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10 Tips To Consider Before Buying A Video Conferencing Solution

by vc-admin on May 5, 2022

One of the most exciting tools in the communication landscape is video conferencing. There is no other way to maintain the unique dynamics of face-to-face interaction without the need to travel.

In addition, 94% of businesses agree that video conferencing increases productivity. However, in order to reap the benefits of video conferencing, you need to choose the right video conferencing provider first.

With a suitable platform, users spend more time communicating and collaborating and less time struggling with the technology. Tools like team messaging and cloud-phones help the employees to work productivity.

There are a lot of video conferencing solutions available in the market. However, finding pocket-friendly video conferencing tools along with the most suitable features can be tricky. Before diving deep into the factors, one should look at a video conferencing solution. Let us briefly discuss why video conferencing is essential.

Why Video Conferencing is essential

Many modern communication tools, such as the telephone, fax, email, and instant message (IM), have completely removed face-to-face contact. It often results in team, customer, or partner relationships that are disorganized, impersonal, and unfriendly. On top of this, numerous companies have adopted a work-from-home or hybrid work model. It further enhances the need for personal video interactions among employees, consumers, and clients.

Face-to-Face interaction is necessary even if the world is not moving out – because facial expressions speak much louder than words. It is, therefore, essential for your business to have a cost-effective video conferencing solution.

We have enlisted a few factors to consider before buying a video conferencing solution-

Identify the purpose or the need for video-conferencing

You need to clearly enlist your objectives and requirements in order to have cost-effective video conferencing solutions.

Find out what you want the video conferencing system to do for your organization (what will it do for you?). Your company’s employees and departments can assist you in determining what kinds of functions they think will be beneficial to your company or their own success. During the process, it is likely that you will come up with a long wish list of functionality and features that are unnecessary; while you look for pocket-friendly video conferencing tools. In most cases, you will see that many demanded features are not requirements. They increase the complexity and price.

Here are a few questions to help you narrow your search and specify the essential requirements:

How frequently would you use that feature? 
How do you manage that need presently? 
How many members generally would be a part of your meeting? etc.

Ease of Use

Eventually, even the most advanced video conferencing solutions will not be able to transform your business if you cannot convince your team to use them. Your software must be as accessible as possible, with the opportunity to join meetings with a single click if required.

Therefore, ease of use is another significant factor to consider while finding a video conferencing solution. A complex user interface can create many problems in your business meetings. It can result in long delays and interruptions in your video conferences. It can further lead to frustrated attendees.

Though it is vital to have different features and pocket-friendly video conferencing tools, it is also essential to check for the complexities of these features. Imagine if you want to present your slide in a video conferencing, and you are struggling to find the option; it will be annoying, isn’t it? Therefore, it is essential to check ease of use to have a cost-effective video conferencing solution.

Compare the cost of different solutions

Cost is an important parameter when considering video conferencing solutions. The cost of video conferencing services is the prime reason behind its increased adoption. Initially, the cost and complexity of video conference systems made them suitable only for larger organizations.

However, things have changed now; video conferencing systems these days are simple to install, easy to use, and relatively cheap, which has spread their use in businesses of all sizes. These days many corporate users aim to have cost-effective video conferencing solutions. Video conferencing services usually charge per host.

Therefore, if you want multiple employees to host their meetings, each of them need a license; with multiple user licenses, many employees can hold video conference calls at the same time. In this case, you only pay for each host, and other participants are free to attend meetings. Some video conferencing providers also provide multiple service tiers based on pricing, the number of participants you can host in a meeting, and the features.

Apart from these, some video conferencing solutions are free. However, there are usually limits to how many people can participate in a video call and how long it can last. The paid plans based on the per-host model range between $5 and $50 per month, yet the paid plans based on attendees may charge up to 500 people might be $145 per month. These types of cost structures are usually designed for companies that host webinars.

Consider Security and Privacy

We should consider privacy when digital technologies take a more central role in corporate communication. The conference room should be a place for ideas to be expressed safely in the knowledge of the group. Hackers should not be able to access the web conferencing camera without permission, especially for high-level discussions.

Most conference room systems turn off the camera when it is in privacy mode, so nothing can be seen when the camera is off. When you start Kandao Meeting, the lens will only appear when you start the video conferencing system, or else it will be hidden within the body.

IT teams are concerned most about security when searching for a video conferencing solution. Whose to blame? Many video meetings involve secretive information, and an undesirable visitor can be a problem for the company.

Look for video conference providers who publicize comprehensive information on their security and compliance practices. Make sure, your app has multiple layers of security, is frequently checked by third-party audits, and undergoes regular testing. Privacy is a must for cost-effective video conferencing.

Check the Resolution

Video quality in our conferencing environments is constantly improving. We have already seen 4K video conferencing, and new endpoints are emerging every day that provide more detailed pictures to everyday users.

Additionally, the emergence of 5G as a new connectivity standard means we could expect more beautiful meetings on mobile devices. If you are searching for a cost-effective video conferencing provider, make sure that the quality of your conferencing tools matches your needs.

Do not compromise on the quality resolution just to have pocket-friendly video conferencing tools. The high quality of Zoom sets it apart from its competitors. It offers high-quality video and audio combined with 4K devices to ensure the highest quality web meetings. In fact, Zoom is a communication platform that delivers a complete teleconferencing solution.

Zoom offers all the tools you need to have online meetings in one place. It is a cloud video conferencing platform that enables collaboration in the office, remotely, and on the go. If you are a zoom user and have access to the internet, y0ou have access to the highest quality meetings. So, if you are looking for a high-quality video solution, zoom is worth considering.

Look for Extra Features

There are some basic features of video conferencing that are readily available in the market and easily accessible through different video conferencing applications, if you really want to buy a cost-effective video conferencing solution, you need to look at what extra you can get.

Many video conferencing software provides additional features like – setting up the conference room, adding notes, messaging, cloud phone, checking portability, etc. These features can help enhance the ease of work and can save time.

Check for Third-party Integrations.

Third-party integrations are available for some video conferencing solutions with applications such as Google, Salesforce, and Microsoft 365. Video conferencing platforms that integrate with these other services are ideal for organizations that already subscribe to them.

Integrations allow users to:

Launch video meetings: The integration of video conferencing with calendar apps and email clients allows users to schedule/launch video meetings and send an email to other participants without leaving the applications.

Import presentations and documents from other applications: The employees need to import, share or download files while a video meeting. Therefore it is crucial to look for the software that permits third-party integration so that employees can share documents and links in real-time.

Feature to add notes: In some video conferencing platforms, artificial intelligence can automatically take notes during a meeting. Other platforms let users add notes themselves. You can choose as per your requirements which feature is ideal for you.

