The pandemic brought about a slew of unpleasant things, but it imparted one good thing – training us to meet virtually.
Enter video conferencing software.
Sure, emails are convenient, but nothing compares to the power of face-to-face meetings. In fact, face-to-face contact is 34 times more effective than email communication.
With more people working remotely, traveling, and having more flexible schedules, video conferencing software is the only way to have more personal conversations.
Fortunately, there is a sizable industry with a plethora of video conferencing software solutions.
The best one for your business depends on various variables. This includes the amount of staff you have, your budget, and any particular features you require.
So I took the liberty of exploring the top video conferencing software solutions to help you decide which one is right for you.
We also provide you a quick rundown of the video conferencing equipment you’ll need.
Just keep in mind that prices and features will not all be the same.
Microsoft Teams
Microsoft Teams was designed to help you work more efficiently and collaborate more effectively.
It works with Microsoft Office programs like Word and SharePoint, and its UI and infrastructure make it highly dynamic.
Skype for business can be integrated into Microsoft Teams, according to the company.
This program was created to rival a number of collaboration applications that arrived on the market in recent years.
One such example is Slack. Microsoft Teams is a general-purpose workplace chat platform, but its video conferencing feature is as compelling and effective.
Directly from their chats, users can start video conferences.
One of the most recent additions to Microsoft Teams is the ability to invite guests who are not members of their company’s Azure Active Directory. On Android and iOS, the mobile version of Microsoft Teams also supports voicemail.
Most Notable Features:
- Store and share files via the cloud.
- Includes web versions of Excel, Word, and PowerPoint
- Round-the-clock web and phone support
- Accommodates up to 300 users
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Zoom
Because of the numerous possibilities offered in each package, Zoom is a major hitter in the video conferencing market.
It also has excellent video, crystal clear audio, and rapid sharing options, making it our preferred video conferencing platform.
Many folks migrate to Zoom from other conference call software because of their issues with other platforms.
Zoom is the best web meeting software for users who need to communicate with customers and clients remotely quickly and easily.
For further flexibility, it now supports Chrome and Linux OS and secure socket layer (SSL) encryption to ensure safe connections.
Best of all, Zoom also has a free version.
However, it has limited features and capabilities. Conferences with a large number of attendees are limited to 40 minutes.
You need to subscribe to one of its plans to get advanced features.
Fortunately, the paid plans are usually less expensive than similar plans offered by other companies.
So the amount of people who can attend a meeting depends on the plan you choose.
With the exception of the free version, all plans allow you to add extra people.
Do you hold webinars or live demos at your company? Zoom Webinars and Events allow you to have live, virtual events with an unlimited number of people.
Zoom Rooms offers wired and wireless content sharing and the ability to control and monitor meetings remotely from a centralized interface.
You may also use digital signs and scheduling screens to improve office communication and make it easier to schedule meetings.
Most Notable Features:
- Desktops, tablets, and mobile devices can all share their screens.
- There is no limit to how many meetings you can have per month.
- HD video and voice whiteboarding
- Messaging and chatting (private and group)
- Encryption with Secure Socket Layer (SSL)
- Option to record a meeting
- Chrome addons for scheduling
- Sessions can be impromptu or planned.
- Allows you to participate in a meeting over the phone
- Online assistance is always available.
- Breakout Rooms (lets you divide meetings into as much as 50 separate sessions)
GoToMeeting
Even though GoToMeeting is no longer the market leader in video conferencing, it is still a well-designed remote meeting software with a broad list of features that would fulfill the demands of most businesses.
This user-friendly software’s polling and “raise a hand” features give it a significant advantage over its competitors. Furthermore, GoToMeeting enables unlimited video sessions and ensures that these meetings are secure from beginning to end.
With a 14-day free trial, you can experience for yourself how simple and convenient the features are.
Depending on the plan you choose, GoToMeeting may accommodate 10 to 250 people.
