What is Managed Video Conferencing?
Managed video conferencing refers to the outsourcing of video conferencing services to a specialized provider, who oversees the setup, maintenance, and technical support of the conferencing system. This includes ensuring high-quality audiovisual performance, security regulations, and seamless connectivity across different devices. With the assistance of these services, businesses can concentrate on their primary tasks while utilizing specialized knowledge to enhance their video communication setup.
As an illustration, consider a multinational enterprise choosing managed video conferencing services to link its global teams. By delegating the oversight of their conferencing setup to a dedicated provider, they guarantee consistent and dependable communication across various time zones and geographic locations.
Benefits of Managed Video Conferencing Services
Managed video conferencing services offer several benefits, including:
- Reliability: Managed services ensure high reliability and uptime for video conferencing systems, minimizing the risk of technical glitches or interruptions during meetings.
- Security: These services integrate a range of robust security measures, including encryption protocols, secure authentication techniques, and strong access controls to safeguard confidential data exchanged during meetings. By outsourcing these services to trusted partners like definIT, organizations can enhance overall operational efficiency and focus on core business functions.
- 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 services providers often offer access to advanced features and functionalities such as virtual backgrounds, whiteboarding, 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 the cloud-based approach, a third-party provider hosts and oversees the video conferencing service in the cloud. Organizations connect to the service over the Internet. The provider takes care of maintenance, updates, security, and scalability, allowing organizations to concentrate on utilizing the service. This model provides flexibility and cost efficiency, with organizations paying solely for subscriptions. Cloud cost becomes a significant factor in this model, as organizations only pay for the services they use, making it a more budget-friendly option. Through cloud cost optimization, businesses can further fine-tune their spending by analyzing usage patterns and scaling resources accordingly. This ensures they maximize efficiency without overpaying for unnecessary capacity or features. When evaluating cloud-based services, the SaaS procurement process becomes essential, helping organizations select the right provider based on their specific needs, desired features, and budget. By taking a strategic approach to procurement, businesses can also negotiate better pricing and ensure they are getting the best value for their subscription, avoiding any unnecessary add-ons or features that don’t align with their goals.
Hybrid Managed Services:
The hybrid model integrates elements of both on-premises and cloud-based services. Organizations maintain certain video conferencing infrastructure on-premises while utilizing cloud-based services for additional functionalities or scalability. This model allows flexibility to mix and match solutions based on specific needs, security concerns, or regulatory requirements. Organizations can leverage both on-premises control and cloud-based scalability, tailoring their system to meet their needs.
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) assesses the needs and requirements of the client organization, including the number of users, desired features, existing infrastructure, and budget constraints.
- System Design and Implementation: Based on the assessment, the MSP designs a customized video conferencing solution tailored to the client’s specifications. This includes selecting appropriate hardware (such as cameras, microphones, and displays) and software.
- Monitoring and Maintenance: The MSP continuously monitors the performance of the video conferencing system to ensure optimal operation. This includes troubleshooting any technical issues, applying updates and patches, and conducting routine maintenance tasks to prevent downtime and ensure reliability.
- Performance Optimization: The MSP continually optimizes the video conferencing system to enhance website performance and user experience. This may involve adjusting network configurations, upgrading hardware components, or implementing new features to meet evolving business needs.
How to Choose a Managed Video Services Provider?
Choosing the right managed video service provider is critical to establishing reliable and effective video conferencing in your organization. Here are five specific recommendations to help you make an informed decision:
- Evaluate Your Requirements: Before making a choice, assess your organization’s specific requirements regarding video conferencing. Take into consideration factors such as the quantity of users, desired features (such as screen sharing or recording), compatibility with existing systems, and financial limitations.
- 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: Reliability and performance are critical aspects when selecting a managed video service provider. Evaluate their infrastructure, including network capabilities, cloud monitoring capabilities, their use of data center reliability software like Nlyte, and backup measures to ensure your video conferencing runs smoothly. Ask about their uptime guarantees, service level agreements (SLAs), and strategies for dealing with potential outages.
- Consider Security Protocols: Ensure that the managed video services provider enforces strong security protocols to protect customer data and privacy. Seek out features such as end-to-end encryption, multi-factor authentication, and adherence to industry regulations such as GDPR or HIPAA. An effective method for protecting customer data is utilizing a secure customer data platform (CDP), which gathers and manages customer information from various channels and touchpoints.
Conclusion
Providing managed video conferencing solutions offers many benefits to businesses, including increased productivity, improved teamwork, and cost savings across departments and offices. Through careful evaluation and alignment with specific enterprise requirements and goals, the ideal managed video service provider enables companies to maximize the potential of video communications technology. This promotes seamless information sharing, encourages teamwork, and helps businesses thrive in an ever-changing business landscape.