Video Recording: Some video conferencing apps allow users to record a meeting and save it. These recordings can be helpful to reference for projects or as training materials for new employees. If you are looking for a cost-effective video conferencing solution, third- party integration feature is a must-have.

Do not forget to do a Test Run

It does not matter how ready you think you are, you will not know that your solution works as per your requirements until you test it. Try connecting to a test session with different client configurations: desktops, notebooks, LANs, VPN s, WANs, etc.

If you want a cost-effective video conferencing solution, opt for the trials first; many conferencing services offer free trials that last anywhere from a week to a month; some offer free trials until a certain amount of data is utilized. So before you buy a plan, take advantage of the free trials to ensure that the service will meet your needs and address your priorities adequately.

The geographic location of end-users

Many video conferencing solutions or pocket-friendly video conference tools have restrictions on which areas or countries they actually cater to. Recent examples are the Russia and Ukraine war and the pandemic. Due to these unforeseen incidents, many companies have restricted their services in the countries.

Though it was unpredictable yet, due to geographic locations- services are restricted. Hence it is advisable to go for the solutions that can provide hassle-free services at your place and in your country. COVID-19 pandemic also forced many video conferencing service providers to grab the opportunity and increase their service area.

Look for the quality Customer support

Last but not the least is customer support. You should not neglect the quality of a company’s customer service.

Video conferencing services are easier to use today, yet they remain a challenge from a troubleshooting viewpoint. It is difficult to determine whether a user or group of users are facing the problem, and it is even more difficult; to determine where the problem actually lies- Hardware or Software. Therefore, it is necessary to evaluate; all technical support options to determine where the problem resides, who or what is to blame, and how to fix it.

It is vital to buy a video conferencing solution that can resolve queries and provide back-end solutions. It is worth your time to check out the company’s reputation and try to have a call with customer service to ensure they will be available when you need them. In order to have cost-effective video conferencing you need quality customer support from your solution provider.

Conclusion

Video conferencing’s impact on human communications is nearly comparable to the influence of the telephone more than a century and a half earlier, as it continues to evolve into a more integral part of business in the digital age. It is the year of video conferencing, and you need to know what it takes to choose the right video conferencing solution for your team. It is essential to consider all the factors – ease of use, pocket-friendly video conferencing tools, audio, video quality, etc. before purchasing a video conferencing solution. Do not forget to explore all the possible options to find a cost-effective video conferencing solution, and remember the worth of extra features like AI assistants and recording.

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How to Thrive in the New Era of Video Conference

by administratoir on May 5, 2022

Video conferencing has evolved as an indispensable segment of the modern business world. It assists in improving the connectedness and communication of businesses with its concerned members.

According to current analyses, the video collaboration market will reach $11.56 billion by 2027. COVID-19 has highlighted the significance of video conferences and communication.

When the world came to a halt due to the pandemic, video conferences facilitated communication between individuals and corporate teams.

So what should you need to succeed in the world of video conferencing?

Well, a few video conferencing etiquettes along with the best video conferencing app or suitable video conferencing platform will work. Let’s discuss some video conferencing etiquettes that will help us succeed in the video conferencing era.

Ensure your technology functions correctly

Do you want to sit back and stare at your monitor till your setup functions appropriately? No, right?

Your client won’t wait for you just because your video conferencing system isn’t working. Therefore you need to check your hardware and software before initializing a meeting with your client.

Try a few tests run with employees before attempting to land a significant investor. Make sure you understand the setup and the process well before starting your video conference.

If you are new to video conferencing, there are many video conferencing solutions that are easy to use, try them for your first meeting.

Perform a detailed study and then choose the best video conferencing app for you and your team. Try using the updated technology that facilitates your attendees with an in-person meeting experience.

Pick the right set of software and hardware

It is vital to have the right set of hardware and software. When it comes to selecting software, most people look for the pocket-friendly and not the one they actually need. You need to understand that it is worth investing in video conferencing solutions, so do not rush for cheap or free video conferencing tools or software.

Remember, video conferencing is here to stay, so plan accordingly. You’ll need a software solution that is easy to use yet loaded with essential features, so your employees can operate it without frustration or comprehensive training.

Many video conferencing solutions, such as – Zoom, Google meets, Microsoft teams, skype, etc., are available in the marketplace. We have a detailed article dedicated to these tools and their pricing, do not forget to check that out before you choose; the best video conferencing app.

It was all about software, but it is also necessary to align hardware with your software. It is so because your software may not support some hardware or advanced equipment. These types of equipment are so costly that you can incur a loss if they are not compatible with your software.

Mute yourself when you are not speaking

It should be a basic practice to mute ourselves if we are not speaking. The 2020 State of Remote Work report discovered that interruptions and being talked over are two of the greatest video conferencing challenges for both remote and office employees.

Microphones pick up background sounds like typing, coughing, munching, or tapping your pen. These sounds can distract other video conferencing attendees and can be annoying. Therefore, it is essential that you mute yourself when you are not speaking. If you want to communicate with someone, make a habit of texting in person rather than sending a text to the entire panel; the pop-up sound of text can disturb the whole video conference.

Most people have the habit of interrupting a meeting if they are willing to say something – don’t do that. It can disturb the speaker, so patiently wait for your turn. If something is very crucial, raise a hand so that all others know that you want to say something.

Although many video conferencing platforms have the option through which the speaker can mute all the attendees, even a minor sound from somewhere can create a glitch. The best video conferencing app, Zoom, also has a feature that reduces the background noise. You can use this feature to reduce the noise even when you speak.

Respect time

The problem with attendees is that someare never on time, and the perpetual excuse that they give is internet connection is improper. To succeed in video conferencing, you must value your and others’ time.

It may seem like a moral lecture here, but it is noteworthy as the other person might finish a meeting in those 10 to 15 minutes that you make him wait. The chances of meeting cancellations are also higher when you make your client wait for you. You can even lose a deal due to delayed or cancelled meetings. Therefore always be on time, be 5-10 minutes early if you are not busy with some productive work.

There are many video conferencing solutions that have features to set a reminder. You can place a reminder 5-10 minutes before the meeting so that you and all other attendees can join on time.

Google meet is the best video conferencing app for time-saving. Google is well-known for the ease that it brings to the life of people.

People can even join the meetings from their Gmail and do not need to wait for the software to load. You can get a reminder in your mail through google calendars, and you can directly join the meeting from the mail.

Avoid Distractions

It is so easy to get distracted in video conferencing meetings, be it background noise or distracting background: we actually look for an opportunity to escape from these long meetings. Checking your mail frequently, eating, and watching television during a video conference is normal these days; avoid doing that.

