Video Communication In The Workplace Guide

…the workplace becomes a great tool for effective communication. What is Video Communication? Video communication is the transfer of information through live video streaming, allowing you to interact with the…

Zight | October 01, 2022 | 10 min read time

Article Last Updated: July 29, 2023

Video Communication In The Workplace Guide

Whether you are managing remote teams or looking to close business deals overseas, video communication is vital for businesses. Of course, communication can be maintained in other ways, including emails, phone calls, and text messaging. But then, clearing doubts through messages or having your employees meet each time might not always be possible. In such cases, utilizing video communication in the workplace becomes a great tool for effective communication.

What is Video Communication?

Video communication is the transfer of information through live video streaming, allowing you to interact with the other party using both audio and video. Its main purpose is to allow participants to hold face-to-face meetings, regardless of where they’re located.

This type of communication can be used for routine meetings, negotiating business deals, product demos, and more. It’s also particularly convenient for users in different countries or cities since it saves on time, expenses, and hassles associated with travel.

The video communication and video conferencing concepts were way ahead of the technology of its day. It was first popularized in the late 1870s in Europe and the United States. During this time, video meetings needed high-end and expensive equipment, meaning only large companies used them.

In the late 20th century, video communication became widespread through the deployment of video-enabled mobile phones. Today, different video communication software offer features and tools that efficiently boost engagement, productivity, and promote collaboration. In addition, having most companies adopt the move to remote work, video communication is slowly becoming the new normal. 

Why is Video Communication in The Workplace The Best Tool For Your Team? 

Using Video communication in your business will help future-proof your workplace. Videos can be a great way to communicate with your employees, particularly if their work policies separate them by distance. 

There are many reasons why you should use video communication in your workplace:

1. It’s More Engaging than Audio Conferencing

Video conferencing requires a certain level of concentration that audio conferencing does not. For instance, during a video meeting, your employees or team members will have no choice but maintain virtual eye contact. This way, they have undivided attention, translating to higher levels of engagement. 

Again when the team members are visible, we are inclined to use the communication skills we use in face-to-face meetings.

2. It Provides Effective Communication

Since information is best understood when transmitted physically, video conferencing is the most efficient way for information dissemination, especially in workplaces. When on a video meeting, it’s as though you are at a physical meeting; you can make a physical presentation, record video calls, and share or store files securely.

Again, Research has shown that good visuals help your audience understand information faster. Therefore, using this communication style makes it easier for your employees to remember, understand, and implement the key takeaways in the meeting.

3. Its Cost-Efficient 

You can significantly eliminate travel costs while using video communication. Most of the time, you will require your team members to travel long distances for training, conferences, and business meetings. 

These in-person meetings can easily and effectively be accomplished via video communication. This way, you can save the money you would spend on your travels and still have face-to-face online communication.

4. It Helps Save Time

Studies have shown that using visual communication at a workplace helps each participant save six minutes and 43 seconds, which translates to 33 minutes and 36 seconds and 25 hours of added productivity in a year. Eventually, this yields in the handling of more tasks and improved profitability. 

5. Build Meaningful Relationships

Just like face-to-face interactions, using video communication in the workplace will help establish and maintain meaningful relationships. Via video meetings, tasks that are hard to handle can be tackled by team members jointly, enabling them to try different approaches, make suggestions and reach the bests solution. 

This is great for maintaining a good team rapport which also expands to projecting a unified organization. Again, video communication inclusion will improve communication and help develop a strong bond between the employees and the company.

With minimal friction between management and employees, job satisfaction will increase, leading to high workforce retention. Away from the human resource formalities, healthy work relationships also improve the personal well-being of your employees.

How Can Video Communication Be Used in The Workplace? 

As we have already established earlier in the article, video communication is a powerful medium of communication for the workplace. When used properly, it’s an excellent method of communicating information without diluting the message that is most vital to your firm. 

Here is how you can use video communication at your workplace:

1. Training 

Video communication in the workplace can be used as a medium for training your employees. Since gathering employees and bringing professionals or experts for training makes face-to-face training extremely expensive, video conferencing can come in handy. It provides a lower cost and easier-to-schedule option for both employees and trainers. 

