What is video conferencing (VKS)? It is a technology for remote communication of users using video and audio signals. At the initial stage of VKS, transmitted data is recorded using a video camera and a microphone. Then this data is processed by codecs (coders/decoders) for encoding, compression, and transmission in this form over the World Wide Web. Upon reaching the receiving side, decoders decrypt the compressed video and audio signals and output them for playback on a screen and loudspeakers.
The first systems of this type of communication were very expensive and were used only by government and military structures. The coronavirus pandemic gave a powerful impetus to the development of these technologies.
Main components of a VKS system
Modern online communication systems use advanced hardware and software tools.
Hardware solutions
These include PTZ cameras with remote control – pan, tilt, and zoom. Among microphones, models with noise reduction and adjustable capture radius are popular. Examples include ITC microphone systems. In large rooms, the image is displayed on a video wall or projected. For high-quality sound playback, active speakers (with built-in amplifiers) are often used. Among manufacturers of online communication equipment, ITC cameras, microphones, and acoustic systems, as well as Fanvil and Value Telecom SIP phones and headsets, enjoy an impeccable reputation.
Software
Specialized software, called platforms, manages connections, records meetings, shares screens, and exchanges files. Examples include Zoom, Microsoft Teams, Cisco Webex, and others (see below). The first two platforms can also work together.
Network equipment
Stable data transmission through local networks or the internet is ensured with routers, switches, and access points. Government and corporate structures use VPNs or secure communication channels.
Servers and cloud solutions
Servers or cloud platforms are used for data management, storage of recordings, and providing additional features (such as subtitles or analytics).
Ways to organize VKS
There are four formats for implementing video conferencing.
1. Hardware (local)
The main channel of information transmission/reception in this format is local network applications. H.323 protocols and standard hardware codecs are used. The lack of internet connection ensures information security, which is especially in demand in government structures.
2. Software
The software format of VKS uses TCP/IP as the main network protocol. Data transformation is handled by standard codecs. A regular web browser, camera, and microphone can be used for work. Software-based communication is cheaper than hardware-based.
3. Cloud
This format assumes renting computing resources from cloud service providers instead of purchasing and maintaining your own equipment. This rental (for example, a subscription) is paid for by the user. No other financial costs are incurred, making this format the most economical. Connection with the provider is established from regular PCs. Most platforms – Google Meet, GoToMeeting, Skype – are cloud-based.
4. Hybrid
The combination of cloud solutions with standard local protocols is the essence of the hybrid format. Video and audio signals are transmitted both via the internet and through internal communications. Hybrid communication is optimal for large companies with distributed structures.
Areas of application of video conferencing
VKS is a convenient solution for holding online meetings, presentations, and negotiations with business partners, as well as in education. For example, VKS allows companies with a wide network of foreign and regional branches to significantly reduce travel expenses. VKS is effective in combination with messengers, email, CRM, and other corporate tools.
Government structures
VKS is widely used by defense, emergency, and law enforcement agencies of state administration. For example, the Ministry of Emergency Situations uses video conferencing to coordinate rescue operations in real time. In justice, online communication allows detained citizens to appear at court hearings without being transported to the courtroom.
Education
Distance learning has become a common format in higher and secondary education. Platforms for such learning are maximally close to traditional lessons in classrooms and auditoriums. For example, in the online school Mind, the teacher sees all students on screen and can address any of them. The whole class hears the student’s answers. However, students do not see each other. They can start a video or chat conversation only with the teacher’s permission.
Medicine
Telemedicine has opened new opportunities for patients living in remote and hard-to-reach areas. The same applies to people with limited mobility. Thanks to online communication, these categories of the population gained access to qualified medical care without the need for a time-consuming personal visit to the doctor.
Recruiting
HR specialists use VKS to conduct interviews with job candidates, including those located in other regions.
Advantages of video conferencing
The main advantages of VKS include:
- high productivity;
- reduced travel and conference room rental costs;
- overcoming geographical barriers;
- ensuring constant remote interaction and effective teamwork.
Security of video conferencing
When using VKS, security threats may come from both participants and hackers.