Do not inspect your emails or operate your PowerPoint during video conferences. Research suggests only 3% of people can multitask effectively. So you might miss some crucial information while doing other work. If you are the presenter of the video conference, try to keep it short and crisp so that the employees should not feel bored and irritated during the online video conference.

Distraction in meetings leads to less productive outcomes and more workload: which directly impacts the business. Therefore the presenter needs to schedule a short and constructive video conference, while attendees should focus more on video conferences rather than multi-tasking.

The best video conferencing app or the recommended app for reducing disturbance is Skype. Skype has a feature that helps blur the background, and it even allows you to join the meeting as a guest.

Dress Appropriately

The formal attires took a back seat during the pandemic, and T-shirts and shorts were the new normal. While it is tempting to work in your favorite T-shirt all day, consider wearing professional clothes to any video conferences you’re attending. Your red color T-shirt might be good for you, but it can be distracting for the rest attendees.

You presumably spend at least 4-5 hours a day ‘Zooming’ your co-workers & clients. So what should you wear when you spend hours on video conferencing while working from home?

A general rule is to dress formally and wear clothes; you would have worn in a face-to-face meeting. Dress smartly and wear colors that align with the lighting. Every profession has dressing rules associated with it that one must follow.

If you are not in a position to change your clothes, there are many video conferencing solutions that permit you to partially and fully blur the background – like Zoom and Skype. Try using them so that your clothes should not become the reason for others’ distractions.

Frame the camera rightly

A lot of people do not face the camera correctly, either half of their face is visible, or only a side is visible.

We all have been through the video calls where we end up looking up people’s nostrils or seeing the side of their faces. When you are on a video call or video conference, make sure you set the camera in an appropriate manner, the way your full face is visible to the camera.

You should sit at eye level to the lens, and try to position yourself in a way that shows the midsection and up. Placing your camera too high leaves other participants staring down at you, and keeping a camera too low can lead to unflattering and discomfiting angles.

If you are always on the go, try to have an external webcam that can move along you, it will help you look better. The resolution of your camera might also be a problem if your blur face appears in the video conference.

Many video conferencing solutions offer high video quality. Search them and choose the best video conferencing app for yourself so that resolution should not bother you more. Zoom is a good option as it offers high video quality, and it even supports 4k video resolution.

Check the lighting in your place

Insufficient lighting has an immense influence on the video quality. There should be adequate lighting in your room to have a smooth video conferencing setup. Do not try to combine natural light with office lighting unless your office bulb has daylight white. Try shifting your position if the light is improper.

Though many video conferencing solutions are available that have the feature of adjusting brightness. However, Google Meets recently introduced a feature that automatically detects the lighting and then prompts users to change it if required so that others can see it better.

These were some etiquette that attendees should follow to succeed in the video conferencing world.

Apart from these, there are several DOs and Don’ts that will also help in having a better video conferencing experience.

Schedule meetings with proper agenda – Corporate meetings or video conferences should not be directionless, or else they would be more like a discussion or informal chat rather than a meeting.

Keep a clear purpose in mind and inform the attendees; so that a meeting could have a productive outcome.

Try to use visuals to get better attention – Visuals are a great way to keep meeting engaging and fresh. Many video conferencing solutions allow you to wirelessly share applications, PowerPoint presentations, documents, videos, infographics, charts, graphs, and anything else for real-time collaborations. Microsoft team would be ideal if you have a Microsoft subscription.

Dont’

Do not record a meeting without prior permission of the attendees. It is a common mistake most people make. Do not record a video conference without the permission of the meeting attendants. The consent is vital, or else you need to inform that meeting will be recorded for ethical purposes. Privacy is essential; do not try to overrule it.

If you are willing to record your business meeting, there are many video conferencing solutions like zoom, google meet and skype; that offer such features. Do proper research and then select the best video conferencing app for yourself.

Do not switch the webcam on and off. Many people have a habit of multitasking during online meetings and video conferences. These people frequently turn on and turn off their cameras which disturbs the conference.

Imagine you see a black-out screen among all faces, it would quickly grab your attention, and you will be distracted.

Conclusion

Video conferencing is the future but are you prepared for it? Many video conferencing solutions have emerged after the pandemic, and some already existing ones have also improved their services.

Everyday video conferencing industry is witnessing new developments like 4k resolutions. With so many options and numerous features, it is difficult to find the best video conferencing app.

The choice depends on several factors, like the size of the business, business requirements, team size, location of attendees, etc.

Decide whether you need cloud-based video conferencing or room-based. Room-based video conferencing setup requires a lot of hardware that increases the cost to a greater extent. Make sure to research well before buying a video conferencing solution because it is a costly affair.

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How To Set Up A Video Conference

by vc-admin on May 5, 2022

From handling remote teams to sealing business deals overseas, online video conference has become a crucial need for companies of all sizes and functions. It implies that successful businesses and agencies need the best video conferences tools and a proper solution for high-quality video conferencing, which has become a necessity for remote work and communications.

Before diving deep into the requirement criteria for a video conferencing setup, let us first look- at why you need a video conference.

1. Video conferencing setup saves time- The State of Video Conferencing report discovered that 50% of video conference attendees waste nearly 10 minutes setting up their meetings. This valuable productivity time is wasted on setting up a meeting, and the presenter and attendees get frustrated.

2. Video conferencing can help in frequent meetings- Videoconference is a live visual connection between two or more people residing in a separate location for the purpose of communication. It saves time as traveling from one place to another is not required, and you can schedule many meetings in a go without meeting the attendee in-person.

Hence you can have more frequent and less costly meetings via online video conferences. To save time and have recurring meetings, you need to have a proper video conferencing setup.

3. Video conferencing setup provides a 24*7 working environment- Since video conferencing is done via the internet and no physical presence is required, the attendees and the presenter can schedule a meeting anytime in the day, provided they have a setup.

You can even join the meeting from anywhere, so you don’t need to be at some specific place to get in! Hence if you have the best video conferencing tools, you can work anytime from anywhere.

4. Video conferencing setup enhances the scope of business- Through online video conference, one can connect with anybody in any part of the world, and hence, it facilitates within the country and overseas communication and enhances the scope of business.

Video conferencing even permits businesses to communicate with different parties in a go. They can connect with their creditor and employee together or maybe with debtor and creditor.

Items required for a basic video conferencing setup

Now let us discuss the basic things required for video conferencing setup.

1. Monitor

The piece of hardware needed to facilitate visual elements in an online video conference is a monitor, so it is crucial to make the right choice. There are some monitors purposely built for video conferencing. They have a built-in webcam, speakers, and a microphone, and they save your time and hassle associated with buying each of those items separately. Investing in one of these alternatives will provide your employees with an integrated and a quality product.