However, the free version only permits three participants when other platforms allow up to 100, which isn’t bad at all.
Most Notable Features:
- HD video
- 24/7 customer service
- Participants can share their screens from tablets, desktops, and mobile devices.
- Unlimited meetings
- Includes messaging
- It comes with web audio (no phone required)
- Excellent security
Cisco Webex
Cisco Webex is an effective video collaboration program for those who have to hold webinars, training, and remote support sessions.
It’s especially beneficial for companies with serious security concerns.
TLS, third-party accreditations, encryption, firewall compatibility, single sign-on, and secure scheduling options are all included in this teleconference program.
Cisco Webex offers smooth Outlook integration as well as the option to use it on a variety of platforms, including Mac, Windows, and iPads.
Furthermore, Cisco Webex is part of an ecosystem of interoperable remote collaboration tools.
You can use it to add specific features like training, remote technical assistance, and webinars.
Cisco Webex’s free video-conferencing version is limited.
It enables only two people to participate in sessions. Webex permits between 50 and 1,000 attendees on premium programs.
Most Notable Features:
- HD video
- Screen sharing
- Cloud storage and recordings (amount limits based on selected plan)
- Phone support during business hours for lower plans
- 24/7 support for higher plans
StarLeaf
StarLeaf has its own API, which allows users to personalize their conferencing experience.
Slack and Skype for Business are among the upgrades and integrations offered by the startup, which also includes free software for Android, iOS, and Windows users.
Because of StarLeaf’s unique infrastructure, you can provide business-wide connections while avoiding the constraints of virtual meeting room solutions.
The platform is a fantastic solution for those who don’t want to invest in expensive on-premise video infrastructure.
StarLeaf is established in the United Kingdom, but it has a fast-expanding international client base in the US, Europe, New Zealand, and Australia.
The firm intends to invest in APAC and develop globally.
Most Notable Features:
- Unlimited guest invitations with full interoperability with Skype for Business
- Audio dial-in phone numbers from around the world
- Outlook and Google Calendar integrations
Google Meet
Google Meet, originally Google Hangouts Meet, is an office productivity platform developed by Google.
It recently underwent a rebranding, seeks to provide a world-class conferencing experience.
It was created for corporate needs and can accommodate a large number of users at once.
Google Meet is an upgraded version of Google Hangouts that seeks to make working with external clients easier.
It accomplishes this first by giving a web app experience, which eliminates the need to download any software.
Second, it has a dedicated dial-in number.
This allows folks on the go to participate and ensures that line quality is maintained and no drop-outs occur.
It can connect with existing conferencing hardware and has dedicated apps for mobile users in the Apple AppStore and Google Play Store for Android.
Another significant benefit of being on the Google Workspace platform is that it’s simple to leverage data from other apps, including Google Calendar, to organize meetings and set up event information as needed when users sign in.
Another significant benefit is that Hangouts does not have the high monthly fees that other providers may impose.
In the end, Google Meet is a genuine business-grade conferencing platform that doesn’t require enormous upfront hardware costs, making it particularly accessible to enterprises of all sizes.
Most Notable Features:
- Easy-to-use dashboard
- Easily integrated to Google Workspace
- Affordable
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RingCentral Video
All of RingCentral Video’s plans provide the complete set of industry-standard features. Video call scheduling and recording, screen sharing and annotation, and in-built chat are just a few of the features available.
However, RingCentral’s most notable feature is its connectivity with Slack, Google Workspace, and Microsoft 365. Users can now schedule and initiate calls straight from these third-party services.
Users can also integrate their calendars with the RingCentral platform to see their daily schedules in real-time.
RingCentral is also suitable for firms that currently use Slack, Google Workspace, or Microsoft 365 for digital collaboration because of its cross-platform interoperability.
Another helpful tool is RingCentral’s analytics dashboard, which allows managers to see how users are using the service and pinpoint performance issues down to the particular location, ISP, network, and endpoint.
