Here at ClickMeeting, we’re obviously big advocates of adopting videoconferencing. It’s a must-have communication strategy in the business world and beyond. However, jumping on board with videoconferencing isn’t something you can do without a good bit of planning and culture change in the office. It takes more than simply a great videoconferencing platform to make it catch on (although that’s a good start!)
Anyone can implement videoconferencing with the right amount of enthusiasm, communication, and resources. It’s when the necessary components are lacking that videoconferencing implementation falls flat. The most common mistakes when adopting videoconferencing are repeated often by organizations that are unprepared for the making that leap. Here are the pitfalls to avoid when you want to transform your business with videoconferencing.
1. Top management isn’t on board
Some of your employees might be intrigued or even excited about adopting videoconferencing, and the IT department could give their support 100 percent – but even that isn’t enough to make videoconferencing an integral part of your workplace. If you don’t have buy-in from top-level management in your organization, there is little hope if it becoming a success. Employees look toward management for their cues, so even if they personally like the idea, they won’t express or show as much interest if their leadership isn’t on board.
2. The corporate culture isn’t up to speed
In order for videoconferencing to take flight in your organization, the essential aspects of online meetings need to already be a part of your corporate culture. That means that your employees and management are active in collaboration, need regular communication, and have a desire to work together more efficiently and connect more effectively. If these things are lacking, adoption efforts will likely not work out in your favor.
3. Lack of infrastructure to support the launch
Without an adequate network and Internet connection, videoconferencing can’t happen on a broad scale in your organization. This one seems obvious, but you would be surprised how many businesses don’t out enough forethought into the technical aspects of the adoption process. No one wants to attend a videoconference where the video is choppy and the audio is delayed. These frustrations will drive a wrench into any implementation plan. Before attempting to adopt videoconferencing, consult with your IT company and the videoconferencing platform vendor to assess what you’ll need to make it work.
4. Poor or no communication strategy
Users should know far in advance that their organization is planning to adopt a videoconferencing solution. It should be communicated clearly and in detail as soon as possible. Early knowledge that a videoconferencing system is coming allows employees to prepare for the launch, get the information they need, and mentally adjust to the idea. The marketing department of an organization is the best leader for this internal communication. Informative marketing materials that describe the videoconferencing tool and the reasons for adopting it will keep them informed and make them more likely to get on board with it.
5. Failure to test the product
Rather than diving in to full-on implementation across the board, it’s better to test out videoconferencing solutions in a smaller group. This is an especially important point for large companies. There are likely to be bumps in the road on any kind of technology endeavor, and videoconferencing is no exception. Piloting the program in a targeted group of users will allow you the time to assess different solutions and approaches, and allow you to concentrate your initial efforts on figuring out your process before you launch the program company-wide.
Once your organization’s tech and communication leaders have made an informed decision about adopting a videoconferencing platform, the work has just begun. It takes a good dose of technical knowledge as well as empathy and communication to make it successful. Good internal advertising of the program, as well as support from the top down, are as important as figuring out what technology systems need to be in place for everything to run smoothly. Follow through on these considerations, and videoconferencing can become a go-to solution within your organization.