If you require a lot of multi-tasking, it may be helpful to buy either an ultra-wide monitor or use a dual monitor method. You can even use daisy chain monitors to expand the video conferencing setup. For example, you can pair a touchscreen monitor with a desktop PC via a USB-C cable. It will allow you to attend a video conference on the desktop monitor, and simultaneously you can access your documents and memos via the touchscreen display.

2. Microphone

If you do not have a video conferencing monitor or any other monitor that has a built-in microphone, you need to purchase one separately. It is also a hardware requirement to facilitate audio in an online video conference.

You will require a microphone with a noise cancellation feature. It will ensure the audio is clear and crisp for others. Some optional features to look for in a microphone include a pop filter, which helps in reducing the popping associated with plosive words.

Most microphones used for video conferences are unidirectional, picking up sound directly in front of the top of the microphone. However, other options are also available, including omnidirectional microphones, where sound is taken from the surroundings. This type of microphone is helpful for advanced setup.

3. Speakers or a Headset

You will need a speaker or a headset or both to hear others on an online video conference. Headsets are ideal for managing sounds, letting you concentrate better on the video conference. They usually have a built-in microphone.

However, headsets may not work well in situations; where employees need to hear their surroundings, and speakers are better for this. The main flaw associated with speakers is that they can be distracting and disturbing for other people in the same space, especially if they are not a part of the same online video conference.

It means speakers are not ideal for hybrid setups, where people are physically present in one location. Nevertheless, the eventual decision between speakers or a headset will rely on your choice.

4. Codec

It is a device or computer program; which encodes or decodes a digital data stream or signal. It is an essential device for online video conferences. Codecs are compression technology having two components -an encoder to compress files and a decoder to decompress them. It is the heart and brain of video conferencing. A codec can be hardware or software or web browsers like Google Chrome and Firefox.

5. External or Built-In Webcam

The primary advantage of using an external webcam is flexibility. You will be able to arrange the webcam more freely and even physically pick it up and move it around during an online video conference. However, a built-in webcam will stick to a fixed location attached to the monitor. Some built-in webcams also contain privacy sliders to control the possible risks of webcam hacking.

When image quality is the primary concern, a separate webcam is a better option. There is more room for top-of-the-range lenses and auto-focus capabilities. Yet, a built-in webcam will be more manageable and easy to set up and maintain because they are ready for immediate use.

6. Software

Once you have the right set of hardware for your online video conference, the next thing you need is the right software. The most basic software you will need is a dedicated video conferencing package. Basically, this is the software that attendees will use to connect with each other. Crucially, the software will facilitate real-time contact between numerous people at a time.

There is a broad range of video conferencing solutions on the marketplace, but some of the most famous and best-known are Microsoft Teams, Zoom, Skype, and Google Meet. The popularity of these alternatives also makes them the safest bets when your video conferencing may require involving third parties.

The exact features of each of these applications do vary, but they offer identical core functionality, permitting employees to see and listen to each other while making use of communication tools. Therefore, your chosen software will rely on personal choice or on compatibility with the other software you use for video conferencing in your organization.

Let us dive deep and understand the types of Videoconferencing and how their setups look like. Broadly, a video conferencing can be divided into two parts:

Cloud-based Video Conference
Premises-based video Conference

Cloud-based video conferencing-

Cloud video conferencing is a cloud-based digital solution. It permits businesses to have instant High Definition online video conferences with anyone who has an internet connection. Cloud-based refers to services, applications, or resources available on-demand for the user via the internet from a cloud-computing server. Therefore, it does not use the business server. Instead, it accesses the server remotely via a cloud service provider.

For Cloud-based video conferencing, you need a monitor, mic, camera, internet connection, and a cloud server. These hardware devices are connected to a cloud service over the internet that allows users to have a video conferencing call. The server in the cloud-based video conferencing is managed by the company itself that offers the video conferencing solution. It is easy to use, works on a real-time basis, and is a convenient option.

Among these advantages comes the main drawback of cloud-based solutions: you do not have control over anything. In addition, cloud services usually do not permit you to customize your infrastructure flexibly. You will have to choose from existing configurations that may be inadequate or redundant for your needs.

2. Premises based video conferencing-

A similar setup is required for the premises-based online video conferences. The only difference here is that the server is located at your premises, and you own that server.

On-premise is a traditional model of access to computing resources. It implies that the servers, on which corporate video conferencing software is installed, are owned by the organization. As in the case of cloud solutions, the benefits here follow from drawbacks and vice versa. You have to monitor the deployment and upkeep of your server infrastructure, but it will totally meet your needs. With the on-premises approach, you can manage:

the cost/performance ratio of the server infrastructure for optimal efficiency
data privacy of the organization
Competence of your employees in maintaining the server
defense against physical damage to equipment and tools by both natural phenomena and intruders
recovery time in case of failures.

In order to choose an ideal setup for an online video conference and the best video conferencing tools, you need to know about different video conferencing software. Let’s discuss them in brief!

3. Telepresence Video Conferencing Software-

As the name suggests, telepresence video conference solutions host an online video conference that brings users as close as possible. You will feel like participants are present in the same place or sitting at a table, even if they are not.

Under this setup, big screens are installed, and cameras are positioned at eye level. This kind of video conferencing software is the most common kind that many organizations adopt. It allows users to manage one-on-one video conference calls.

It’s a helpful approach to managing remote employees, having private conversations with employees, and organizing general meetings.

4. Integrated Video Conferencing Software

The integrated video conferencing software solution supports the communication of information from different groups. It’s ideal for group video conferencing that needs centralized tools.

It also needs hardware and a codec to work optimally. All the primary things and equipment, including cameras, displays, and other peripherals necessary for effective communication, will be installed in a centralized location. Do a good amount of research, so that you can buy the best video conferencing tools. These types of video conferencing software are ideal for boardroom and classroom conferences.

5. Desktop Video Conferencing Software

It is a vital type of video conferencing software for online video conferences. It is well-known for its functionality and easy installation. Often, it doesn’t need any complicated installation procedures.

Desktop Video Conferencing Software is mainly used by workplace members and people frequently on the go. They might not require complex hardware setups, but they still have all the top features of other kinds of video conferencing software.

6. Service-based Video Conferencing Software

Service-based video conferencing software varies from the earlier mentioned software because a telecom carrier handles it. This carrier is accountable for maintaining the software for users. They will manage the majority of the things; all that will be left would be for you is to organize meetings or online video conferences.

