As of 13 August 2026, AI can choose a video conferencing system for your office.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the websites of the video conferencing systems already used or considered by your office, and note the current users, devices, integrations, security requirements and contract constraints.
   2. Ask representatives from the main user groups to provide typical meeting sizes, external guest needs, accessibility requirements, recording needs and the problems they have with the current system.
   3. Paste those requirements into the prompt, replacing every bracketed slot, and ask the chatbot to use current supplier documentation with a citation for each material claim.
   4. Give the chatbot the supplier pages or product documents it could not verify, then ask it to update the comparison matrix without filling gaps with assumptions.
   5. Ask a technically knowledgeable colleague to check the cited features, privacy and administration claims against the suppliers' current documentation and flag any unsupported recommendation.
   6. Invite the leading suppliers to confirm pricing, contract terms, support, data handling and integration details in writing before you decide.
   7. Run the proposed pilot with representative staff and external callers, compare the results with the acceptance tests, and record failures before selecting a system.

   Prompt

   Help me choose a video conferencing system for my office in the UK. Act as a procurement researcher, not the final decision-maker. First list the requirements and unknowns you need from me, then create a weighted decision matrix and compare suitable current options using cited supplier or product documentation. Consider: number of users [TEAM SIZE], meeting frequency and typical meeting size [MEETING PATTERN], internal and external callers [CALLER TYPES], devices and operating systems [DEVICES], required integrations [INTEGRATIONS], recording, transcription and accessibility needs [REQUIREMENTS], security, privacy and administrative controls [SECURITY REQUIREMENTS], expected support needs [SUPPORT REQUIREMENTS], budget and contract preferences [BUDGET], and any existing systems [EXISTING SYSTEMS]. Do not invent prices, features, certifications, availability or limits. Mark anything you cannot verify as unknown. Separate confirmed facts from judgement. Include likely drawbacks, migration effort, user training, vendor lock-in, data-location questions and questions to ask suppliers. Recommend a shortlist rather than presenting one choice as certain. End with a small pilot plan and acceptance tests covering joining meetings, audio and video quality, screen sharing, external guests, recording, accessibility, administration, integrations and support. State clearly which assumptions could change the recommendation.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.