Participants: a particular danger is the obsessive desire of some people for virtual self-assertion. Publishing screen recordings of a conference participant on the internet without the organizer’s permission can lead to a leak of confidential information. Another possible situation is the participation of company specialists whose workplaces contain classified information. Therefore, before an online meeting, the camera should be adjusted to a minimum field of view and the desk should be cleared of unnecessary items.
Hackers: this may be a phishing (fake) site where an unsuspecting user enters confidential information. Hackers can also gain access to VKS if organizers do not protect the meeting with a password, do not check the list of participants, and use vulnerable software.
Ways to protect:
- regularly update software only from official sources;
- use antivirus programs;
- enable two-factor authentication and use different passwords for different services;
- change passwords at least once every six months.
Security of cloud solutions
When choosing a cloud provider, one should ask whether it provides backup of corporate data in case of a system failure or cyberattack. Information security specialists recommend constantly monitoring cloud traffic to detect threats in time. It is necessary to ensure data encryption at the database level and during transmission to minimize damage even in the event of a leak.
How to choose a platform for VKS
Before choosing a specific video communication platform, it is necessary to clearly understand for what purposes it is being acquired.
Features of the client company
It all depends on the scale and infrastructure of the company. In small organizations (up to 50 employees), simple solutions with basic functions that work without complex IT infrastructure are usually sufficient. Medium-sized companies (50–500 people) often use corporate platforms with integration into internal systems and support for up to 100 participants simultaneously. Large corporations (over 500 employees) with distributed infrastructure and branches require scalable solutions or specialized VKS systems.
Type of system
For small (up to 150 employees) and medium (up to 250) companies, cloud platforms can be recommended as the simplest and most economical. Government agencies and companies with increased security requirements are better suited to local platforms that support end-to-end encryption and international equipment certification. Hybrid systems can combine the strengths of both cloud and local systems.
Integration and scalability
It is advisable to make sure that the system supports integration with the software used (for example, CRM). The system used should provide for the growth of the client company. Modernization of equipment or software should not disrupt the normal operation of the platform.
Ease of use and technical support
VKS platforms are tools for employees of the client company. They should have a user-friendly interface and intuitive management. Simplicity of the platform should be complemented by reliable technical support. If a trial period is available, it is advisable to test it. When training users, the resources of the client company should be clearly understood.
Overview of popular video conferencing solutions
The most common foreign VKS platforms and, in more detail, one domestic development will be briefly considered below. It has cases with companies of different scales and in different economic sectors. It should be noted that installation and configuration of video conferencing systems should be carried out by professionals. Incorrectly installed or configured equipment can cause failures in the subsequent functioning of the system.
Zoom
VKS participants on the Zoom platform work on their PCs and smartphones. They can make their screen available to other participants and collaboratively edit projects. In the team chat, files can be exchanged, records archived, and history viewed. Each participant can set an individual screen background and use a built-in noise reduction option to improve sound quality.
The free version of the service allows 40-minute video sessions for one hundred people. This is quite enough for hybrid work and training by SMB companies.
There are also three paid plans. By paying $149.9 per year, subscribers of the plan are freed from time restrictions (with the same number of participants). Additional preferences – 1 GB in the cloud for recordings and the ability to broadcast video conferences on social networks. The Business plan for $199.9 expands the number of participants to 300, and the Enterprise plan for $240 – to 500 people. It also provides access to a number of administrative functions.
Skype and Teams
The well-known Microsoft service supported group calls of up to 50 people. Users without Skype installed could also be invited to a meeting. The application had screen sharing, background editing, chat recording, and subtitle features. The paid version, integrated with Office, allowed inviting up to 250 people into a video chat and had more reliable security settings.
However, this communication application became obsolete and was officially closed on May 5 of the current year. Contacts and user accounts of Skype were inherited by the Microsoft Teams application, which replaced it. It is designed for organizing mass meetings with up to 10,000 participants. The basic tariff of ₽360 per month, starting after the trial period, allows video conferences for up to 300 people and provides 1 TB of cloud storage.
