How to hold successful video conferences
Video conferences make it possible to communicate in real time with other people via camera and microphone, regardless of location. You can not only talk but also share screens and exchange files. Video conferences have become an integral part of modern teamwork, especially in remote work or international collaboration.
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What is a video conference? Origins and development
A video conference is a synchronous transmission of video and audio over the internet, allowing two or more people to communicate in real time. For this, you need specialised software — either installed locally or browser-based — as well as hardware with a camera and microphone (computer, tablet, smartphone).
Research on video conference technology began as early as the 1930s. However, only with the rise of powerful computers equipped with built-in cameras and microphones did it become user-friendly for the general public. By the late 1990s, this form of communication was still unfamiliar to most companies. The move toward mainstream use began in the early 2000s as broadband networks emerged, providing higher data transmission rates that enabled good-quality video and audio.
The fact that video conferences are now a standard part of business life is not just due to technological developments. Social changes since the turn of the millennium, the global networking of economies, and the trend toward flexible work models and new work concepts have also made video conferencing necessary so that teams can collaborate effectively across distances.
Advantages and disadvantages of virtual meetings
Video conferences are a relevant alternative to in-person meetings for any company. The greater the proportion of remote work and the more frequently you work with partners or service providers at distant locations, the more cost-effective video conferences become. However, the communication channel not only has advantages but also poses certain challenges.
An overview of the advantages and disadvantages
| Advantages | Disadvantages |
|---|---|
| ✓ Cost savings | ✗ Hardware installation required |
| ✓ Improved environmental impact | ✗ Time zones complicate scheduling |
| ✓ Increased efficiency and productivity | ✗ Potential technical issues |
| ✓ Recording option | ✗ Limited personal connection |
Advantages of video conferences
Video conferences offer companies significant cost savings because travel and accommodation costs are eliminated, and conference rooms may no longer need to be rented. Work time is used more efficiently because there is no travel time. Virtual meetings also improve a company’s environmental footprint since business travel emissions are reduced, which positively contributes to sustainability goals. In terms of productivity, digital meetings are often more structured, shorter, and easier to organise. Another advantage is the option to record meetings: Missed sessions can be watched later, ensuring that information comes straight from the source.
Disadvantages of video conferences
Despite many benefits, video conferences come with some challenges. For international teams, different time zones can make scheduling difficult. There is also the risk of technical issues, especially for participants outside the company network who might lack direct IT support. A poor internet connection can disrupt call quality and make important information hard to understand. Equipping a conference room professionally for video conferences can also require additional hardware and installation costs. Nonverbal signals are harder to interpret, and building trust is often more challenging than in face-to-face interactions.
Video conference v. in-person meeting
A video conference offers many benefits, but virtual meetings are not always the right setting for every discussion. In some cases, in-person meetings remain essential despite requiring more time and resources.
Video conferences are suitable for:
- Project team status meetings (sharing progress updates, resolving questions)
- Briefings for employees (task assignments)
- Virtual office hours (addressing questions in one-on-one conversations)
- Initial job interviews (introductory phase)
- Adding remote participants to an on-site meeting
In-person meetings are recommended for:
- Multi-hour (strategy) meetings
- Discussions involving sensitive or emotional topics (business development, downsizing, strategic shifts)
- Job interviews in the advanced stages of the hiring process
Recommended video conference tools
Once you’ve decided to hold a video conference, the next step is choosing the right software. The necessary hardware is usually already available: smartphones, computers, or tablets — all come with built-in cameras and microphones. That’s all you need.
Make sure all participants have high-speed, stable internet connections so that video quality can be streamed and received in full HD.
You can choose between on-premises and browser-based applications. Which is better depends on your needs, but browser-based tools often offer greater flexibility since participants can join from any device.
Many video conference software options are available for free download or direct browser use. For smaller meetings (two to about ten participants), free tools can be perfectly adequate. Microsoft Teams is a classic choice, but there are many easy-to-use alternatives offering additional benefits.
