What is Managed Video Conferencing?
Managed video conferencing involves a company engaging a specialized provider to manage their video conferencing requirements. This provider is responsible for setting up the system, maintaining it, and providing technical support. The service guarantees high-quality audio and video, adheres to security protocols, and ensures a stable connection across various devices. This enables companies to concentrate on their core activities, while the provider enhances their video communication.
With the assistance of these services, businesses can concentrate on their primary tasks while utilizing specialized knowledge to enhance their video communication setup.
Benefits of Managed Video Conferencing Services
MManaged video conferencing services provide numerous advantages:
- Reliability: These services offer high reliability and consistent availability for video conferencing systems, reducing the risk of technical problems or interruptions during meetings.
- Security: They feature robust security measures, including encryption, secure authentication, and strict access controls to protect sensitive information shared in meetings. Collaborating with reputable providers like definIT can boost an organization’s operational efficiency, enabling them to concentrate on primary business activities.
- Integration: Managed services can seamlessly integrate with various systems such as calendars, email systems, and project management software especially if we are talking about marketing agencies.
- Cost Savings: Organizations frequently reduce expenses by contracting third-party providers to manage their video conferencing systems, rather than sustaining internal infrastructure and support teams.
- Access to Advanced Features: Managed service providers often include advanced functionalities such as virtual backgrounds, whiteboard features, and real-time language translation.
3 Models of Managed Video Services
The following outlines the three primary models for managed video services:
On-Premises Managed Services:
This model assumes that video conferencing service is deployed and operated within the organization’s own infrastructure. This way, the organization gains full control over the hardware, software, and network resources used for a video meeting. Managed service providers offer support, maintenance, and optimization services for on-premises video conferencing systems. While this model provides customization and control, it can require an initial investment in infrastructure and resources.
Cloud-Based Managed Services:
In a cloud-based setup, an outside provider hosts and manages the video conferencing service online. Organizations access this service via the Internet, and the provider handles maintenance, updates, security, and scalability. This arrangement allows organizations to concentrate on using the service efficiently. The model is adaptable and cost-effective, as companies only pay for their subscriptions. Cloud expenses are important since organizations pay solely for the services they utilize, making it an economical option. By optimizing cloud costs, businesses can adjust their spending by studying usage patterns and distributing resources as needed. This method ensures maximum efficiency without incurring costs for unnecessary capacity or features. Incorporating AI in SaaS platforms can further enhance this process by analyzing real-time data, predicting usage trends, and automating cost management strategies.
When evaluating cloud-based services, the SaaS procurement process is crucial. It aids organizations in selecting the right provider based on their specific needs, desired features, and budget limitations. By implementing a strategic procurement strategy, businesses can negotiate better pricing and ensure they receive the best value for their subscription, avoiding any unwarranted add-ons or features that do not align with their goals.
Hybrid Managed Services:
This approach merges on-premises elements with cloud services. Organizations keep certain video conferencing infrastructure in-house while leveraging cloud services for extra features or scaling capabilities. This method allows for customizing solutions to specific needs, tackling security issues, or complying with regulatory pressures. Businesses gain from having both local control and the scalability of the cloud, adapting their systems to suit their particular requirements.
How do managed video conferencing services work?
Managed video conferencing services work by outsourcing the setup, maintenance, and technical support of video conferencing systems to a specialized provider. Here’s how they typically operate:
- Initial Assessment: The managed service provider (MSP) begins by evaluating the client’s requirements. This includes determining the number of users, necessary features, existing infrastructure, and budget limitations.
- System Design and Implementation: Following the assessment, the MSP creates a customized video conferencing solution. This involves selecting suitable hardware, such as cameras and microphones, along with software that aligns with the client’s needs.
- Monitoring and Maintenance: The MSP persistently oversees the system’s performance to ensure optimal operation. They address technical problems, implement software updates, and conduct regular maintenance to minimize downtime and boost reliability.
- Performance Optimization: The MSP aims to enhance the system’s performance and user experience by adjusting network configurations, upgrading equipment, or incorporating new features to adapt to changing business demands.
How to Choose a Managed Video Services Provider?
Selecting a managed video services provider is crucial for setting up reliable and efficient video conferencing within your organization. Here are five specific tips to guide you in making an informed choice:
- Evaluate Your Requirements: Prior to making a choice, assess your organization’s particular needs for video conferencing. Consider aspects such as the number of users, preferred features (like screen sharing or recording), compatibility with current systems, and budget constraints.
- Check Technical Qualifications: Seek out a managed video services provider with a robust technical background and experience in deploying and managing video conferencing platforms. Examine their certifications, partnerships with leading technology providers (such as TrueConf, Zoom, or Microsoft Teams), and client feedback or case studies demonstrating successful implementations.
- Prioritize Reliability and Performance: When choosing a managed video service provider, it’s important to prioritize reliability and performance. Evaluate their infrastructure by examining network capabilities, cloud monitoring, and their use of data center reliability tools such as Nlyte. Additionally, review their backup systems to ensure seamless video conferencing experiences. Inquire about their uptime commitments, service level agreements (SLAs), and their strategies to manage potential outages.
- Consider Security Protocols:Verify that the managed video services provider applies robust security measures to safeguard customer data and privacy. Look for features like end-to-end encryption, multi-factor authentication, and adherence to industry standards such as GDPR or HIPAA. Utilizing a secure customer data platform (CDP) is an effective strategy to protect customer data, as it gathers and manages information from multiple channels and touchpoints.
Conclusion
Adopting managed video conferencing solutions brings numerous advantages for companies, such as enhanced productivity, better collaboration, and reduced costs across various departments and locations. By thoroughly assessing and aligning with specific organizational needs and goals, the appropriate managed video service provider allows businesses to maximize the potential of video communication technology. This results in smooth information sharing, fosters teamwork, and aids businesses in succeeding in an ever-evolving business landscape.
