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Email may be quick and easy but nothing beats the power of face-to-face meetings. In fact, meeting face to face is 34 times more successful than email communication.
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With more employees working remotely, traveling and enjoying flexible schedules, the need for more personal conversations can really only be done with video conferencing software.
Fortunately, there's a huge market full of endless options for different types of video conferencing software. The best one for your company will depend on several factors, such as the number of employees you have, your budget and any special features you may need.
We've broken down the top 7 video conferencing software programs for 2021 to help you figure out which one will fit best into your company. Plus, we provide a quick look at the video conference equipment you'll need.
Just remember: Cost and features will vary!
Zoom
Zoom is a heavy hitter in the video conferencing world because of the many options included in every plan. The platform also boasts flawless video, crystal clear audio and instant sharing capabilities that make it our favorite option for video conferencing. Many people who use Zoom often switch from other conference call software because of frustrations they face using other available platforms.
Zoom is the ideal web meeting software for users who want to simply and effectively connect with customers and clients remotely. It also has Chrome and Linux OS support for increased flexibility and secure socket layer (SSL) encryption to guarantee secure communications.
All Zoom plans include:
- Screen sharing from desktops, tablets or mobile devices
- Whiteboarding
- HD video and voice
- Unlimited number of meetings per month
- Secure Socket Layer (SSL) encryption
- Chat and messaging (private and group)
- Scheduling with Chrome extensions
- Meeting record option
- Ability to join a meeting by telephone
- Instant or scheduled meetings
- Online support
- Breakout rooms
- Breakout capabilities let you divide your meetings into as many as 50 separate sessions!
There's also a free version of Zoom, but the features and capabilities are limited. Conferences that have many participants cannot go beyond 40 minutes. For advanced features like user management, interoperability, custom meeting IDs for individual participants, phone support and managed domains, you have to subscribe to one of its premium plans. Fortunately, the paid plans are typically less expensive than comparable plans with other providers.
Participants
The number of participants allowed per meeting will vary based on the plan you select. You have the option to add on more participants with every plan except the free version.
Zoom Webinars & Events
Does your company conduct webinars or live demos? Zoom Webinars and Events let you engage with an unlimited audience in live, virtual events. In Zoom Rooms, wired and wireless content sharing is available, as well as the option to remotely control and monitor meetings from one centralized interface. You can also implement digital signage and scheduling displays to help enhance office communication and make booking meetings easy!
Microsoft Teams
Microsoft Teams is designed for seamless efficiency and collaboration. It integrates with Office applications like Word and SharePoint, and its design and infrastructure make it exceptionally interactive. The company has also made it possible to integrate Skype for Business into Microsoft Teams.
This program was designed as a response to the growing number of collaboration tools, like Slack, that have dominated the market in the last few years. Microsoft Teams is a catch-all chat tool for the workplace, but its video conferencing option is just as compelling and powerful. Users can launch video conferences directly from their chats.
All Microsoft Teams plans include:
- Web version of Word, Excel and PowerPoint
- File storage and sharing
- Up to 300 users
- 24/7 phone and web support
One of the newest features included in Microsoft Teams allows users to invite guests that are not part of their enterprise's Azure Active Directory. In addition, the mobile version of Microsoft Teams supports voicemail on Android and iOS.
GoToMeeting
Even though GoToMeeting no longer dominates the video conferencing space, it remains a highly polished remote meeting software with a long list of features that would satisfy the needs of most business environments.
This user-friendly software has a few important advantages over its competitors, including its polling and 'raise a hand' features. Furthermore, GoToMeeting allows unlimited video meetings and secures these meetings with end-to-end encryption.
All GoToMeeting plans include:
- 24/7 customer care
- HD video
- Unlimited meetings
- Screen sharing from desktops, tablets or mobile devices
- Messaging
- Web audio – no phone required
- Security
With a 14-day free trial, you can see the ease and convenience of the features first-hand.
Participants
GoToMeeting allows 10 to 250 participants, depending on the type of plan you get. However, the free version allows a maximum of three participants vs. up to 100 on other platforms.
Skype for Business
Packaged with Microsoft Office 365, Skype for Business is likely already familiar to many users. The business version takes the free, standard platform's capabilities to the next level.
All Skype for Business plans include:
- Unlimited meetings
- Screen sharing
- Instant messaging anytime
- Tight security
- Conferencing with up to 250 participants
Skype can also easily integrate with Microsoft Office programs like Word, Excel, PowerPoint, OneNote and Outlook.