Conclusion

Positioning a video conferencing setup for online video conferences is not as easy as it seems. You have to select the type of software, and hosting type, and also you have to look for the best video conferencing tools available in the marketplace. If you are a small business and are yet to scale, avoid complex setups and try to have cloud-based video conferencing.

However, if you have a competitive firm and you want to schedule all your meetings through your premises, premises-based video conferencing is an ideal solution. It is an even more dedicated and safe option.

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A Few Tips & Tools to Improve Video Conferencing

by vc-admin on April 22, 2022

The pandemic has changed it all for all of us, and so does with the working of organizations. Today, nearly 78% of companies use video conferencing tools every day. Additionally, 62% of companies use two or more video calling applications.

Experts predict that this number will rise given the overall acceptance of work from home or remote work culture. Also, video conferencing trends demonstrate that online conferences will increase in the future.

That is why! It is essential to know a few video conferencing tips and tools that can keep you going hassle-free.

Let us have a look at the things to be considered for the best video conferencing experience.

Make an Agenda

Video conferencing is often considered a waste of time due to the lack of agenda in it. The agenda is the version of the conference plan shared with attendees. A meeting agenda may comprise a sequence of planned activities list of subjects to discuss or both. The attendees must be well aware of the intent of the meeting so that they can be prepared with their pointers accordingly, and the organizations can have short, crisp, and productive video conferencing meet-ups.

Without a proper agenda, a video conferencing meeting is directionless and can be irritating, frustrating, and time-consuming for the employees. So, if you want the best video conferencing experience try to create an agenda and stick to that. It will help you discuss everything you want to within the allocated time, and also, your team will be ready with their points or suggestions that will help in having a more fruitful and productive outcome.

Test the Technology

It is our second but is the most basic among video conferencing tips. It is vital for a smooth video conference. Though we live in a technologically advanced era- a technical glitch is still a problem in video conferencing.

So, tip number two is – Test your video conferencing setup 8- 10 minutes before the actual meeting time. It can be done by test-calling a colleague before your meeting, 10 or 15 minutes before will work. Your conference attendees will be grateful that you have prepared well — and you are not wasting their time.

If the attendees of the conference stay somewhere in a low network place, try to switch to the video conferencing app, which can work well with lower connections. Be conscious of your default video call settings. Make sure your mic is on when you speak, and at the same time, the mics of others should be off to avoid background sounds and noises. You do not need to be a tech freak to have the best video conferencing experience; you just need to be aware of the fundamentals of video conferencing setup and how it works. That is it!

Clear clutter and distractions from your background

How many of you quickly lose your focus when you notice something unusual in the background? I guess almost all of us do that. So, for the best video conferencing experience, the background of the presenter or the attendees must be free of eye-catching things.

No matter where you work, whether it is your spare bedroom, home office, or basement, it is crucial that your workspace is free of muddles and distractions. Meeting attendees can easily lose their focus on the presenter and switch their attention to the things happening in the background. It can be a colleague with the kids running wild or dogs playing with toys in the background, or maybe a vibrant painting in the background- any inappropriate thing can easily divert their attention.

The same applies to the inanimate articles in your background. Make sure you take down any embarrassing or inappropriate things from the wall behind you. Do your best to create a professional atmosphere with what you have.

Be creative and take full advantage of the video conferencing feature

One of the most remarkable advantages of video conferencing is all of the features that come with it. If you do not want to interrupt the current conversation, there are chat boxes to use, polls, screen sharing, recording options, branding features, webinar modes, and more. They make your meetings more effective than they ever could have been in person.

Along with other video conferencing tips, make sure you keep this one in your mind as well and take advantage of all the available features. To find out which video conferencing software is right for you, you should compare all the options. Each one of them offers different features. For example, Zoom and Skype are two of the most popular solutions on the market, but they have significant differences in terms of features.

Make sure you conduct adequate research to find the best video conferencing solution. Try to choose an option that has everything you and your team need rather than just focusing on pricing.

Turn off device notifications

It is a vital video conferencing tip. Once your desktop has been cleared and is ready for the meeting, you should turn off all notifications. It prevents any interrupting notifications from appearing while you speak or share your screen. Pings from your social media, instant messaging, or lead scoring software are annoying for you and the attendees.

If you are connecting through mobile, you should be extra careful. At times, personal information is also revealed in the meetings through notifications, screen wallpaper, and background applications. So, check everything in advance before you join or host a meeting.

While many of these video conferencing tips may appear as common sense but it is easy to overlook proper video meeting etiquette once you are on camera. These video conferencing tips will help you lead a video conference the right way, making routine business meetings more coordinated, effective, and less time-consuming.

Let’s move forward to discuss some of the popular videoconferencing tools and try to identify which one delivers the best video conferencing solutions.

Zoom

Zoom’s installation numbers increased during the pandemic. Its users have surpassed the 300 million mark. Initially, the app faced some issues concerning privacy and security, but these problems were quickly resolved by the team.

The free or basic version of the zoom app can support up to 100 participants for 40 minutes, and this limit can be increased; through paid versions. The Zoom app also facilitates its users with HD sound and video quality.

Zoom can also help in recording your meetings. These meetings are secured with 256-bit TLS encryption and are saved locally on your computer or Zoom cloud. You can also schedule your Zoom meetings through Google Calendar.

Pricing of Zoom:

• The free version can support up to 100 people for 40 minutes.
• Pro- $149.90 /year/license. It can support Up to 100 people for up to 30 hours.
• Business- $199.90 /year/license. It can support Up to 300 people.
• Enterprise: $300 /year/license. It can support Up to 300 people.

2. GoTo Meeting

GoToMeeting is among one of the best video conferencing solutions for companies and professionals. It focuses on offering a quality experience to its users. This video conferencing app is mobile-friendly; you can easily host a meeting from your phone in minutes using this application.

Pricing:

GoToMeeting can support 150 to 3,000 attendees depending on the price plan. It has a screen sharing option along with HD audio and video quality.

• Professional- $-12-organizer-month, billed annually, Supports up to 150 participants.
• Business- $ 16 -organizer -month, billed annually, Supports up to 250 participants.
• Enterprise- Customized quote, Supports up to 3000 participants.

3. Google Meet:

Google is well known for its services. It has rightly said that Google has it all, and it does have a video conferencing solution as well. In 2020, Google Meet crossed the 100 million daily mark, proclaiming the popularity of this video conferencing tool for business.

It is an element of the Google Workspace office productivity cloud platform (formerly G-suite). It is essential to remember that Hangout and Google meet offer different features. In fact, sources claim that Google is in the process to shut down Hangouts. The free and basic version of Google Meet permits up to 100 participants for a duration of one hour.