2. Regular Meeting

You may also use video conferencing to conduct regular meetings with your employees or shareholders to discuss the latest activities in the workplace. In addition you can use the platform to announce any major changes or updates at the workplace.  

3. Executive messages

Instead of using memos, voicemails or static press releases to convey information, you can use video congress to send messages to your employees or customers. Video communication enables executive messaging to be delivered in a more precise format. It allows you to showcase resiliency, humanize your brand, and highlight transparency.

4. Job Interviews

High-quality communication solutions, like video conferencing, allow you to conduct an effective and substantial interview. Your company can enjoy cheaper hiring costs and have better engagement with interviewees using video communication. 

Not only will the meetings be cheap, but they will also be super convenient since you don’t need much preparation for the interviews. You can easily set up a virtual conference room using very little logistical resources and in a short period.

Video conferencing will also be advantageous to the candidates. They can diligently answer all questions without feeling tense as they are not sitting in front of a live panel.

5. Celebrating company successes 

Employee recognition plays a great role in employee satisfaction. Celebrating success in the workplace can improve morale and strengthen teamwork. Online parties and digital shout-outs are fun ways to acknowledge your employee’s achievements.

The Best Tools For Video Communication in The Workplace

There are lots of great video communication tools available today. Most of these tools are built-in to our smart devices, making them super convenient. While some offer quick and easy face-to-face meetings, others have extensive features and integrations with enterprise software suites. So regardless of your video conferencing needs, you are assured of getting one that meets your needs. 

However, you must ensure that your video communication software has all the necessary features for full collaboration and effective company communication. Here are the best video communication tools around right now. 

1. Zight (formerly CloudApp)

Zight (formerly CloudApp) is one of the best video communication tools for the workplace. It’s a tool that allows you to record your screen as a video, take screenshots and annotate them, create GIFs and share with anyone in your team.  It’s powerful features have made Zight (formerly CloudApp) the most preferred video communication tool used by over 4 million people and businesses worldwide. 

The plans start with a free tier. This allows for up-to 25 captures, 720p video quality and up-to 1 minute and 30 seconds recording length per month. The individual plan goes for $9.95 per month with unlimited captures and recording length. It also allows you to record a 4k video as the highest quality. The team plan has the same features, but allows you to have 3 users or more at $8 per month per user. Do you feel that those are not sufficient? Well, welcome to the enterprise plan that gives you more customized to your needs.

Key Features

  • Capture your screen instantly
  • Annotate your screen captures
  • Share your captures instantly
  • Upload large files (eg video recordings) and share them with a single link
  • Add your face and voice to the screen recordings
  • Add CTA buttons to your shares to encourage engagement
  • Customize your captures or recordings with your brand logo, comments, etc
  • SOC2 high security assured for the safety of your content

2. Zoom 

Zoom is a reliable video platform that powers all of your communication needs. It comes with four plans to meet the scale of your requirements. Independent contractors have a free version that allows you to connect with up to 100 participants per call. The amazing bit is that you can easily add the number of participants you want in your video conference as you grow your business.

Unlike other visual communication tools, Zoom Free allows you to start or join a meeting with flawless video, audio, and cross-platform instant messaging. Zoom is available for Windows, macOS, iOS, and Android. 

Key Features

  • Unlimited 1-to-1 meetings

  • HD video and audio

  • Instant screen sharing

  • Active speaker view

  • Simultaneous Screen Share

  • Automated recordings and advanced preferences

  • Downloadable reports and analytics

3. Google Hangouts

Google Hangouts is another visual communication tool developed by Google. This software allows users to start and join different communication channels. It’s easy to use and has no additional cost components. This is the ideal tool to use if you are new to video conferencing.

Hangouts are integrated into Google+ and Gmail. Mobile apps for Android and iOS devices are also available for better versatility. In a corporate setting, it can be implemented as a collaboration platform for meetings and interaction between you and your employees through HD video.