Google Meet
This service, previously called Google Hangouts, is part of the Google Workspace cloud office platform. Meet is focused on business use. The service can simultaneously serve a large number of users and includes a number of intelligent features.
Meet is available in web and mobile versions and is compatible with any video conferencing equipment. Every Google account holder has access to a free Meet plan, providing a one-hour VKS for 100 participants. Business Standard plan subscribers for $10 get the ability to connect with 150 people and 2 TB of storage. In Business Plus for $18, these capabilities expand to 250 people and 5 TB.
GoToMeeting
This platform allows meetings to be password-protected. It integrates with Outlook, Google Calendar, the Salesforce CRM platform, and the corporate messenger Slack. The VKS service from LogMeIn is available in free, professional, and business versions. The number of participants in video conferences for them is 150, 250, and 3000, respectively. A professional subscription to the GoToMeeting service will cost the user $12 per month, while the business tariff will cost $16.
eXpress
eXpress — a corporate communications and mobility platform from Russian developers. It is a cross-platform multifunctional application (superapp) that includes video conferencing, a corporate messenger, email, and Smart Apps business solutions. Currently, about two million people use the superapp.
In eXpress, applications, documents, and business tools are available without switching, both in cloud and on-premise deployment. Users can receive a superapp adapted to specific industries and IT architecture, corporate style, and business tasks of the customer. The platform meets all requirements for cyber resilience and information security. Certification by FSTEC and inclusion in the register of Russian software confirm this.
Video conferencing in eXpress
VKS in eXpress works natively and does not require the installation of additional applications. Up to 256 participants can take part in a meeting with access to all the usual functions for team meetings. These include auto-correction of video quality, participant rights management, hand raising, and background blurring. The conference is launched from the "Calls and conferences" section or from a chat – personal or group. An invitation to the meeting is sent to participants, and guests can join without registration and without installing the application.
Scheduling meetings in eXpress is done in the corporate calendar or within the platform. The initiator can schedule an event by sending invitations via email or within the platform, as well as by selecting participants from the internal directory. Reminders are automatically sent via a chatbot in the superapp.
For frequent meetings in eXpress, a virtual room can be reserved with a permanent connection address, saved access parameters, and a permanent password. Meeting recordings are saved as files. A special bot sends them in a separate chat to all participants after the conference ends.
Advantages and disadvantages of video communication built into the superapp
The advantages include:
- simple interface for calls in a dedicated tab, calendar, or directly in chat;
- information encryption and user authentication using several algorithms, and access management within a unified information security policy;
- single interface, simplifying employee training;
- automatic recording.
VKS inside the superapp also has some disadvantages:
- dependence on the main platform of the superapp;
- intra-corporate video communication may be inferior in capabilities to standalone platforms (in particular, in terms of the number of participants).
How to choose the right video conferencing (VKS) system
The choice of a video conferencing system directly depends on the tasks, scale, and strategic priorities of the company. First of all, it is important to determine the level of data protection and analyze the key usage parameters:
- the expected number of conference participants;
- the need for regular use of video (not just audio);
- average duration of video calls;
- the main format of events — internal meetings, client negotiations, or large-scale webinars;
- potential consequences if employees, partners, or the audience suddenly lose access to the service.
Different goals require different solutions: a platform for client negotiations, internal team meetings, or online training — each of them involves its own set of functions, interfaces, and technical characteristics.
If data confidentiality is critical for the business or there is a high probability of failures in external services, it is worth considering the implementation of a corporate VKS system. This approach provides greater control over data and connection stability compared to public cloud platforms.
Convenience aspects are no less important: intuitive interface, ease of connection, the ability to quickly start a meeting directly from the address book without having to send links. Modern systems allow you to automatically record sessions, store them in a secure archive, and convert speech into text — this simplifies further work with information and reduces the risk of losing key decisions.
Today, there are many solutions on the market — from cloud services to complex corporate platforms. At the same time, technology continues to evolve: new functions appear, connection quality improves, and opportunities for collaboration expand. According to analysts' forecasts, demand for video conferencing services will continue to grow steadily in the coming years.
Modern VKS is no longer just a tool for video
