Best Video Conferencing Software
Buyer's Guide
Good communication is paramount to the success and growth of any organization. But, at times, it's challenging to achieve it. Video conferencing technology helps overcome roadblocks related to internal and external communication in businesses while maximizing efficiency, collaboration and productivity.
Video conferencing platforms make it possible to hold face-to-face virtual meetings between participants located anywhere across the globe for little or no cost. Modern day companies use them for meetings, presentations, webinars, training sessions, workshops, events and more.
Are you looking for a way to streamline and expand your company's communications? Video conferencing platforms might be right for you. In this buyer’s guide, we’ll go over what a video conferencing platform is, how it could help your business and how to pick the best solution.
Executive Summary
- Video conferencing platforms are an effective communications tool that can supplement your business phone system.
- Key features include screen sharing, chat, remote control, HD video and more.
- Some industry trends include artificial intelligence, 5G and cloud-based communication.
- Be sure to ask potential vendors any questions you have about the software before committing to a purchase.
- What Are Video Conferencing Platforms?
- Deployment Methods
- Primary Benefits
- Implementation Goals
- Basic Features & Functionality
- Advanced Features & Functionality
- Current & Upcoming Trends
- Software Comparison Strategy
- Cost & Pricing Considerations
- The Most Popular Video Conferencing Platforms
- Questions To Ask Yourself
- Questions To Ask Vendors
- Next Steps
- Product Comparisons
What Are Video Conferencing Platforms?
Video conferencing platforms are programs that allow users in different locations to communicate face-to-face over the internet. These communication tools allow you to make informed decisions on the go, increase productivity, be prepared for meetings within a few minutes and enhance collaboration with colleagues or clients spread across the globe.
The face-to-face element in video conferencing provides a more natural experience than emails and audio calls, helping staff in remote and hybrid workplaces feel more connected. The best part about video conferencing platforms is that most of them work with all your devices, including your personal computer, mobile phone and tablet.
While setting up the software for your organization, the components depend on the office setup. However, you won’t need a dedicated space to carry out meetings or presentations as video conferencing does not require additional equipment other than a webcam and a microphone. Look out for some crucial aspects such as reliability, security, affordability and video and audio quality while selecting appropriate software.
Deployment Methods
When you compare on-premise solutions with cloud-based solutions, the latter scores better. If you choose an on-premise deployment method for your video conferencing software, you may have more direct control over the platform and more data security, but you can’t avoid expenses related to hardware, workforce and annual maintenance fees.
Opposite to cloud-based solutions, on-premise solutions require more work from IT departments, and you may also need some dedicated resources to manage it. With cloud-based deployment, services are managed by experts in the field. Cloud-based video conferencing keeps up with evolving features and functionalities at a better pace.
In a nutshell, a cloud-based option provides better flexibility and security. It also eliminates hassles related to constantly updating the systems. This way, you can save on time and money and channel them better.
Primary Benefits
Let’s have a look at how the software is advantageous for your company.
- Auto Attendant Systems
- Auto Dialer
- Automatic Call Distribution
- Business Phone Service Providers
- Business Phone
- Call Center Scripting
- Call Center
- Call Monitoring
- Call Recording
- Call Tracking
- Cloud PBX
- Cloud Phone Systems
- Computer Telephony Integration
- Conference Call Services
- Conference Calling
- IVR Systems
- PBX Phone
- Predictive Dialer
- Screen Sharing
- SIP Clients
- SIP Trunk Providers
- Small Business Phone
- UCAAS Providers
- Virtual Phone Systems
- VoIP Phone Service Providers
- VoIP Phone Systems
- VoIP Softphones
- VoIP
Better Engagement
When we interact with clients via audio calls, the level of engagement generally drops due to the lack of eye contact and face-to-face interaction. Video conferencing helps strengthen the relationships between colleagues while also improving efficiency and attention as they’re more involved in the conversation.
Less Overhead
Many companies are leaning towards the hybrid work model — not only because it’s preferred among staff, but also because it cuts down on the costs of running an office. Video conferencing platforms make it possible to hold meetings with clients all over the globe from anywhere, cutting down costs associated with travel, like flights and accommodations.
In general, office setups are pretty expensive and not feasible for startups and small-sized organizations. Video conferencing software eliminates some of the need for physical office space, and helps your core staff save time and money on their commutes.
