Develop a Video Conferencing Strategy

Seeing is believing: understand the future of face-to-face communications before selecting a video conferencing solution.

Your Challenge

  • Many organizations are considering IP video conferencing as a means to reduce the cost and impact of travel for meetings.
  • With the advent of desktop and mobile video conferencing capabilities through Unified Communications technologies, room-based or dedicated video conferencing systems are not the only visual communication option available.
  • This solution set focuses on the key elements of selecting a video conferencing system, whether as a standalone, or as a component of a pervasive video communications strategy.

Our Advice

Critical Insight

  • A room-based video conferencing system is not the only option that can be chosen to avoid travelling; organizations must understand the needs of those workers who travel regularly to determine which video conferencing requirements exist.
  • Implementing room-based video conferencing systems within the context of a pervasive video communication strategy offers the greatest opportunity to reduce travel costs and improve productivity through enhanced communication.

Impact and Result

  • Develop a strategy that highlights the costs of not pursuing video conferencing, complete with a supporting financial analysis and project proposal.
  • Maximize the value of investments in video conferencing by targeting specific use cases, right-sizing the chosen endpoints to the specific use case, and leveraging large-screen displays to enhance communication and collaboration when video conferences are not in progress.


  • New Hanover Regional Medical Center
  • Pembina Trails School District
  • TenCate
  • 167 professionals contributed information that assisted with the development of this solution set.

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Get to Action

  1. Understand video conferencing technology and the elements of a visual communication strategy

    Develop a plan for investing in video conferencing technology.

  2. Capture and compare the costs of travel against the costs of video conferencing systems

    Build a business case to demonstrate the value of investments in video conferencing technology.

  3. Present the case for video conferencing to decision makers

    Get buy-in for the video conferencing strategy.

  4. Solicit vendors for a video conferencing project

    Issue a custom video conferencing RFP.

  5. Shortlist video conferencing RFP respondents

    Evaluate RFP responses and capture scoring information.

  6. Conduct a live demo to verify proposed system functionality

    Put each shortlisted vendor through the same demo of video conferencing system capabilities.

  7. Detail the financial impacts of a video conferencing investment

    Capture project costs and benefits, and demonstrate the three-year TCO and ROI.

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Our analyst calls are focused on helping our members use the research we produce, and our experts will guide you to successful project completion.

  • Book an Analyst Call on this topic. You can start as early as tomorrow morning. Our analysts will explain the process in your first call.
  • Get advice from a subject matter expert. Each call will focus on explaining the material and helping you to plan your project, interpret and analyze the results of each project step, and setting the direction for your next project step.

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