Purchasing Timeline for Video Conferencing Solutions

Purchasing Timeline for Video Conferencing Solutions

The successful implementation of the best video conferencing solution requires strategic planning to enable the optimization of this fairly robust communication method. An ideal timeframe to begin planning the purchase of such a solution is six months before procuring this equipment, and it requires careful consideration of the following factors.

What Are the Technology Requirements for Video Conferencing Solutions?

Video conferencing solutions depend highly on specific technical requirements that must be considered before implementation. These requirements include codecs used for audio and video compression, types of networks and protocols for transmitting data, and software and hardware components required to set up a video conferencing system.

Codecs are responsible for compressing audio and video data and transmitting them over the network. The most used video codecs include H.264, VP8, and VP9, while G.711 and G.722 are commonly used audio codecs.

Video conferencing solutions use protocols such as SIP (Session Initiation Protocol), H.323, and WebRTC (Web Real-Time Communications) to transmit data over the network. These protocols allow for seamless communication across different networks and devices.

Regarding hardware, video conferencing solutions require a camera, microphone, and speaker to capture and transmit audio and video data. These components of a video conferencing solution can be integrated into a single device or purchased separately. In addition, a display or projector is needed to view the remote participants.

The software required for a video conferencing solution includes the application for initiating and managing the call and any supporting software for scheduling and recording meetings. A video conferencing solution can be hosted on-premise or in the cloud, with cloud-based solutions providing greater flexibility and scalability.

Successful video conferencing solution procurement requires careful consideration of these technical requirements to ensure smooth communication and optimal performance.

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What Are the Different Types of Video Conferencing Solutions?

Two main categories of video conferencing solutions available are cloud-based and on-premise, each with advantages and disadvantages.

Cloud-based video conferencing solutions are hosted on the internet by a third-party service provider. These solutions offer the advantage of being accessible from anywhere with an internet connection and require minimal hardware investment. They also often come with collaboration features such as screen sharing and recording, making them ideal for remote teams. The provider is responsible for maintaining and updating the software, which ensures the solution is always up-to-date with the latest features and security protocols. However, since the solution is hosted in the cloud, there is a risk of connectivity issues and data security concerns.

On the other hand, on-premise video conferencing solutions are hosted on a company's servers and network. This type of video conferencing solution provides more control over the software and data security, as it is all managed in-house. It also allows for customization and integration with existing communication systems. However, on-premise video conferencing solutions require a significant upfront investment in hardware and maintenance costs. They also require IT expertise to manage the system, which may only be available for some businesses.

Choosing cloud-based or on-premise video conferencing solutions will ultimately depend on a company's needs and resources. While cloud-based solutions offer flexibility and minimal upfront costs, on-premise video conferencing solutions provide more control and customization options.

Feasibility of Your Video Conferencing Solution

One of the initial and essential determinants for purchasing video conferencing solution equipment is the overall benefit of its addition to an enterprise. Potential video conferencing solution buyers should first determine the practicalities of such a solution while considering critical economic concerns such as cost for capital outlay, its effect on sales and revenue, ongoing costs associated with a video conferencing solution, ROI, and other monetary factors which will confirm or deny the need for such a video conferencing solution.

Technological Compatibility

Once the feasibility of a video conferencing solution is ascertained, the next step (approximately 5-6 months before purchase) is gauging and preparing for the technical requirements of this projected addition. It is essential to effectively measure and organize a company’s bandwidth capacity to meet current video conferencing solution standards, typically ranging from 256kbps to upwards of 1Mbps. It’s equally necessary to prepare the LAN environment and ensure WAN performance, which is essential for allowing traffic prioritization of multi-site conferencing, dedicated connectivity, and MPLS.

Vendor Selection

An enterprise should begin selecting a video conferencing solution vendor approximately three months before purchase. Important determinants in choosing a video conferencing solution vendor include assessing the needs for this solution, which may consist of what specific use the videoconferencing will be put towards, what sort of conference options will be utilized the most, and ascertaining which systems potential video conferencing solution partners are using and their compatibility. A high definition is an option many enterprises may want to consider, as it can significantly increase the effectiveness of video conferencing solution technology. Other vital factors to consider during video conferencing solution vendor selection are ease of integration of solution integration with a company’s other communication systems.

End User Training

Once a vendor and a product have been selected, it’s never too early to begin training staff using this technology. Training to use a video conferencing solution should start no less than two months before purchasing it and involve IT departments and those who will be utilizing the solution.


Approximately a month before purchase, the logistics of the video conferencing solution should be considered and tended to. Logistical concerns include room selection for meetings, considerations of light and sound (such as curtained windows and HVAC noises, respectively), and the setting up of displays to optimize viewing distance and visual cues.

What Are the Security Risks of Video Conferencing?

The COVID-19 pandemic led to a significant increase in the use of video conferencing solutions, and with that comes increased security and privacy concerns. As more and more people are working remotely and conducting sensitive meetings via video conferencing, it has become essential to ensure that these meetings are secure and private.

One of the most significant concerns is the potential for unauthorized access to video conferences. Hackers can use various techniques, such as phishing, brute-force attacks, or software vulnerabilities, to access video conferences. Additionally, there is the risk of sensitive information being intercepted and recorded by third parties.

Ensuring that the video conferencing solution being used has adequate security features is crucial to mitigate these risks. This can include end-to-end encryption, password-protected meetings, and the ability to lock meetings to prevent unauthorized access. Using strong passwords, keeping software updated, and avoiding sharing meeting links publicly is also essential.

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