RingCentral is especially appealing to enterprises where video quality and performance are a priority because of its in-depth analytical analysis.
Overall, RingCentral Video is a strong performer that provides organizations with high-quality video conferencing software.
It’s jam-packed with features and gives administrators a lot of power.
It works in web browsers, so there’s no need for other software or apps.
Most Notable Features:
- Great integrations
- Comprehensive analytics
- Reliable performer
U Meeting
CyberLink is a multimedia software business based in Taiwan. The company’s video conferencing product is called U Meeting.
Four pricing plans are available for the CyberLink U Meeting, each based on the number of participants and hosts necessary.
As the price goes up, so do the number of features, up to the Enterprise edition, which includes meeting analysis, premium customer support, and end-to-end encryption.
For a quote, users must contact sales.
The feature ‘PerfectCam’ is a fantastic, albeit sometimes unnecessary, feature.
Users can apply computer-generated makeup to their faces, allowing them to get a ‘truly professional look,’ according to the business.
U Meeting is a web-based application.
This may turn off some users, but it can also be a benefit because U Meeting does not require the installation of any additional software.
It also doesn’t support video recording or the use of VoIP systems to join meetings.
Most Notable Features:
- Has free tier
- You don’t have to download anything.
- Allows you to spruce up meetings to make them fun
ClickMeeting
For webinar hosts, ClickMeeting is an option. To begin with, the software comes with nearly all of the tools you might possibly need during a presentation.
You may share your screen, show slideshows and videos, and even let visitors use your mouse to engage with an interactive display.
Better yet, ClickMeeting allows question-and-answer sessions as well as live polls, allowing you to engage your audience while also collecting vital information about them.
The way ClickMeeting connects with analytics and marketing tools is particularly intriguing for data-driven firms.
On your webinar’s landing page, you can integrate a Facebook pixel or connect that page to Google Analytics.
Your webinar page is also completely customizable, allowing you to showcase your company’s identity.
ClickMeeting also integrates with a variety of major corporate applications.
You can use Zapier to combine with an email marketing platform or CRM software, or you can link your Dropbox account to have your webinar recordings automatically saved in the cloud.
If your organization relies on webinars to generate leads or keep in touch with employees, ClickMeeting offers a lot.
This video conferencing software includes a variety of options for keeping attendees engaged during meetings, as well as automated follow-ups to help you profit from a successful webinar.
Integrations are also a significant productivity boost. The pricing is also affordable for what this software has to offer.
Most Notable Features:
- It comes with marketing tools
- Q&A polls
- Unique focus on productivity
- Multiple integrations
BlueJeans Meetings
BlueJeans was established in 2009 and is based in California. The company offers a cloud-based video conferencing technology that is interoperable.
Although BlueJeans does not have a free tier, it does provide a 30-day free trial.
There are three pricing categories, starting from a package that allows up to 50 people who can connect from any PC, iOS, or Android device, with dial-in numbers included in all meetings.
Additional hours of recordings, a room system, and calendar assistance are all included in the premium programs.
In over 40 countries, BlueJeans offers free phone audio and supports Dolby voice.
This may appeal to consumers who are more concerned with the quality of the video than with the number of features offered by the platform.
BlueJeans appears to offer fewer features than some of its closest competitors. However, this is overshadowed by the quality of their system.
New users may test it out for free for 30 days to see if it meets their needs.
Most Notable Features:
- Comprehensive analytics
- 30-day free trial
- Dolby voice support
BigBlueButton
BigBlueButton is chock-full of features that make it ideal for online learning webinars.
You may share audio, video, presentations, and your desktop with students during sessions and collaborate with them using a whiteboard, shared notes, polls, and chat.
BigBlueButton goes above and beyond standard video conferencing software in terms of functionality that can be used in a virtual classroom.
