Common video conferencing problems and how to solve them

First Published:

Updated 27th April 2023
Audio Solutions, Meeting Room Tips

Video conferencing has transformed the way we work. It has enabled businesses around the globe to facilitate real-time, visual communications with associates, employees and customers from entirely different locations with ease.

In addition to increasing productivity, video conferencing allows for significant time and monetary savings, which contribute to an organisation’s profitability and success.

As hybrid working is the new norm, speaking to your team – whether at home or in the office – is key, but frequent problems with video conferencing can make this difficult. Technical glitches and software issues are some of the most common video conferencing problems and can result in an incredible amount of lost time and money.

Below, we’ve shared some commonly encountered video conferencing issues and how you can solve them.

AV tech in meeting room

Common video conferencing problems

The audio quality isn’t up to scratch

If users cannot hear one another when using a video conferencing solution, productivity levels during a meeting will decrease.

Choppy, delayed and echoing audio can leave participants frustrated, especially if they’re at home and are unable to contribute effectively or remain invested. It can make you look and feel unprofessional, and even mean some members of your team could neglect the system in the future – leading to a wasted investment. 

To fix audio, ensure you have equipment designed to enhance online communication for all participants. Acoustic kits, such as sound totems, for example, absorb sound reverberation and help minimise audio disruptions associated with background noise and echo. These vastly improve the experience for those in the room and on the call.

Soundbars and microphones also improve the audio-conferencing experience in any room, with some, such as the Nureva Audio range, featuring software to mask distracting background noise. 

At TecInteractive, we know the average lifespan of AV equipment is three years, owing to the constant progress and innovation in AV technology.

As independent AV experts, we remain up to date with the latest technology from a wide range of suppliers, allowing us to offer you the latest and most up-to-date audio solutions catered to your specific requirements. This includes stylish conference speakers that can be easily mounted on walls or displays.

Video conferencing in workplace

Poor visual quality

Not being able to see users clearly due to screen delays or low resolution makes it hard for all of those involved in the call to participate and communicate effectively.

If a camera isn’t working, it can make those who are hybrid working feel excluded, as they may not know who is in attendance. It also stops users from picking up on visual cues during a meeting.

To solve camera connectivity issues, check all cables are securely connected to their respective ports. If you notice a drop in quality, you may need to check your internet connection, which we further advise on below.

Another issue is an outdated camera may struggle to fit everyone in, cutting across people or having them out of shot entirely. For those working from home, this can make communicating difficult as they aren’t able to speak directly with those in the call.

Our range of high-definition camera solutions provide crystal clear visuals, auto-zoom, people-counting, and lifelike image quality. We also offer all-in-one solutions which minimise wires and setups for your meeting rooms.

Unreliable internet connection

A good internet connection is vital to avoid technical glitches in video conferences, especially if your business offers hybrid working. It also keeps your team connected, whether they’re at home or in the office, and a strong connection enables meetings to run as efficiently as possible.

Typically, lower upload speeds negatively impact the quality of virtual meetings, from broken audio and frozen video to being unable to use screen sharing. However, speed doesn’t always guarantee that you won’t encounter any problems, as the consistency of your network, concurrent downloads, and other factors could also impact your call quality.

The best way to avoid problems with online meetings related to internet bandwidth is to make sure you’re getting the appropriate speeds needed for your software to work effectively.

You can start by:

  1. Checking the internet connection speed and bandwidth requirements of the video conferencing solution you’re using
  2. Run tests to ensure your internet is performing as it should
  3. Contact your internet service provider if you notice an issue

Alternatively, TecInteractive’s technical support team is always on hand to support clients with any connectivity challenges or difficulties they may be having with their computer, software or other communication tools.

hybrid working needs good internet  connection

Security Worries

Security is a huge issue for most businesses, especially when it comes to online communications.

Online video conferencing solutions can be used for text, audio and video comms, as well as for file sharing – all of which are highly sensitive operations and can be a security concern for many businesses.

To help ease any worries, we advise finding out about the security protocols of the video conferencing solution you’re investing in – research whether the platform provider offers regular security updates or supports the latest encryption technology.

TecInteractive can help you keep on top of the necessary updates needed to keep you, your business and your clients safe. If you’d like to learn more about this service, please book a virtual meeting with one of our advisors below.

System and functionality issues

Sometimes problems can arise, but if the same issues occur every time the system is in use, it could discourage people from using it.

Our advice on this video conferencing problem will be subject to the particular issue. However, here are some general tips:

  • Ensure that your video conferencing software is always up to date on all devices. Newer software versions often eliminate known bugs that cause recurring problems.
  • Train staff on how to solve common issues independently to eliminate unnecessary delays and keep collaboration and engagement levels high.

We believe that full training is the key to getting the most from your products. This is why TecInteractive offers a comprehensive training service for all clients and their teams, covering the most common video conferencing problems, so that they can make the most of their investment. While many of our solutions are super-intuitive, our friendly experts can deliver both in-person or online training.

Video conference between remote staff and in office employees

Install a complete video conferencing solution in your office

So, now you know how to solve some of the most common video conferencing problems, it’s time to think about how you can make your video conferencing tech work harder for you.

One key thing is ensuring your set-up is tidy and easy to connect to. It can be off putting and frustrating for your team to work in an environment that is messy, while not being sure if the correct connection or wire is there to plug into.

At TecInteractive, we supply and install a wide range of leading audio and video conferencing technology solutions for different environments within your organisation.

We offer a variety of leading video conferencing platforms, complete meeting room systems and cameras, microphones, speakers and acoustic solutions to help you make the most out of video conferencing meetings.

As well as having the right tech and knowing how to use it, video conferencing technology can help increase productive working when properly integrated into your space. That’s why we work with Blueprint Interiors to shape hardware and software into your business and your surroundings, helping you to unlock the true potential of your staff and solutions.

How TecInteractive can solve your video conferencing problems

TecInteractive’s full-cycle approach means we are ready to help you at every stage of your technology journey. From selection to purchase, installation and ongoing support, we are committed to helping you realise the full potential of your technology.

Our process pairs you with technology that is simple to use and removes the need for messy setups and wires, with products that are designed to meet your business needs, including wireless presentation systems and interactive displays.

To aid you in overcoming any issues, our helpdesk team is available Monday to Friday to take the pressure off. Our experts will also ensure preventative maintenance is in place, so your technology is back up and running as it should be.

To see how we can support you and help you achieve more, get in touch with us.