6. One-stop shop and the gateway to other apps
Access to apps within a video conferencing platform may be difficult for organizations to grasp the benefit of, but Microsoft Teams provides this access. Teams provide support for various tools from within the UC platform, eliminating the need for users to leave the app to connect to tools like a CRM system, Microsoft SharePoint, or Microsoft Planner. Users who want to reduce app switching and have quick access to apps and services within the video conferencing tool may find this method appealing.
Video conferencing Software Drawbacks
Despite the numerous benefits of video conferencing software, these platforms continue to provide issues to enterprises, particularly content managers and compliance officers. Six issues are raised by video conferencing software.
1. Lack of personal interactions
Meetings through video conferencing can feel impersonal. Employees communicate via displays even when a video is enabled. Employees may struggle to get to know their coworkers, managers, or clients and create personal connections with them due to a lack of personal connections and face-to-face contact.
2. Network connectivity issues
Offices often have stable network connectivity as well as backup solutions in the event that the Wi-Fi network fails. Backup alternatives for home networks are uncommon. These networks were also not designed to support the same activities as office networks, including video conferencing. Thus they may fail to owe to capacity constraints if, for example, numerous individuals are participating in video conferences at the same time. Lagging video or audio, as well as dropped calls, can be caused by home networks.
3. Securing meetings
In 2020, hackers took advantage of the rising use of video conferencing to escalate their attempts to enter and interrupt meetings in order to sow mayhem. Zoom, for example, came under fire for multiple reported conference interruptions caused by internet trolls, which made many IT directors concerned about the security of corporate meetings.
Following these attacks, security became a higher priority. Many video conferencing apps have precautions to guarantee that only authorized attendees can join private corporate meetings, such as the usage of passwords to access meetings and waiting rooms, so guests aren’t automatically allowed in without the organizers’ agreement. These characteristics have aided in addressing some serious security concerns.
4. Complying with laws and regulations
Organizations are concerned about compliance since, depending on the state, recording some meetings without the consent of all attendees may be illegal. To remedy this, Microsoft Teams and Zoom include audio announcements to confirm the recording of the meeting. This feature is customizable. In addition, organizations must deal with the issue of storing and archiving recorded content.
Healthcare organizations, for example, must keep patient data for seven to twelve years, depending on the circumstances. Healthcare organizations must also store patient data in accordance with HIPAA laws.
5. Organizing newly created data
As businesses consolidate and classify information available to consumers, newly created content from recorded meetings brings new issues. Some video recordings may be used as instructional materials, while others may be project reviews or team huddles.
Content managers, regardless of content type, must plan and define data governance to guarantee that information is secure and easily accessible when employees need it.
6. Creating policies
Content managers must plan for new content types and sources. Content managers should develop new sets of policies, which they should then apply and implement on the newly created video, audio, and text files from the meetings.