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6 tips to make sure your employees actually use your video conferencing solution


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4 min read

We know it can be challenging to get your team members on board with new software. They might be already accustomed to using another solution or have their usual processes solidified.

Video conferencing technology is no exception. Perhaps your company is used to picking up the phone to connect with colleagues and customers. Or maybe they had a not-so-great experience with video calling in the past and are resistant to trying something new. 

Whatever the case may be, if you’re planning to invest time, funds, and resources into a new video conferencing solution, then you probably want to make sure that your company will actually use it.

Here are some tips to help your whole team make the switch to your new video meeting tool.

1. Choose video conferencing software with a seamless user experience

Most employers choose software based on what they think is easy to use and implement. However, it’s also important to consider how other team members will respond to or adapt to the new software. What’s easy for you may not be easy for the rest of your team.

If scheduling a video meeting requires multiple steps and copying and pasting links into calendar invites and emails, chances are your team isn’t going to use it. Your best bet is to go with an app that’s simple and intuitive so even the less tech-savvy members of your team can get it up and running easily. For example, with RingCentral Video, users can quickly adjust screen sizes, view participants, and chat with individual attendees or the entire group with minimal instruction. 

2. Offer prospects and clients easy access to your video conferencing software

It’s one thing for your employees to use your video conferencing software, but what about your company partners or potential customers? Do they have to download software to join a meeting with you or use a specific device? During a busy workday, nobody wants to fuss with slow downloads or incompatible devices as these delays can really drag down productivity. 

Explore software that can be accessed from a wide variety of devices or applications. RingCentral Video is completely browser-based, meaning users don’t need to download any software. All they have to do is click the meeting link and join the call. It can be accessed from any device, mobile or desktop.

3. Make sure your solution is scalable and secure

Your team likely uses a variety of apps to get their work done, so you want to make sure that your video solution can play well with your existing software toolkit. Additionally, when you’re connecting with colleagues and customers virtually, your communications must be just as secure as an in-person meeting. 

RingCentral’s open platform currently offers more than 200 out-of-the-box business application integrations that let you schedule, host, or join meetings from apps like Microsoft 365, Google, and Salesforce. Additionally, RingCentral deploys best-of-breed network protections optimized for voice and data to help prevent service disruption, data breaches, fraud, service hijacking, and other security issues. 

4. Choose an all-in-one communication and collaboration solution

Hopping between video calling, messaging, and task management apps can be a productivity killer. If “app overload” is preventing your team from getting on board with your video conferencing solution, consider choosing an app that offers more communication and collaboration capabilities. 

With a single app for messaging, calling, and video conferencing, RingCentral users can launch meetings with the click of a button. This saves your team from having to jump between apps to hop on a call. It also ensures that no information gets lost in the process since all of your company’s communication is in one place. 

5. Identify power users and leverage them as advocates

Sometimes, the biggest barrier to software adoption is the simple fact that your employees may not see the benefit of switching to a new solution. To overcome this, it can be helpful to identify “power users” in your organization who can help you spread the video conferencing love throughout your organization and provide actionable tips and tricks.

For instance, these employee advocates could host a how-to webinar, offer office hour sessions, or simply be on hand to answer any questions that their colleagues may have about the software. If your employees won’t use a tool they don’t understand, offering a helping hand and walking them through it is a simple way to boost your software adoption rates. 

6. Opt for an enterprise-grade video conferencing solution

Nobody wants to go through the process of scheduling a video meeting, only to deal with technical snafus like a dropped call, frozen screen, grainy visual quality, or jittery audio. At the end of the day, you need your video conferencing solution to work—and work well. 

If video and audio quality are your top concerns, consider opting for an enterprise-grade video meeting platform that can handle all of your company’s communications without skipping a beat. Stick with video conferencing brands that are tried and tested, and provide high-quality 720p or 1080p resolution video. Consider the reputations of the providers you’re exploring, and make sure the provider can give you a walkthrough or demo of the video conferencing product.

Getting everybody on board with your video calling platform 

Keep in mind that communications software is just a tool. The right solution will do a lot of the heavy lifting but you will still need to make sure you set aside some time to empower everyone on your team to take ownership of the product and hold others accountable. A little planning and strategy can go a long way in ensuring your team loves your new software as much as you do. 

Want to learn more about how a seamless video conferencing experience can drive adoption at your organization? Learn more about RingCentral Video in our video below, and sign up for a demo today.

Originally published Apr 17, 2020, updated Jan 18, 2023

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