Google meet is considered the best video conferencing platform due to its ease of use and advanced features. One can host or join a meeting directly from the browser by clicking on the link. You do not need a separate app essentially to operate Google Meet, as it is available inside the Gmail app.

Pricing:

• Free version – The maximum meeting duration is 60 minutes, and 100 people are allowed to join.
• Workspace Essentials – $8 per active user/month- 150 participants are permitted up to 24 hours.
• Workspace Enterprise – Customized price quote- Up to 250 participants for up to 24 hours.

4. Skype:

Skype has been offering outstanding video conferencing services since its inception in 2003. In order to comply with the needs and demands of consumers, the product has undergone numerous modifications and enhancements. Meet Now, a new version of Skype for businesses, is a video conferencing tool.

Skype permits up to 50 members in a single meeting for an unlimited duration. Skype has a feature that automatically blurs your background and makes your face stand out.

It is quite possible that you’ll need to go over your meetings again to remember some details, but Skype will help you with this. You can record your business meetings via Skype, and they will be available for 30 days on the platform.

You can easily share your screen and files with your coworkers through Skype. If you turn on the Live Subtitles option in the Skype window, you’ll never have to worry about the accents of your attendees. Skype can be operated through a computer, phone, or even in your browser with the Skype Web Client.

Skype is an ideal tool to cope with all video conferencing tips, especially the third one. You can sign up for the app or can even attend a meeting as a guest.

Pricing:

• Free – Basic version permits a maximum of 50 attendees.
• Paid – If you hold a subscription to Microsoft Office 365, you can have up to 250 participants and get 24/7 support from Skype.

5. Microsoft Teams:

One of the best video conferencing options for medium and large businesses is Microsoft Teams. It has the ability to arrange future audio or video meetings with a group or an individual.

The Microsoft Team has everything a leading software firm should have to offer. Additionally, you may improve the functionality of Microsoft Teams by applying tips and tricks and also through Microsoft Teams add-ons available in the store. Microsoft Teams is the most suitable option for a video conferencing app if your company already has an Office 365 plan.

Microsoft 365 customers can host webinars and meetings with up to 10,000 people in a single go.

Pricing:

• Free – It permits 300 participants for up to one hour (until June 2021).
• Microsoft Business Basic- $5.00 user/month, it allows 300 participants for up to 24 hours
• Microsoft Business Standard- $12.50 user/month, it permits 300 participants for up to 24 hours.
• Office Business E3 -$20.00 user/month, it allows 10000 participants for up to 24 hours.

Conclusion:

It is a difficult job to select the best video conferencing tool. Each one of these has distinguishable features and functions, and the ideal tool choice may vary from one organization to another. Zoom, Google Meet, or Skype is ideal for users looking for a video calling app for personal use.

However, if you are exploring an enterprise-level solution, consider Webex or Microsoft Teams. The future of video conferencing is promising as it acquires wider acceptance and evolves into an essential part of business functioning. We hope these video conferencing tips and tools will help you and your team to have the best video conferencing experience.

Video Conferencing Video Conferencing Tools

1. Google Meet

Google Meet has undoubtedly grown into one of the most popularly used video conferencing apps, especially in formal settings. One of the key factors that make Google Meet perfect for corporate meetings is its integration with the G-Suite. It works well in conjunction with other Google products. For instance, the Google Calendar could give you a reminder for the meeting, along with a redirect link to join it. Employees using the Google ecosystem can easily get accustomed to using Meet and would find it convenient.

Google Meet comes with a neat interface and is extremely easy to use. Even employees who aren’t very tech-savvy can quickly learn to take part in virtual meetings via Meet. A room can accommodate 25 people and display ten at a time. Another key advantage of Google Meet is its multi platform support. The software would run on PC browsers, tablets, and smartphones, including Huawei smartphones that do not support Google Services.

Pros:

G-Suite integration
Wide platform support
Ease of use

Cons:

May not be suitable for large-scale meetings
Anti-GAFAM employees might be reluctant to use Meet

Overall, Google Meet can prove to be an extremely convenient and useful tool for corporate meetings.

2. Jitsi Meet

If privacy is a major concern during your virtual conferences, Jitsi Meet would be a viable option. This app is particularly popular among individuals who are against GAFAM (Google, Amazon, Facebook, Apple, Microsoft). Besides the fact that Jitsi Meet does not steal any personal data, it also offers excellent privacy protection features, including built-in encryption.

Despite being relatively less popular, Jitsi Meet offers an extensive plethora of features that would prove to be helpful. One may record a conference on this app, share YouTube videos, broadcast live on YouTube, and blur the background with ease, thus enjoying a great deal of convenience. The design of the app is professional enough, with features that are specifically useful in corporate meetings. For instance, it allows users to ‘raise a hand’ to speak without interrupting the speaker.

Like Google Meet, Jitsi Meet runs on a wide range of devices too, including web browsers on PCs. However, a key advantage of this app is that it does not require the users to create an account. This offers a great deal of convenience as anyone can easily join meetings by clicking on the invite.

Pros:

Excellent privacy and data protection
Does not require creating an account
Rich in helpful features

Cons:

Audio and video quality may be poor if there are too many participants
Three-hour time limit for each meeting

In case your employees aren’t comfortable with using a video conferencing tool from GAFAM, Jitsi meet would be a great option.

3. Skype

Skype is undoubtedly one of the most popular video conferencing platforms in contemporary times, both for personal and professional use. By default, Skype allows up to 50 participants per meeting. However, you may also opt for Skype for Business, a paid edition that offers specially augmented features for businesses. Skype for Business allows up to 250 participants and is a great choice for large meetings.

Skype not only runs on a wide range of platforms, but also supports calls over weaker connections, including 3G networks. During Skype meetings, participants can share files of up to 300MB in size, which is often helpful during corporate conferences. Skype also happens to be perfect for international communication, thanks to the real-time subtitles feature.

Pros:

Supports large meetings with decent audio and video quality
Offers real-time subtitling for calls
Virtual whiteboarding features on the business version

Cons:

The interface of the mobile app isn’t the best and can be hard to use
There are video conferencing apps promising better security features

Especially if you have to host meetings with individuals who speak a different tongue, Skype can be extremely helpful.

4. Zoom

Rich in features, Zoom happens to be extremely popular across the globe. Zoom offers various pricing options, including a free version. The enterprise-level plan offered by Zoom would be particularly suitable for large companies. It comes with features like custom emails, unlimited cloud storage, vanity URLs, and an upper limit of 200 participants. The variety of available plans helps to enjoy custom conferencing solutions for businesses.