Key Features

  • HD Group Conferencing

  • Built-in screen sharing

  • Integration with other Google applications

  • Custom Control for Admins

  • Intelligent Muting

  • HD Group Conferencing and video calls

4. Cisco Webex

Although Cisco Webex is one of the most expensive video communication tools, it is worth investing in. With its webcasting feature, you can connect with up to 100000 people, and a single webinar can host up to 3000 people.

The fantastic bit is that the communication tool allows you to access background information about each participant before you begin a meeting. Additionally, it has an automated grading system and breakout rooms that will help you conduct effective teaching sessions.

Cisco Webex is ideal for businesses that need a whole gamut of digital collaboration services beyond video calls. 

Key Features

  • Best-in-class security

  • built-in intelligence that detects and removes background sound

  • Easy connectivity with the company’s line of hardware products. 

  • It provides 20 million video conferences a month.

  • Screen share 

  • File share and storage

  • Webex webinars are delivered reliably

5. GoToMeeting

Another video communication and web conferencing tool that ensures a quality experience is the GoTo Meeting. It provides all the necessary features for all your business needs.  Supporting between 150 and 3,000 audiences, this communication tool is packed with features to make your meetings organized and professional. 

Amazingly, you can launch meetings via your smartphone and even hand over control to any other participant. Participants can easily join a meeting via Android, iOS, and Windows Phone.

Key Features

  •  Custom meeting URL

  •  Dial-in conference line

  • In-app messaging

  • Screen sharing and whiteboards

  • Meeting transcription services

  • No meeting time limits

6. Skype 

Skype is possibly one of the most popular videos conferencing tools. It allows you to hold one-to-one and group meets with up to 50 people for free. Amazingly, this video conferencing software allows you, the presenter, to share your screens and multiple screens simultaneously. 

Again, its integration with Xbox and  Alexa makes it truly multi-functional. You can even make local and international conference calls or send SMS via the app at affordable rates.

Key features

  • Group calls to up to 50 people

  • Screen sharing options

  • Call recording

  • Screen sharing

  • HD video calling

Best Practices To Improve Video Communication in The Workplace 

A business’s internal communication quality often says a lot about the company. When there is poor communication, your employees will miss important information, projects fall apart, and engagement drags. 

Fortunately, there are plenty of tips to improve video communication in the workplace.

  1. Schedule regular team meetings. Essentially, the less your team talks, the less they will work together. Planning meetings every few weeks or months to discuss projects, leadership feedback, and future suggestions will help.

  2. Simplify your employee video experience. Preparing a schedule and sharing it before the meeting is a tip that will help your employees know exactly what will be discussed in the meeting.

  3. Get good video communication tools. The first step to an outstanding video conferencing experience is to have the right tools. You can add many different types of tools to your video conferencing setup, so pick one that suits your company best.

  4. Get to Know People on a Personal Level. Knowing your employees personally increases your compassion and connection with your team members. 

  5. Appoint someone to coordinate the meetings.  Having someone to be in charge of the meetings will help. For instance, you can entrust a colleague with expertise in the subject that you want to be discussed in the meeting.

  6. Ensure the tech is working properly. To ensure that the meeting starts on time and runs smoothly, it is necessary to ensure the conferencing service is working well before the meeting begins.

  7. Keep it professional. Although talking about personal issues between meetings is okay, focusing on the main topic is important and avoiding non-work-related talks.

  8. Keep everyone muted. Background noises tend to be distracting during a video conference. That’s why all participants should turn their audio off when they aren’t talking.


Video communication in the workplace is a communication method that is continuously being adopted around the world. 

In this article, we have covered everything including the reasons why you need video communication, how you can use video communication in your company, some of the top tools in the market to help you get started and the best practices to set up your team properly for video communication success.

Remember, Zight (formerly CloudApp)’s top-tier features help you to launch your video communication policy hassle-free. The Zight (formerly CloudApp) tool will easily record your screen while adding your face and audio, allow you to take screenshots, annotate them, and share them with your team instantly. Sign up today for free or request a demo to see how you can supercharge your team’s communication today.


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