Collaboration
Sometimes it’s easier and quicker to communicate face-to-face when employees need urgent help or clarifications about work-related matters. Using the screen share option also makes it easier for employees to communicate amongst themselves and with clients or stakeholders.
Implementation Goals
| Goal 1 More Flexibility | Video conferencing software ensures better employee satisfaction by offering flexibility, leading to easier collaboration, more workplace connections and higher retention rates. Teams can work from any location and stay in touch remotely. |
|---|---|
| Goal 2 Better Real-time Coordination | At times, business deals, issues or other vital matters require a lot of discussions and speculation. This means a lot of back and forth. Video conferencing platforms eliminate time wasted on long email chains and make it easier for colleagues to coordinate. Employees can contact each other on a face-to-face basis any time. |
| Goal 3 Expand Recruiting Options | Usually, companies tend to recruit employees in the same city or area where the office is based. Through video conferencing, employers can efficiently recruit from anywhere globally, providing better chances of finding the best-suited person for a particular job. |
| Goal 4 Improve Company Culture | Ensure employees remain positive and help them feel more connected to one another. Facilitate meaningful relationships between colleagues regardless of location. Allow teams to remain on the same page and improve diversity in the organization. |
Basic Features & Functionality
| Screen Sharing | Share screens with other users during a call. Display demonstrations, videos, graphs, images or documents to participants in meetings. Team members can collectively brainstorm and contribute to the discussion. It's also useful for solving IT-related issues and giving online tutorials. Most software offers this service to users for free, allowing up to a certain number of participants. |
|---|---|
| Chat | Support multiple conversations between participants during a meeting without interrupting the speaker. Members can ask questions, comment and share links or other media using the group chat functionality. Private chat enables participants to send messages without involving the entire group and disrupting the flow of the discussion. |
| Meeting Recordings | Record meetings, webinars or presentations especially for further reference and to eliminate the hassle involved in duplicating efforts. Ensures that no one ends up missing crucial information given during the meeting. |
| Remote Control | Give participants direct control over one another’s devices so they can edit and modify shared documents as required. |
| HD Video | Allow participants to see one another clearly and get a better look at documents or files in case of screen sharing. |
| Device Switching | Switch between devices effortlessly. For instance, you can start a video conference on your mobile phone and then switch easily to your laptop, without any breaks. |
| File Sharing | Send files to participants during meetings without the need for third-party applications. |
Advanced Features & Functionality
| Analytics | Use analytics, like which parts of presentations engage users most, or how many participants attend, to improve your meetings. |
|---|---|
| Meeting Notes | Capture action items and important points in real time to keep all employees on the same page. Some systems automatically send these notes to all the participants after the meeting. |
| Dynamic Presentation Features | Upload any file type, like MP4 videos, PDFs, PPTs and more. By adding rich media, you can keep your audience's attention intact and improve the quality of your presentations. |
Current & Upcoming Trends
The pandemic intensified the adoption of video conferencing platforms. Fast forward to 2023, and the need for these systems still exists.
In this section, we'll break down a few trends in video conferencing to show you how the technology is advancing so you can stay on the cutting edge.
Cloud-based Communication
With an increased number of organizations opting for a cloud-based solution, it looks like it’s here to stay. This is mainly on account of the scalability, flexibility and reliability that cloud-based solutions provide.
Another factor responsible for its popularity is its cost-effectiveness. By eliminating location-based restrictions, it remains light on the budget and reduces the costs involved in setting up office spaces as well.
Artificial intelligence
Organizations are integrating AI, like virtual assistants, to enhance their video conferencing platforms. Artificial intelligence can extract meaningful insights from meetings, manage schedules, take meeting notes and translate conversation transcripts into various languages.
5G
Increase the speed and eliminate the chances of poor video quality, lagging and interruptions. 5G, along with IoT devices, improves the overall video and audio quality of conversations, taking communication one step further.
Software Comparison Strategy
While many video conferencing platforms have similar features, deciding which one is best for your business can get overwhelming.
Start by considering your company's needs and goals. What do you want to get out of the software? It's also important to think about where your current communication falls short and how video conferencing platforms could help fill the gaps.
