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List of Video Conferencing Software

Finding the best Video Conferencing Software for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

Table of Contents

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 different locations; thus, allowing them to conduct virtual, face-to-face meetings without commuting to a common location. Some typical applications of video conferencing include:

  • Conducting meetings

  • Interviewing job candidates

  • Negotiating business deals

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

What is Video Conferencing Software?

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, a network connection.

Benefits of Video Conferencing Software

Web 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, who would have otherwise been attenuated by the change in location. 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 video conferencing is to cut down on traveling, which enables you to save up on time and money. Different members of a team can instantly connect with each other 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 prior to 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 spend time analyzing emails as they can get detailed visual cues on the video call. Meetings conducted over video conferencing tools can result in outcomes based on the expressions of satisfaction, understanding, doubt, interest, and concern. It helps participants understand each other better; thus, leading to improved communications. 

4. Improved employee retention

A large number of employees tend to leave their organizations because they face trouble commuting or maintaining a work-life balance. Video communication and conferencing 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 them leaving you 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 the 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 web conferencing tools provide you with improved communication, enhanced productivity, and increased employee retention, which would provide your business with a significant competitive edge. 

Advanced Features of Video Conferencing Software

Advanced Features of Video Conferencing Software

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

1. Large meeting capacity

Web conferencing tools allow 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 major challenges faced by video conferencing users was the lack of audio-video quality. This problem seems to be solved as most modern-day 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 web 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 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 entire discussion or specific parts of the interaction which you consider important. 

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 whiteboard. 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 the level of collaboration, web conferencing tools 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 Video Conferencing Software

Types of Video Conferencing Software

Video conferencing systems come in various kinds, depending upon the objectives and requirements of the users. Understanding the different types of web conferencing tools enables you to determine what kind of solution would best align with your business requirements. Here are some types of web 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 is used to show that all the participants are present in the same room, even if they are not present there physically. 

2. Integrated conferencing

Integrated video conferencing tools are used for group video conferencing requirements wherein the location of the equipment is centralized. This type of video conferencing is well suited for the classroom (Virtual classroom software) and boardroom conferences where 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 the most part 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 technicalities of the setup. 

5. Codec

Codec video conferencing works similar 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. 

The Industry of Video Conferencing Software

The Industry of Video Conferencing Software

The global market size of the video conferencing market was valued at $3.85 billion in 2019, which is expected to increase with a CAGR of 9.9 percent over the next decade. The rapid growth in the demand for video communication due to the increasing remote work and globalization has resulted in a steep rise in the video conferencing market. Concepts like online education and telecommunication are becoming increasingly popular in developing countries, which has increased the demand of video conferencing technology. 

Moreover, MNCs like IBM and SAP are readily adopting these solutions for conducting meetings, seminars, and training sessions. And in general, a large number of companies are using web conferencing tools to improve collaboration and interaction between their remote teams. 

There has been a significant rise in telepresence solutions in the education and healthcare sectors. Telepresence robots are being used in healthcare for providing remote presence. The development of 5G has further ignited the use of videotelephony technology, making it easier for companies to leverage its benefits. 

And lastly, the COVID-19 outbreak has encouraged various companies to adopt virtual modes for communication and collaboration, which has led to the increased development of the video conferencing industry. 

Why Use Video Conferencing Applications?

Why Use Video Conferencing Applications?

Video conferencing helps to eliminate communication barriers arising due to distant teams and differences in location. Let's list down the importance of video conferencing applications in business. 

1. To reach out to various people at the same time

With the help of video conferencing applications, you can conduct meetings with numerous people at the same time. These tools enable you to talk to people from across the world by not going anywhere but from your desk with a camera, screen, and internet connection. These solutions help you facilitate meetings on the go that otherwise require strategic planning and appointments.

2. To save time and money

For SMEs, maintaining cash reserves is one of the biggest challenges, and travel costs are one of the major expenses. By implementing a robust video conferencing setup, companies can conduct activities like meetings, interviews, and deal negotiations at the comfort of their office without any need to travel. This helps a company get more returns as they can speed up their hiring and dealing process. 

3. For binding your workers

Nowadays, all businesses have remote workers dispersed across various locations. Web conferencing tools enable you to connect all those workers from their mobile phones or desktops. Furthermore, you can keep a watch on your workers and track their activities. Thus, you can ensure improved management. 

4. To connect with more people

Video Telephony allows you to connect with more people and establish more fruitful relationships. When interacting with someone face-to-face, you can analyze their facial expressions and body language to determine their actual emotions, which can lead to faster, more effective collaboration. 

5. For increasing productivity

Video conferencing applications keep your team more focused and alert during important meetings and discussions, which improves their performance on the floor and increases the overall productivity of an organization. 

6. To improve the overall communication

Video conferencing enables telecommunication, which allows you to share audio-visual information compared to audio-only data with a normal call. Organizations that give their employees flexible work timings can use web conferencing tools to improve their interaction, communication, and involvement. 

Things to Keep in Mind While Choosing Video Conferencing Software

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 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 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 web conferencing tool 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 web 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 web conferencing tools, 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, 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 microphone. 

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

Related Articles:

Top 5 Video Conferencing Software for Your Business

10 Best Virtual Meeting Software for Remote Teams in 2020

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Frequently Asked Questions (FAQs)

  • A. Some vendors offer free versions and free trials, but it is recommended to invest in an advanced solution that provides the best features.
  • A. Begin by listing down your objectives and compare them with the features of each tool to find the solution that best suits your business.
  • A. These tools help you conduct instant meetings, monitor your employee performance, and establish effective communication, which adds to improved organizational productivity.

Video Conferencing software in following industries

Nikunj DudhatBy Nikunj Dudhat | Last Updated: October 24, 2020

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