Best Video Conferencing Software

What is Video Conferencing?

Video conferencing or video telephony is a technology used to transmit audio-video signals across different locations. It enables real-time communication between people in other areas; thus, allowing them to conduct virtual, face-to-face meetings without commuting to similar places. Some typical applications of video conferencing include:

• Conducting meetings

• Interviewing job candidates

• Negotiating business deals

Video conferencing system is of various types, such as telepresence, integrated, desktop-based, service-based, etc. It is primarily used for business purposes, but lately, videotelephony has increased for personal interactions between friends, family, and relatives.

What is Web and Video Conferencing Software?

Web and Video conferencing software is a computer/mobile application that enables you to conduct video calls and live conferences between two or more participants. It connects people in different locations using computer networks to transmit audio, video, and text.

Also known as web conferencing software, these video conferencing tools facilitate both two-person (point-to-point) and more (multi-point) conferences. For the video conferencing software to function, each participant needs to have a webcam, microphone, speakers, and a network connection.

Benefits of Web and Video Conferencing Software

Video conferencing tools enhance the collaboration between your departments, teams, and team members. And with remote work taking over the modern-day corporate environment, video conferencing turns out to be more relevant than ever before. Not only do these tools increase the productivity, efficiency, and collaboration of your workforce, but they also give your business a competitive advantage. Here are some of the top benefits of using a video conferencing solution.

1. Optimized attendance

It helps you monitor the attendance of your remote teams, which the location change would have otherwise attenuated. These tools enable business owners and managers to improve the participation of their employees. In addition, this software allows for seamless staff training and presentation sessions, which helps you avoid or delay meetings.

2. Reduced time and costs

One of the major benefits of the best video conferencing software for small businesses is to cut down on traveling, which enables you to save up on time and money. Different team members can instantly connect via a video call without leaving their current location. It can simplify the hiring procedure as well; you can conduct a live interview without calling the candidate to your office and making interview arrangements. Lastly, video capabilities also help firms that rely on person-to-person selling.

3. Improved communications and structured meetings

With people participating from different locations, the schedules and start & end time of the call is decided upon before the video call. It enables a topic-to-topic discussion with less wasted time and more to-the-point talks. Now, participants don't need to analyze emails as they can get detailed visual cues on the video call. Meetings conducted over online video conferencing tools can result in outcomes based on expressions of satisfaction, understanding, doubt, interest, and concern. It helps participants understand each other better; thus, leading to improved communication.

4. Improved employee retention

Many employees tend to leave their organizations because they face trouble commuting or maintaining a work-life balance. Video communication and conferencing software allow you to limit your employees' travel requirements, thereby providing them with a better work-life balance. And when employees work with an organization that enables them to give their hundred percent and still have time to do other things, the chances of leaving are bleak.

5. Enhanced productivity

Improved communication and employee retention ensure all the members in your team are in sync and on the same page, which enhances the decision-making process and increases overall organizational productivity. Increased connectivity means a faster resolution to problems and quicker delivery of support and services for clients.

6. Competitive advantage

With all the benefits discussed above, an organization tends to have an advantage over its competitors. The right set of video conferencing software provides you with improved communication, enhanced productivity, and increased employee retention, which would provide your business with a significant competitive edge.

7. Allows Video Recording and Archiving

When you have an important meeting, and a few members are unable to attend, this video recording feature might be quite helpful. After a meeting or conference, the recordings can be shared with the team members. It also makes up for any information or ideas lost during the meeting. In addition, these recordings can be kept as a reference for future employees or stakeholders. It saves a lot of time and effort.

Features of Web and Video Conferencing Tools

With the concept of virtual meetings becoming increasingly popular, more and more vendors are coming up with unique video conferencing tools entailing exciting features. That being said, let's take a look at some of the main parts every video conferencing solution is likely to offer.

1. Large meeting capacity

Video conferencing systems allows the participation of a large number of people. The exact number might vary from vendor to vendor, but 100 is the minimum number of participants most tools offer. On the other hand, advanced tools also provide a capacity of 500 or more depending upon the plan you choose.

2. HD collaboration

One of the significant challenges faced by video conferencing software users was the lack of audio-video quality. This problem seems to be solved as most modern-day best video conferencing tools now utilize crystal-clear audio and HD video to make the interactions more interactive and meaningful. It takes your business interactions to the next level and ensures productive collaborations irrespective of location and distance.

3. Private and group chat

Besides video chat, all video conferencing tools offer instant messaging features as well. You can either send a private message to one of the participants or a public message in the group chat. This feature allows you to ask questions or send suggestions during an ongoing conference call without disturbing others during the presentation.

4. Recording and playback

Advanced video conferencing tools with online class module support recording the entire content of the video call, which can then be used for online classes and staff training. The real-time recording feature enables you to record the whole discussion or specific parts of the interaction you consider essential.