Also, make sure you don't end up paying for anything you don't need. Many free video conferencing platforms offer the basic features to hold functional work meetings. If you need more sophisticated tools than those offer, you might want to opt for an upgraded version of a free software or a dedicated platform you pay for.
Here are some factors to consider in your software search:
- Audio and video quality
- Mobile experience
- Customer support
- Features and functionality
- Number of employees
- Usability
- Scalability
- Integrations with existing software and backend systems
- Customizations
You’ll also want to look into potential vendors. Check online reviews, read industry guides and ask colleagues for recommendations. Some vendors offer free trials, so you can see how the software works in your company before you commit.
If you need more help, try checking out our Lean Selection methodology, a nine-step guide on how to select software for businesses in any industry.
Cost & Pricing Considerations
The cost of video conferencing software generally depends on its features. Small companies and businesses that don't have strict feature requirements can usually make do with a free video conferencing solution. However, it’s important to note that most free plans restrict the number of attendees and meeting durations and provide only basic features.
Some services charge fees on a per-host basis. If multiple employees need to host meetings or conferences, they all need a user license. Some services charge according to the number of participants or attendees. The higher the limit of attendees, the more the price. This is helpful for those organizations that need to host frequent meetings for hundreds or thousands of employees.
Don’t forget to ask vendors about hidden costs, licenses and contracts. Also, don’t end up paying for features you won’t use. Choose a plan that fits your requirements and budget.
The Most Popular Video Conferencing Platforms
Now that you know what video conferencing platforms can do, how do you decide which product is the best choice for your needs? Our analysts have curated some of the top video conferencing solutions on the market. Check out our picks below!
8x8
8x8 is a cloud contact center platform that facilitates collaboration between employees, agents and clients, irrespective of location. You can use your laptop, mobile phone or other devices to chat, video call, text, call or share files. This platform is helpful for small or mid-sized organizations, mainly because it’s cost-effective and reliable.
Viewing call recording details on the user dashboard. Source
RingCentral
RingCentral is a UCaaS solution ideal for businesses of all sizes. It offers functionalities like team messaging, unlimited internet fax, call recording, call forwarding, document sharing, visual voicemail and HD voice. The platform easily integrates with Microsoft Dynamics, Zendesk and Oracle CX Sales Cloud.
Viewing essential KPIs on the dashboard. Source
MiCloud Connect
MiCloud Connect is a cloud-based VoIP solution. It offers functionalities like call routing, screen sharing, audio and video conferencing, and chats. The platform integrates with applications like ATS, CRM and ERP. It helps facilitate collaboration between employees whether they’re working from home or in the office.
Viewing and analyzing call details. Source
Nextiva
Nextiva is a cloud communications platform that allows customers to communicate via channels they prefer. It combines communication with business applications and intelligence. Whether your organization has a single office or multiple ones, Nextiva has a solution for every business size.
Viewing weekly analytics on the dashboard. Source
Vonage
A cloud-based communication solution, Vonage is best-suited for small and mid-sized companies. It allows businesses to connect VoIP phone systems to devices with the internet seamlessly. This way, you can easily communicate with employees and clients via text, video and phone.
Managing team messaging channels. Source
Questions To Ask Yourself
To get a better understanding of your company’s needs, ask yourself the following questions:
- What’s our budget?
- How many employees will use the software?
- Will our staff need training to use the software?
- Which features do we need the most?
- What problems can the software help us solve?
Questions To Ask Vendors
Use these questions as a starting point for conversations with vendors:
About the Software
- What is the maximum number of participants allowed in meetings?
- Do I require any additional bandwidth capabilities?
- Can the software easily integrate with other third-party platforms?
- To what extent is the software customizable to fit the organization’s needs?
- Will I receive important analytics and reports?
- Will this software meet my security requirements?
- Are there different categories of software packages offered? If yes, what are they?
About the Vendor
- Do you provide a demo or trial before purchasing the software?
- Do you provide training and support?
- How many years of experience do you have with this type of software?
- According to the working of my organization, is this an ideal software?
- How many companies of my size are currently using this software?
Next Steps
Video conferencing platforms are an important communication tool for any business, especially in the current era of hybrid work. Picking the right software might feel daunting, but we hope this buyer’s guide has helped narrow down your choices.
If you need further help, check out our comparison report for more information on top software leaders in the industry. Good luck!
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