Online Video Conferencing System

How to Set Up an Online Meeting System

Globalization is an inevitable process of integration. Therefore, boosting efficiency and expanding communication methods are key factors for businesses to grow—both in the Vietnamese market and internationally. This is also why online meeting systems are increasingly prioritized as a strategic investment to transform traditional working styles, aiming for maximum efficiency and time savings.

What is an Online Meeting System?

An online meeting system is a form of meeting conducted via dedicated hardware or software through the Internet. Its purpose is to reduce costs and shorten the time required to organize meetings for companies and enterprises. In other words, online meetings involve transmitting audio and video between two or more connection points via network infrastructure, enabling the image and sound signals from meeting rooms in different locations to be linked—creating the experience of sitting in the same room. This helps save time and operational budgets for the company.

Promoting the Use of the National Digital Platform for Next-Generation Online Conferencing

How Many Types of Online Meeting Solutions Are There?

Hardware-Based Online Meeting Solutions:
These involve using dedicated video conferencing equipment that integrates specific features designed for online meeting rooms. Some well-known and reputable brands include AVer, Polycom, Cisco, Tandberg, Sony, etc.

Software-Based Online Meeting Solutions:
These are software platforms such as Skype, Google Hangout, or cloud-based services, which can be installed on selected hardware platforms to set up a video conferencing system. This solution allows flexible deployment on endpoint devices like PCs, laptops, smartphones, etc.

Web/Cloud-Based Online Meeting Solutions:
Users only need to register for a service from a cloud provider. The service will offer all features of a professional video conferencing system. With just a PC, laptop, or smartphone, users can join online meetings with partners or clients from anywhere.

Point-to-Point Online Meeting Solution (2 Points):
This solution is designed for organizations and businesses that need to hold meetings between two offices or branches located in different places. It can be applied to meeting rooms of any size, connecting up to two locations, with no limit on the number of participants.

4-Point Online Meeting Solution:
A solution that meets the simultaneous multi-point connection needs of corporations or large enterprises with 3 to 4 branches or offices in different locations.

6-Point Online Meeting Solution:
This solution allows an organization or business to simultaneously connect six branches or offices in a single online meeting.

10-Point Online Meeting Solution:
This solution supports simultaneous connections of up to ten branches or offices. However, to connect more than ten locations, the video conferencing system requires higher-spec equipment, typically using an MCU (Multipoint Control Unit) or central control device.

How to Set Up an Online Meeting Room

Each online meeting room consists of a core set of equipment: a codec, a conferencing camera, and an omnidirectional microphone. You’ll also need a display screen—such as a TV or projector—to show the video feeds between meeting points.

To set up an online meeting room, the first step is to clearly understand your usage needs:

• How many office branches will be participating?

• What is the maximum number of participants per location?

• Do you need to meet with partners or clients? (If so, you should clarify what video conferencing solutions they are using to ensure compatibility.)

You should also evaluate your existing IT infrastructure, especially network bandwidth. Additionally, define any specific requirements such as:

• Content sharing features

• Number of display screens to share content on

• Need for meeting content recording

• Speaker tracking camera functionality

Ultimately, setting up an online meeting system depends heavily on your business needs and investment budget. Each use case may require different types of equipment, with many options available from brands like AVer, Polycom, Cisco, and more.

Pros and Cons of Online Meeting Systems for Businesses

Advantages:

• Online meetings help businesses save time, reduce travel costs, and cut operational expenses.

• Presentations, data, and videos can be shared simultaneously across all meeting points through the online meeting system.

• Maximizes work productivity while minimizing travel costs and saving time.

• Online meeting systems enable fast and accurate information processing. They ensure clear communication with high-quality audio and video.

• Businesses can quickly and punctually set up meetings.

• With outstanding security, stability, and the ability to store complete meeting content, the system offers a reliable communication solution.

• It helps companies reduce budget costs, ensures operational stability, supports brand development, and enhances relationships with clients and partners.

• Allows businesses to respond to partners and customers quickly and accurately.

Disadvantages:

• High initial investment costs for online meeting systems.

• Due to the complexity and advanced features of the equipment, technical issues may require highly skilled technicians.

• Skilled technicians are essential when equipment malfunctions occur.

Fields of Application for Online Meeting Systems

• Business sector: Strategic meetings, remote staff training, operational guidance, etc.

• Politics and government: Enhances communication between citizens and government agencies or representatives.

• Real estate: Virtual meetings with clients and partners across locations.

• Education: Conducting internal training and improving the effectiveness of remote learning programs.

• Healthcare: Medical consultations, knowledge exchange, surgical guidance, and remote healthcare services.

• Art and film industry: Short-term acting courses or international film direction training programs.

• Online meeting systems are also widely applied in other fields requiring real-time communication through audio and video exchange.

Online Meeting System Equipment Pricing

Understanding the benefits of online meeting system solutions often leads users to assume a high investment cost—but that’s not entirely accurate. Today, a wide range of devices is available to suit different budgets and needs, from tens of millions to hundreds of millions of VND, depending on the system’s configuration, features, and number of meeting points required.

To get a specific quotation, you should contact professional consulting units for advice and tailored pricing based on your implementation needs. With over 7 years of experience, BPO.MP is ready to recommend the most cost-effective solution while ensuring optimal performance for your business.

Additionally, we recommend that you try out demo products before investing. This will minimize risks and help you choose a system that delivers the highest efficiency upon deployment.