The free plan is quite good too, with a capacity of 100 participants. The virtual background capability of Zoom is one of its key selling points among remote workers. Even while joining the call from a messy room, the participants can easily set up a professional-looking background.

However, security may potentially be an issue with Zoom. Not long ago, there have been various cyberattacks on Zoom meetings. Zoom, however, has claimed to be working on providing better security and privacy protection.

Pros:

Supports very large meetings
Offers virtual backgrounds
Wide range of business-oriented features

Cons:

Security and privacy may not be reliable
Inconsistency in cloud file sizes

If you need to host large meetings and webinars, Zoom would be a good choice.

5. BlueJeans Meetings

If you are looking for enterprise-level video conferencing solutions, BlueJeans Meetings is a viable option. Its integration with other major collaboration tools makes it extremely useful for corporate use. This platform also stands out due to its simplicity that helps to host or join meetings anywhere with ease.

The interface of BlueJeans Meetings deserves a special mention, with its dashboards imparting helpful information to the users. Content sharing is seamless and the digital whiteboard makes the app suitable for brainstorming too. Other notable aspects include intelligent smart meeting features, enterprise-level security, and excellent audio-visual. While this is a paid service, you may opt for a 30-day free trial to test out the platform.

Pros:

Superior integration with other tools
Dolby-powered audio
No need for app download

Cons:

Conferencing through the browser without downloading the app can be glitchy
No option to cancel background noises

If you are looking for a professional video conferencing tool and do not mind paying for it, BlueJeans Meetings is an option you may consider.

6. Microsoft Teams

When it comes to integration with other software, Microsoft Teams is another platform that you cannot ignore. Especially if your business is already using Microsoft 365, it would be convenient to implement Teams for video conferencing. Complete integration with various collaboration tools would make work much more convenient for the employees. In turn, this would help them be more productive at their jobs.

Due to the fact that Microsoft Teams is a cloud-based platform, it comes with superior processing power. Tools from Microsoft are typically known to be user-friendly, and Teams is no different. It would be easy for your employees to grow accustomed to using the platform, given that they are already familiar with the Microsoft ecosystem.

Installing Microsoft Teams is a hassle-free process. In fact, if your employees are already using Microsoft 365, chances are high that they already have Teams in the applications.

Pros:

Easy to implement and use
Integrated with other major tools
Professional user interface

Cons:

Lack of flexibility
File structures may be confusing for the users

If your enterprise is already relying on Microsoft tools, you may go ahead and try out Microsoft Teams.

7. WhatsApp

If your meetings are generally small and you do not wish to invest in paid services, WhatsApp is one of the simplest solutions. Due to the fact that WhatsApp is an extremely popular app, your team likely wouldn’t need much time to adapt to it. While it does require them to download an app, the chances are high that they already have it. However, as mentioned earlier, video conferences on WhatsApp have a small capacity, with a limit of eight participants at the most.

WhatsApp also offers end-to-end encryption, thus ensuring highly secure and private meetings. Moreover, you would also enjoy the luxury of being able to host meetings for as long as you wish, as WhatsApp video calls do not have any time limit. However, you might want to note that video conferencing on WhatsApp is not possible on computers.

Pros:

Free and easy to use
Secure
Supports long meetings

Cons:

Maximum eight participants
Does not work on computers

While WhatsApp isn’t the most professional video conferencing tool, it can be a viable choice for smaller companies.

8. Kaltura

Kaltura is yet another professional video conferencing platform with great collaborative capabilities. The app is easy to integrate into existing workflows, thereby boosting productivity. Kaltura offers a plethora of helpful features, such as allowing users to embed high-quality videos on the go. Additionally, it is also possible to create discussion posts, record live sessions and make welcome announcements. All these features make Kaltura highly suitable for corporate meetings.

Another major perk offered by Kaltura is its video quality. Even while using a laptop webcam, it works quite well. Its interface makes it easy to learn using the platform. However, you might want to take note of the fact that the app does not come with the best technical support.

Pros:

Easy collaboration
High video quality
Helpful additional features

Cons:

Poor support
The back-end analytics aren’t great

Kaltura is a good choice for large meetings, and can accommodate an unlimited number of participants.

9. Hangouts

Hangouts from Google has been a popular messaging app for quite a while, particularly in the professional field. Its integration with Gmail ensures a great deal of convenience for workplace communication. However, it also comes with a video conferencing function. Video Hangouts is easy to use and runs on a multitude of devices. Chrome even offers a dedicated extension for hangouts.

Hangouts would be a good option if you are looking for something rather simple without too many additional features. However, it requires Google+, and might be a little complicated to implement.

Pros:

Easy to send attachments through Hangouts
Multi-platform support
Secure app

Cons:

Requires a Google+ account
Not so appealing to employees who are anti-GAFAM

10. Slack

One of the oldest platforms for collaborative platforms for corporate work, Slack continues to be extremely popular. Video conferencing is an add-on over the primary functionalities of the platform. Due to its collaborative nature, Slack is quite convenient to use for meetings. The free version, however, only allows up to 15 maximum participants. In case you need to host a larger meeting, you may opt for an enterprise plan.

Besides video conferences, slack allows seamless communication with the employees through chat. It is possible to create multiple chat channels as necessary.

Pros:

Collaborative features
Chat channels
Excellent security

Cons:

Can be distracting
Auto deletes conversations after two weeks

If your company has already been using Slack, it would be easy to implement the video conferencing add-on.

Conclusion

Thus, it is evident that the options out there are plenty. Every video conferencing tool has its individual pros and cons. Whether you want a free tool or something extremely professional, you can get the best app customized. Simply explore your options and pick the one that perfectly fits your business.

Video Conferencing Tools

Make online conferences more interactive with these 12 apps

by vc-admin on March 24, 2021

The pandemic year of 2020 caused a paradigm shift in our lives. From schools shifting to online teaching to employees working from home and even socializing taking place virtually, the world has shrunk for everyone. Most things now operate differently and technology seems to have taken center stage in almost all aspects of how we function.

Even after a year of the dreaded COVID -19 we all are living in a semi-isolated state with social distancing norms still in place. Work from home orders seem to have become the mainstay and this trend looks to last for a while. In fact, many organizations are finding this mode of working more convenient and pocket-friendly. Video conferencing apps rule the roost now, not only for work but also for social interaction. There is a massive market full of endless options for video conferencing, often leaving people confused on which one to pick. Here is a list of the top 12 video conferencing apps that will help make work meetings and make virtual conferencing more interactive and engaging.