For example, if you have a multi-user whiteboard, you can put students into breakout rooms to work on problems together.
BigBlueButton is the most popular open-source video conferencing program for online education.
It’s more complicated to set up than most video conferencing options, but it’s free and includes all of the capabilities of pricey commercial online learning video conferencing software, and the performance is excellent.
Most Notable Features:
- Its virtual classrooms are conducive to online learning.
- Online whiteboard
- Breakout rooms for group work
8×8 Meet
8×8 Meet has an outstanding feature set for a free program.
The calendar app integration is the one that most people will use first.
You can use any of 8×8’s bespoke browser extensions for Chrome and Firefox, as well as plugins for Google Calendar and Office 365, to swiftly plan meetings and invite attendees.
You may easily share your screen, interact with other attendees, or raise your hand to indicate that you have a question or would want to speak up during a meeting.
Even if you don’t have a paid subscription, you can record any session or make a live stream.
The only sophisticated feature lacking from 8×8 Meet is an in-meeting survey option, which we haven’t seen in any video conferencing program for free.
What’s excellent about 8×8 Meet is that you won’t be losing out on essential features if you stick with the free plan, as upgrading only unlocks speech-to-text transcription.
The only slight criticism is that there isn’t enough information regarding the platform’s security.
Most Notable Features:
- Screen Sharing
- It comes with custom browser extensions
- Barely anything to be missed with the free plan
Lifesize
High-definition video conferencing endpoints, touchscreen conference room phones, and a cloud-based video collaboration platform are all available from Lifesize.
There are three pricing options for Lifesize. Lifesize Go, a completely free browser-based version of Lifesize’s service that allows users to host an infinite number of video conversations (including screen sharing on desktop) with up to 8 participants, no meeting length limits, and no software downloads, has changed that.
Lifesize Standard is a small-team solution that includes endless meetings, Single Sign On (SSO), personal meeting support, and lone chat and support.
Small and medium businesses will benefit from Lifesize Plus, which offers Microsoft integrations, real-time meeting data, and phone and email assistance.
For companies with more particular demands, a customized Enterprise edition is provided.
Lifesize’s prices, outside of the free version, may appear to be a little high when compared to other video conferencing alternatives.
The presence of its own hardware more than compensates for this.
Each package includes many devices, removing the need for users to rely on their own integrated camera systems. 4K video conferencing is supported by Lifesize.
Most Notable Features:
- Has free tier
- It comes with hardware devices
- 4k video supported
FreeConference
FreeConference keeps things simple for users by not forcing them to install any software.
There are mobile apps available, but you may participate in a video conferencing session from almost any device that has a web browser.
You may participate in text or video conferences and use services like screen and file sharing.
However, FreeConference has certain drawbacks.
Because the maximum number of conference attendees is five, this technology isn’t suitable for many small firms that need to arrange meetings for larger groups on a regular basis.
For conference calls, there are a number of international dial-in numbers accessible and the option to record calls if desired.
FreeConference makes configuring, managing, and scheduling meetings – including from Outlook – a breeze, and there are some useful extras like the ability to set up recurring meetings.
Although sophisticated security, video recording, and transcriptions are only available as part of subscription programs, the free version is still quite capable.
Most Notable Features:
- Allows international dial-ins
- No desktop software required
Intermedia AnyMeeting
Intermedia has undoubtedly done a great job with the current version of AnyMeeting.
The video quality is excellent, the controls are simple to operate, and the price is reasonable.
There’s even a meeting assistant built-in. End-to-end encryption is the only thing missing.
When you first open the AnyMeeting app and log in, you’ll have options to start a meeting right away or plan one for later.
As the host, you have a unique meeting URL that you can use for impromptu meetings at any time, and this extends to all paying customers.
This makes it simple to share the URL with others and avoids confusion for future meetings.
One disadvantage is that if you have back-to-back meetings, there may be some overlap; someone may try to attend early and be caught off guard when they are denied entrance since the initial meeting is still going on.