By adding an enterprise package, meeting leaders can host up to 250 participants over a secure connection. Upgrading to Online Plan 2 adds HD video and audio calling, a 50GB mailbox and up to 1 TB file storage and mobile technical support.
Microsoft recently announced that it will be retiring Skype for Business requiring users to find a new solution.
ezTalks Meetings
Perhaps the biggest selling points of ezTalks Meetings are its continuous technological advancements and its developers' unwavering commitment to introducing cutting-edge features and state-of-the-art video meeting protocols.
This solution is compatible with Android and iOS devices and has a relatively straightforward user interface, even for first-time users. ezTalks Meetings is a solid web application for video conferencing in healthcare, community and education. However, with less distribution and adoption as Zoom, you may find less partners familiar with the tool.
All ezTalks Meetings plans include:
- Unlimited number of meetings
- Instant or scheduled meetings
- Join by telephone call-in
- HD video and audio
- Private and group chat
- Interactive whiteboards
- Screen sharing with co-annotation
In the free version, it's possible to accommodate as many as 100 people in a single meeting for up to 40 minutes, and host an unlimited number of HD video conferencing recordings on this platform.
StarLeaf
StarLeaf is outfitted with its own API, which makes it possible to customize its conferencing. The company provides an extensive range of upgrades and integrations including Slack and Skype for Business, and it comes with a complimentary app for Android, iOS and Windows users.
StarLeaf's unique architecture allows you to deliver business-wide connectivity, avoiding the limitations associated with virtual meeting room solutions. The platform is an incredible alternative for those who don't want to spend on costly on premise video infrastructure.
All StarLeaf plans include:
- Global audio dial-in telephone numbers
- Full interoperability with Skype for Business
- Unlimited guest invitations
- Calendar integrations with Outlook and Google
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StarLeaf is UK-based, but has a rapidly growing international client base in Europe, New Zealand, America and Australia. The company has plans to invest in APAC and expand worldwide.
Cisco Webex
Cisco Webex is an excellent video collaboration software for online training, webinars and remote support. In particular, it's excellent for businesses that have legitimate security concerns. This teleconference software features Transport Layer Security (TLS), third-party accreditations, encryption, firewall compatibility, single sign-on and secure scheduling options.
Cisco Webex includes seamless integration with Outlook and the ability to use it across different platforms including Mac, Windows and iPads. What's more, Cisco Webex is part of an ecosystem of interoperable solutions for working remotely. It allows you to add specialized functionalities for training, remote technical support or webinars.
All Cisco Webex plans include:
- Screen sharing
- HD video
- Unlimited meetings
- Cloud recording and storage (limits vary by plan)
- Business-hours phone support for lower level plans and 24/7 support for pricier plans
Participants
The free video conferencing version of Cisco Webex is limited, only allowing two participants in meetings. For paid plans, Webex allows between 50 and 1,000 participants.
Tips to Find Your Ideal Video Conferencing Software
There are a lot of options out there! Here are some helpful tips to consider as you assess your budget and needs.
- Many video conferencing plans are less expensive if you pay annually instead of month-to-month.
- Some plans will charge per user. Make sure you know how many are allowed per plan and check if you can add on users as needed.
- If a video conferencing software that you're interested in doesn't offer a free plan or free trial, request a demo so you can see it before you commit to buying.
Don't Forget the Equipment!
Once you've selected a video conferencing software platform, you'll need to evaluate how it will fit into your meeting room environments.
Room Size Matters
The most important thing to keep in mind is that the size of your conference rooms will determine the exact type of equipment you need. A simple Logitech camera is fine for one-on-one meetings, but this technology won't scale for larger rooms with multiple people.
Get an in-depth look at how to find the best video conferencing equipment.
Sound Quality
A noisy conference room is going to turn into a distracting meeting experience. For sound management, installing acoustic panels can enhance sound quality, eliminate echo and maximize comfort. Plus, the panels can be designed with creative visuals that amplify your brand or enhance the aesthetic appeal of your meeting space.
The hardware you use is also going to determine the quality of your meetings, so you'll need to make sure your equipment can support web collaboration. This includes items like microphones, controls, speakers, cameras, digital signage and displays.
Pro Tip: If you're looking to implement an immersive meeting experience, Zoom Rooms utilize off-the-shelf hardware for wired or wireless content sharing from any device.
We're happy to help you find and implement the perfect program to support your company's productivity and efficiency. Contact us anytime to get started!
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