5. Sharing and discussions

In addition to recording, video conferencing software also offers powerful sharing functionality. Some typical sharing features of these tools include conference room screen sharing, file sharing, and interactive whiteboards. Thus, you can share your ideas or proposals effortlessly and facilitate faster decision-making. File formats supported for sharing include excel, PPT, text, word, etc. 

6. Multi-device and platform support

To further increase collaboration, video conferencing systems support multiple devices and platforms, including Mac, iOS, Mac, Windows, and Android. With different people using different devices across various platforms, these tools promote seamless connectivity and collaboration.

Types of Web and Video Conferencing Software

Video conferencing systems come in various types, depending on the objectives and requirements of the users. Understanding the different types of video conferencing tools enables you to determine what kind of solution would best align with your business requirements. Here are some types of video conferencing tools.

1. Telepresence

Telepresence video conferencing systems are ideal for hosting close meetings. It includes the use of large screens, with cameras positioned at eye level. This type of video conferencing shows that all the participants are present in the same room, even if they are not present there physically.

2. Integrated conferencing

Integrated online video conferencing tools are used for group video conferencing software requirements wherein the location of the equipment is centralized. This type of video conferencing is well suited for classroom (Virtual classroom software) and boardroom conferences. Both the codec and hardware are mounted at the same location to display peripheral videos.

3. Desktop video conferencing

For typical office workers, desktop video conferencing is the go-to choice. This type of video conferencing system can either be available as a software client on your desktop or as a hardware codec for doubling your computer desktop. Desktop video conferencing allows you to utilize a full-motion conference from your personal computer.

4. Service-based

In service-based systems, the telecom carrier takes care of most parts of your network setup; thus, reducing the work to be done at your end. All you need to do is pay for the solution, and your provider will take care of the entire setup. This type of video conferencing system is ideal for businesses that don't want to deal with the technicalities of the setup.

5. Codec

Codec video conferencing works similarly to integrated conferencing. It uses an external display, microphone, and camera to create the same room environment. It could be an ideal pick for you if you want to utilize a whiteboard setting at your workplace.

Things to Keep in Mind While Choosing Video Conferencing Software

As discussed, video conferencing can provide a company with a bunch of exciting benefits. But to make the most out of your solution and ensure it caters to your business requirements, you will need to choose the right tool. Consider the following tips to select the best video conferencing software.

1. Number of participants

This factor may not matter if you are a small business with a handful of employees, or if you need to do one-on-one conferences only. But, if you have a huge team and plan to include the entire board with members located across the globe, you'll need to pick a powerful solution that captures audio-visual details of the entire boardroom effectively. For one-on-one interactions, even a simple webcam solution can get work done.

2. Technical support provisions

If you are a startup or a small business, you most likely don't have a dedicated IT staff that understands how to set up, use, maintain, and monitor teleconferencing equipment. Thus, you may need a dedicated technical team to oversee the performance and maintenance of the video telephony hardware.

3. High-quality multimedia capacity

Your video conferencing tools for business should have the ability to accommodate the sharing and transmission of materials like files, documents, images, and videos. These materials could play a critical role in helping you send out a clear message.

4. Syncing equipment at different locations

When an organization works with remote teams, challenges like differences in hardware, software, time zones, and internet connectivity arise. You should choose a video conferencing platform that ensures seamless compatibility and communication for all participants regardless of their time zones.

5. Cost

Video concerning tools is intended to reduce the operational costs of an organization. However, the expenses involved in setting up and using the video conferencing equipment can be high. Although it's not advised to go for the cheapest option available, set a realistic budget, and be sure to stick to it. Don't overspend on your equipment as it might become difficult to generate the desired ROI.

Common Video Conferencing Problems and How to Fix Them

Companies new to the concept of video conferencing and virtual meetings can run into some issues. Let's take a look at some of these common problems, along with how to fix them.

Problem 1

Users might not be familiar with the video conferencing platform, which can lead to user-related issues.

Solution: Before deploying a new tool or software, take the time to train and make your team acquainted with its necessary features and functionality.

Problem 2

Network-related issues, such as connection problems and inadequate bandwidth can ruin the video conferencing experience.

Solution: Be sure to check your internet connection before starting the conferencing session. If you suffer from prolonged connectivity issues, consider replacing your network provider.

Problem 3

Participants cannot see or hear each other, and laggy video, or lack of synchronization can affect interaction and communication.

Solution: Make sure all of your participants are equipped with the best quality tools, including headsets, earbuds, or microphones.

Problem 4

Participants may use different devices and platforms, which might lead to integration issues.

Solution: Use video conferencing software that provides seamless integration and support on all devices and platforms.

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