However, AnyMeeting’s comprehensive feature set, combined with its competitive cost, places it at the top of our current video conferencing contenders.
While some clients, such as Microsoft Teams, or Cisco Webex Business, offer more collaboration or bigger meeting attendee counts, AnyMeeting is an ideal mix of function and pricing.
Most Notable Features:
- Over 200 attendees are allowed per meeting
- Works seamlessly from any browser
- Screen sharing
- Virtual whiteboard
- Automatic transcription
Glip
Glip by RingCentral combines outstanding team messaging tools with strong video conferencing capabilities, and the free tier of service is particularly generous.
However, Glip lacks some useful features seen in its competitors.
Audio calls, video conferencing, and screen sharing are all supported by Glip. To call someone, go to a direct message or a Team, then click the video camera icon at the top of the screen.
When you start a call in a Team, everyone in that group who is signed into the app receives an invitation to join. It is not necessary to join.
To make and receive calls, you will need to download and install extra RingCentral software.
All you have to do now is click “Start Meeting:” and you’re ready to begin. However, there is one peculiarity to scheduling a meeting.
That’s the first choice, Schedule Using, in the scheduling dialog.
Glip is a solid business messaging and virtual conference program for groups that value integrated video and call, chat, lightweight task management, and file annotation.
Slack, which costs the same as Glip, includes things that Glip does not.
Keyword notifications, threaded conversations, and the opportunity to join and move between several accounts without restriction are just a few of the features.
Because of its outstanding connectivity with Office 365 and capable management features, Microsoft Teams is another top choice.
Most Notable Features:
- Participants are able to access tasks, calendars, and collaborative comments on uploaded files.
- Extensive cloud recording capability
- Excellent team admin options
Zoho Meeting
Zoho Meeting is a low-cost video conferencing solution intended for businesses that have already invested in Zoho’s vast business software portfolio.
Most companies, however, will need to upgrade from the beginning tier, which has a limit of only ten guests.
Overall, while Zoho has worked to enhance meetings after the outbreak, it remains a no-frills business web meeting platform.
You won’t discover features like a smart assistant or cloud video recording available in leading competitors.
A free tier is accessible on the Zoho website, but it only allows for two guests at a time. This is sufficient to start a basic meeting or have two IT professionals review the software.
However, just a few people aren’t enough to form a pandemic family, so practically everyone will want to upgrade.
Most Notable Features
- Affordable
- Can accommodate up to 40 simultaneous feeds
- Excellent webinar tools
Join.me
The LogMeIn family of services includes Join.me (which starts with a limited free option).
It has two economic video conferencing options with a lot of features. Monthly payments are charged per registered user, and only meeting hosts are required to have an account, lowering costs.
It has a welcoming and modern user interface (UI), and scheduling meetings is a breeze.
There were previous issues with high-resolution displays not correctly displaying the desktop program, but this appears to be resolved now.
The free trial for Join.me may be found on the website’s pricing page.
A credit card is not required for the 14-day trial. When your trial period finishes, your plan will be converted to a free plan.
Each time the free plan creates a new link, the trial provides a personalized link to share your screen.
This isn’t a major nuisance, but it does demonstrate how Join.me prioritize having an own room for each person over a meeting being its own thing.
Most Notable Features:
- Generous free plan with scalable options
- Can display up to 10 streams at the same time
Slack
Slack has a lot of positive aspects. People can take a chance on internal email with this famous company messaging tool.
Whether you’re conversing in real-time or asynchronously, you may send short messages to colleagues and partners.
Slack is also more animated than many other business communication platforms.
The UI has been updated to make it more intuitive for new users.
It’s difficult to deny that Slack makes communication not only easier but also better. The key is knowing when to use it, how to use it, and what to expect from it.
Because it offers more than any other team messaging service, Slack is one of the most outstanding team messaging apps and probably the most adored by its users.
