when considering your user community that I wanted to address as well. Stay tuned for Part 2.2 – Do’s and Don’ts of managing the experience of your user community. 

In conclusion, building a successful video conferencing and collaboration strategy requires a balanced approach. By understanding the specific needs of your organization and being aware of common pitfalls, you can craft a strategy that not only enhances communication but also drives organizational growth. 

Remember, in the realm of digital communication, it’s not just about having the tools but using them effectively. With the right strategy in place, you’re not just setting up a conferencing space; you’re paving the way for innovation, collaboration, and success.

About DCS Global & Perfect Video Conferencing 

DCS Global is a collaboration, consulting, services, and audiovisual (AV) integration company that provides various services related to digital signage, wayfinding, and kiosk manufacturing and deployment. The company specializes in creating interactive and engaging experiences for customers, visitors, and employees.  

Their services include:  

  1. Digital Signage: DCS Global designs, installs, and manages digital signage systems that help organizations effectively communicate with their audience. These systems can display content such as images, videos, and live data, and can be customized to meet the specific needs of each client.  
  2. Wayfinding: The company offers wayfinding solutions that help people navigate complex environments such as hospitals, airports, and campuses. These solutions use interactive maps, directories, and other tools to guide visitors to their desired destinations.  
  3. Kiosk Manufacturing: DCS Global designs and manufactures custom kiosks for various industries, such as retail, hospitality, and healthcare. These kiosks can serve a variety of purposes, such as self-service check-in, product information, and customer feedback.  
  4. AV Integration: DCS Global also provides audiovisual integration services for businesses of all sizes. These services include the design and installation of audio and video systems, conference room setups, and video walls.  

DCS Global offers a comprehensive range of services to help organizations enhance their communication, customer experience, and operational efficiency through innovative digital solutions. 

About PVC  

Perfect Video Conferencing (#perfectvc) is an Audio Visual and collaboration services company that specializes in designing and deploying cutting-edge video conferencing and collaboration spaces. Recently, PVC merged with DCS Global, and together, they offer a comprehensive range of products and services that are guaranteed to deliver an immediate ROI for their customers.  

With a strong focus on design and deployment, Perfect Video Conferencing is committed to delivering solutions that offer some of the lowest total cost of ownership (TCO) in the industry. Their team of experts works closely with customers to understand their unique requirements and design solutions that are tailored to their specific needs.  

Perfect Video Conferencing’s solutions are designed to help organizations of all sizes and industries enhance collaboration, improve productivity, and drive business success. Whether it’s a small meeting room or a large conference center, they have the expertise to design and deploy video conferencing and collaboration spaces that meet their customers’ needs.  

In addition to their design and deployment services, Perfect Video Conferencing also offers a wide range of products, including video conferencing equipment, audiovisual solutions, and collaboration tools. Their team of experts provides ongoing support and maintenance to ensure that their solutions continue to deliver value over the long term.  

Overall, Perfect Video Conferencing (#perfectvc) is a leading provider of audiovisual and collaboration services, delivering innovative solutions that help organizations improve communication, collaboration, and productivity. With their recent merger with DCS Global, they are now even better positioned to help their customers achieve their business goals. 

About Randy N. Marcotte 

Randy N. Marcotte is an accomplished business leader and President of DCS Global, a leading communications and collaboration company. With a proven track record of success in the industry, Randy has a strong background in organizational change, sales enablement, and customer satisfaction.  

Before his role at DCS Global, Randy was the co-founder and CEO of Perfect Video Conferencing, which merged with DCS Global to provide a broader range of solutions to their clients. As the former owner and manager of Change Experts, Randy brings a wealth of experience in driving growth and success for businesses of all sizes.  

Randy is passionate about building lasting relationships with his clients and partners and providing innovative solutions that deliver exceptional value. In his spare time, he enjoys traveling the world, skiing deep powder, and participating in marathons. Randy has completed 22 marathons around the world and will be completing his 23rd marathon in Nice, France this fall.  

With a dedication to partnership, value, innovation, and excellence, Randy is proud to join the team at DCS Global and looks forward to continuing to bring new solutions to their loyal customer and partner base. 

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