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Technical issues in video conferencing for businesses

Allion Labs > A/V > Technical issues in video conferencing for businesses

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During the COVID-19 pandemic, many businesses have adopted a hybrid work model, allowing employees to work flexibly from home to reduce staff turnover and contact rates. Video conferencing systems have become an indispensable communication platform for enterprises and schools because it breaks the constraints of time and space.

The Video Conference Ecosystem and Common Presentation Issues

Video conferencing products used in business can be sorted into different types, with software like browser-based conference systems and mobile applications as well as hardware products like Bluetooth® and USB peripherals. Most companies mainly focus on purchasing video conferencing software or system peripherals.

Common functions used by businesses include the screen sharing and recording functions. Screen sharing helps participants better understand the content of the presentation, providing a way to express ideas vividly through PowerPoints, videos, and the presenter’s own voice. The recording function can allow presentations to be saved as video files for review, either internally or for public uploads.

When the video conferencing system is connected to hardware devices, such as USB cameras, USB speakers, microphones, monitors, and laptops, compatibility issues may arise during the presentation process.

When these essential features malfunction, it can be a complete nightmare for participants. For example, incapability of sharing a screen wastes the time of everyone involved, while out-of-sync audio and video makes a presentation confusing or even incomprehensible. This article will discuss whether there are feasible solutions to prevent these problems through video conferencing systems case sharing.

A Case of Video Conference Presentation Issues

Amber, a product manager, and Kevin, the marketing director, are having an online meeting with colleagues through a video conferencing system in a conference room. Amber is the first to introduce the product development plan through her presentation.

The conference room projector uses an HDMI port, which is connected to Amber’s laptop through an HDMI to USB-C adapter. After completing her presentation, she disconnects the HDMI to USB-C adapter from her laptop and hands the cable over to Kevin to share the marketing promotion video.

However, they encountered the following problems in the conference room:

  • Audio Issues:
    • When unplugging the HDMI to USB-C adapter from the laptop, the system emits a buzzing noise.
    • When opening the presentation file, the system emits broken audio.
    • When restarting the presentation file, the system emits a high-frequency, piercing sound.
  • Video Issues:
    • When unplugging the HDMI to USB-C adapter from the laptop, the presentation remains onscreen.
    • When plugging the HDMI to USB-C adapter cable to the laptop, nothing shows on the shared screen.
    • When opening the presentation file, the screen freezes and glitches.
    • The presentation screen ratio is incorrect.
  • Audio and Video Synchronization:
    • The sound is slower than the video by 10 seconds.

The solution: compatibility testing and validation

Readers may wonder whether replacing their adapter cable can solve the above mentioned compatibility problems. Allion has discovered two insights through the actual measurement of different adapter cables and adapters:

Insight 1: There is no correlation between the type of connection method (use of cables, connectors, or adapters) and negative test results
No issues are specifically caused by cables, connectors, or adapters. For example, the blank screen issue occurs only when using: (A) a Brand A HDMI to USB-C cable or (B) a Brand B HDMI to USB-C adapter with an HDMI cable. It does not happen in other circumstances.

Insight 2: The chip of the same cable and adapter is positively correlated with negative test results
The test results of using the same brand of adapter cable and adapter, in other words the same chip, are consistent: using both a Brand A HDMI to USB-C adapter or a Brand A cable will result in incapability to display screen rather than a screen freeze problem.

Conclusion

Based on the discoveries above, we can infer that the test results are more related to the chip of the cables and adapters, and less correlated to the connection method. Such compatibility tests are valuable to video conferencing system vendors in solving technical problems. In addition, the design of the HDMI to USB-C adapters and cables is more complex than simple HDMI cables, which should cause more briefing problems in the video conferencing system. The above-mentioned video conferencing system problems are only the tip of the iceberg, not to mention the different laptops and monitors sold in the market, which add up to many more compatibility problems between video conferencing hardware.

Video conferencing systems presentations have become a necessity, and the user experience is vital to keeping customers satisfied. Considering the rapid improvements and innovation of technological products, Allion regularly purchases mainstream products from different manufacturers. Our devices consist of AV devices from around the world, using the top five popular brands in each industry and region, adding up to over 10,000 devices to ensure your device compatibility.

Take the Next Step

If you want to improve your video conference product, the Allion team is at your service! Learn more about our video conferencing test services on our video conferencing system lab page or email us directly at service@allion.com.

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