It’s a good choice as long as you want “more.”
It gets easily integrated by the whiteboard tool Miro and helps bring your team closer together.
So I have to note that it takes some getting used to when using Slack or any other team messaging platform for the first time. A company culture that encourages Slack adoption is required for a team to be effective.
Teams need time to figure out how to play within the rules. What channels will you set up, and what type of content will you share?
Which channels are required to be a part of and which are optional? While there are many Slack recommendations, there is no one-size-fits-all approach to using it.
Most Notable Features:
- Rich toolkit
- Very customizable
- Easily integrates with popular office tools
How To Pick The Right Video Conferencing Software
Whew, those were a lot of choices.
Now, how do you go about picking the right software for your company? Here are a couple of factors to consider.
Resolution
The video quality that we can reach in our conferencing settings is continually improving.
We’ve already seen the introduction of 4K video conferencing, and new endpoints are being introduced on a daily basis to provide more detailed images to everyday users.
As if that weren’t enough, the rise of 5G as a new networking standard implies we may expect more stunning meetings on mobile devices as well.
Make sure the quality of your conferencing tools matches your needs while looking for the ideal video conferencing supplier.
You don’t want to be squinting at the screen because you can’t read the image on the whiteboard if you’re going to be talking with consumers and clients.
Don’t forget to think about audio quality as well. Just because you have access to a video doesn’t mean you should sacrifice the clarity of your discourse.
Value-adding Features That Your Team Will Appreciate
In today’s fast-paced digital age, being able to start a video chat with only one click is a fantastic feature.
However, there are instances when you’ll require more than simply a face-to-face connection.
Aside from good image and audio quality, it’s essential to check with your video conferencing provider to see if they can give additional capabilities to help you work more productively.
Can you, for example, share documents during virtual meetings to add more context to a discussion? Will you have to navigate to another tab to send an email while conversing with a coworker?
When you’re talking to a coworker, can you screen-share and keep your video playing at the same time? For more clarity, how about sending instant chat messages?
Many video conferencing services go beyond video to include features such as instant
messaging and artificially intelligent technologies that can take notes for you with just a voice command.
Security and Privacy
A video conversation, like an audio conversation, must be safe. What will your conferencing service provider undertake to secure the security of your communications?
Are your video broadcasts encrypted to prevent others from watching them from afar?
Is it possible for you to have complete control over who has access to your meetings at any given time?
What are your alternatives for recording meetings and storing them in a secure location for compliance purposes?
You may need to revisit information addressed in a meeting at a later date, and recordings might assist you in doing so.
They can, however, be a source of vital information that, if disclosed, can result in disaster.
Advanced Capabilities
In the video collaboration space, more advanced solutions are making today’s team members more productive and effective.
A feature in your video conference that can automatically present in-line transcriptions of what’s being said can help to remove uncertainty and confusion in a meeting.
From interfaces with IoT tools to AR and VR capabilities, the video conferencing industry is set to see even more options in the future.
Easy Adoption
Finally, even the most modern video conferencing solutions won’t alter your company unless you can persuade your employees to use them.
Your program should be as easy to use as possible, with the ability to attend meetings with a single click if necessary – and without the need to download any additional software.
Additionally, selecting a video conferencing service that interacts with your existing solutions will make adoption much more manageable.
If your staff learns that starting a meeting is as simple as clicking a button in their favorite word processor, they’ll be far more inclined to take advantage of their new video environment.
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Final Thoughts
After you’ve decided on a video conferencing software platform, you’ll need to consider how it’ll work in your meeting rooms.
The most important thing to remember is that the size of your conference rooms will decide the equipment you require.
A simple Logitech camera will suffice for one-on-one meetings, but this technology will not scale for larger rooms with several people.
It looks like we’ve all had to adapt to the setbacks from the pandemic, and it seems like virtual meetings are here to stay. Who can turn back now?