With Google Workspace from IONOS, you get access to the free video conference tool Google Meet. Fully integrated with Google’s ecosystem (email notifications, calendar invites), it eliminates the need for third-party tools.
If you regularly host large-scale video conferences, free tools might not meet your needs. In such cases, consider upgrading to Pro versions or purchasing business-grade applications like Cisco Webex Meetings or GoToMeeting. Evaluate features, pricing, and usability before making a choice.
For frequent virtual meetings with multiple participants in one location, it may be worth equipping a conference room with projectors and cameras for professional group settings.
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Preparing, running, and following up on video conferences
Besides technology, several organisational aspects ensure that video conferences run smoothly and effectively.
Preparation
Announcement: Send invitations to participants via email a few days in advance, and if possible, include an overview of the agenda so your team members can prepare. Add a direct link to the virtual meeting room and offer the option to save the event to their calendar with a single click. Depending on the software you use, these invitations can often be sent directly from the application itself.
Tech check: To ensure productive discussions, each participant must confirm that their equipment is ready to use. Have your employees test their camera, microphone, and login credentials before the conference. Important: The test should be performed well in advance so that any technical issues can be addressed before the meeting.
Choose the right environment: If you are joining a video conference from outside the office, select a quiet location where you won’t be disturbed. Avoid bright backlighting. Especially when working from home, make sure the background looks professional. Remove decorations, cluttered shelves, or children’s toys from the camera’s view ahead of time. Reflective objects should also be placed out of sight to prevent glare.
Running the meeting
Attire: According to a study, some participants attend video conferences without wearing any trousers. While it might be comfortable, it’s not recommended. Clothing and mindset influence each other. For video conferences, choose business attire. A shirt and blazer can enhance your persuasiveness and authority. Avoid small patterns or reflective jewellery, as they can cause flickering or unpleasant glare on camera and may distract other participants.
Moderation: Appoint a moderator in advance to lead the meeting efficiently and manage speaking turns. This is especially important in the digital space, where transmission delays can lead to overlapping conversations and simultaneous responses, disrupting the flow of the meeting.
Minimising distractions: Every participant should give their full attention to the meeting. Silence phones and avoid making unnecessary noises: modern microphones are so sensitive that even rustling paper or setting down coffee mugs can be picked up loudly. Prevent noises like these and mute your microphone when you’re not speaking. As a matter of respect, don’t engage in side conversations or multitask during the meeting.
Follow-up
Meeting notes: After the meeting, prepare minutes from the meeting that all participants can access on the shared project platform or receive via email. This creates accountability, gives the virtual meeting the same importance as an in-person appointment, and prevents misunderstandings about agreed decisions.
Recording: Use the option to make the recording available as a video file if participants had to cancel last minute due to illness or if you want to share the content with a larger group of employees.
Video conferences are practical, but not always ideal
A video conference is now a practical tool for effective business communication in any company. It simplifies collaboration for remote teams and reduces travel costs. In terms of efficiency, these meetings usually don’t differ from in-person appointments when all participants are well-prepared and stay focused and engaged during the session.
Technical implementation is no longer a barrier. Whether you’re a freelancer, a small business, a mid-sized company, or a global corporation — simple software is available for free, while more advanced applications with additional features are often offered through subscription models and are no more complicated to use.
As attractive as video conferences are, they are not suitable for every type of meeting and also have their downsides. Instead of choosing a video conference out of cost considerations or convenience, you should always carefully evaluate whether the format truly fits the occasion. After all, personal interaction can never be completely replaced by a video conference.
FAQs
What is a video conference?
A video conference is a synchronous transmission of video and audio over the internet, allowing two or more people to communicate in real time.
What are the advantages of virtual meetings?
Companies save travel costs, reduce carbon emissions, and often benefit from shorter, more structured meetings that can be recorded for future reference.
What are the disadvantages of virtual meetings?
Initial hardware investments can be significant, and meeting quality depends on participants’ internet connections and equipment, which can cause disruptions.
Which video conference tools are recommended?
Both on-premises and browser-based tools work well. Browser-based tools offer greater flexibility for participants using different devices.