1. Skype for Business

It is one of the most viable enterprise-grade communications solutions that offer seamless connection for a huge audience of up to 250 people. It is an amalgamation of phone calls, video conferences and messaging into a single entity. Its enhanced collaboration features allows employees to share screens with other users through the “Present” feature that is available in the conversation. What is more, you can use this software to broadcast content to a large audience. You can have a webinar with more than 10,000 attendees and later watch the recorded video on Microsoft Azure.

Skype for Business lays special emphasis on security with the SBC (Session Border Controller). It enables the Enterprise Voice functionality and acts like a voice firewall. Its authentication feature is another excellent security feature that sets it apart. It prevents employees from sharing the resources of Skype for Business with others, ensuring that only approved devices are connected.

It has two pricing plans – Online plan 1 costing $2 per month and Online plan 2 costing $5 per month. Both plans allow you to have the same number of attendees.

2, Zoom

Zoom is one of the leading video conferencing apps in the world. Its software is equipped to offer one-to-one chats as well as large scale group calls up to 1,000 participants. It is one of the most versatile and user-friendly apps that allows users to join in from the web browser or adedicated client app from a desktop or mobile platform. And not to worry, its safety feature has been enhanced after the recent security and privacy breach. All its calls have end-to-end encryption and role-based user security with HIPAA compliance.

It’s simple and easy-to-use collaboration tools and screen sharing make work conferences seamless, while the capability of 49 HD videos on-screen simultaneously makes it accessible to a large audience. The app has both free and paid plans. The free tier allows unlimited 1:1 meetings with group sessions lasting 40 minutes for 100 participants, while the paid plans start at $15 per month per host.

3. Join Me

This app is ideal for remote businesses due to its simplicity. The software works from the web, which means you do not need to download any additional plugins or applications. It also has a unique feature, whiteboarding. This lets members make notes virtually in real-time, an effective tool for collaboration. You can make the app personal too with unique meeting links.

It has three paid plans besides the free one. The join.me Lite is priced at $10 per month, per host and allows up to five participants per meeting with a personalized link and background. The join.me Pro priced at $20 per month, per host with up to 50 participants. It also allows recording and 5 GB of cloud storage. It also has join.me Business, which is priced at $30 per month, per host and has all the features of the Pro with 250 participants and 1 TB of cloud storage. It also enables Salesforce integration and SSO for easier sign-ins.

4. Cisco WebEx Meetings

Webex is one of the founding fathers of the video conferencing software market that started way back in 2007. The free plan is loaded with features making work calls and conferences seem real. It has HD video capability, screen sharing on mobile devices and desktops, along with a limited recording option. With a maximum strength of 50 attendees, you can have 40 minute calls with an online storage limit of 1GB.

You have the option of upgrading too with the paid plans; Starter ($13.50 per host per month, 50 attendees), Plus ($17.95 per month, 100 attendees), and Business ($26.95 per month, with a five-license minimum, supporting up to 200 attendees). There are some enterprise plans too with better cloud storage and management features.

5. BlueJeans Meetings

BlueJeans is the preferred meeting platform for the modern workplace that offers instant connections via mobile or desktop app or directly from the browser. You do not need todownload the app. It has a host of great features including, whiteboard, screen sharing tools and collaboration capability with any meeting. Dolby voice and background noise cancellation back the software technology. It can integrate seamlessly with enterprise applications like Slack, Facebook Workplace, and more.

You can enroll for the initial free trial, after which you need to sign up for one of the three plans that are billed monthly or annually. Choose the Me plan for one-on-one meetings or small-scale ones, priced at $16.65 per meeting host per month. It allows 50 attendees but does not support cloud recording or integration with messaging apps. You can also go in for the My Team plan costing $19.99 per host per month that allows 75 attendees and includes 10 hours of cloud recording per host. If you have a large audience choose the My Company plan. It allows up to 150 attendees with unlimited cloud recordings and various enterprise-focused tools.

6. Microsoft Teams

This is considered the best video conferencing app for businesses that are actively using Microsoft Office. Which if your company already is, you’ll find Microsoft Teams is completely free with Office 365 and Microsoft 365.

Microsoft Teams is one of the most used apps today. It gives you access to a wide range of security, management, and compliance tools. It has some unique features that make it stand out from other collaboration apps. It has teams and channels that work as conversation boards between team members. All users can schedule meetings directly from Outlook, collaborate documents through SharePoint Online and desktop Office programs as well as record meetings.

If you take a paid plan, you will have access to online training sessions and webinars too.

7. ZoHo Meetings

It is one of the most affordable and easy-to-use web conferencing tools for businesses. It enhances business collaboration with excellent screen-sharing capability. Through this app, you can host robust meetings online and share the screen with the audience using any computer operating system or browser. It allows users to send meeting invites in 19 different languages and schedule meetings as per audience timezone settings.

You can easily integrate any online meeting with a ZoHo CRM account and even schedule a meeting, invite people, host the meeting, view reports and record them from the account easily and effortlessly.

8. Google Meet

It is an easy way to have business meetings online with no need for plugins or any specific account types. You can be on any device without an internet connection and still join a meeting by simply clicking a link or calling into the session from the phone.

Till recently, Google Meet was available only to those subscribing for G Suite, Google’s paid service but now all Gmail service users can use it for free. This is a simple way to connect with family, friends, and work colleagues. It allows 100 participants in one call. It also offers scheduling and screen sharing, real-time captions, and layouts that adapt to your preference. It has made broadcasting a breeze as you can share the meeting with up to 100,000 viewers.

The best part about this app is the particular focus on security. All Meet video meetings and their recordings are encrypted in transit.

9. ClickMeeting

If you are looking for a suitable webinar medium, don’t look any further than ClickMeeting. This browser-based software works on all devices and operating systems. Hence, it needs no installation and setup. With the unique feature of easy scalability, you can connect to the in-house application, CRM or CMS using the advanced API.

You can also extend the account with many add-ons and have customized features for your meetings. With an interactive whiteboard, poll option, and the ability to upload PowerPoint directly to the presentation board, it makes meetings fast and seamless. Even in terms of security, the software is excellent with cryptographic algorithms and security protocols.

You can start with the free 30-day trial plan and then upgrade to the paid versions. The Live version is available for $25 per month and Automated for $40 monthly. The price of the Enterprise plan which is meant for large scale virtual events up to 10,000 people is customized, depending on the event and the scale.

10. RingCentral Meetings

A great cloud-based video conferencing software for businesses, RingCentral is ideal for meetings, webinars, and more. All you have to do is join the meeting without having to download anything. This software allows you to create, manage and assign tasks along with sharing files from any device or even from DropBox or Google Drive. You can make use of annotating documents feature in real-time to make the meetings more effective and productive.

The app has a participant chat feature where you can have private conversations with a single participant without having to share it with the entire team. So get ready for HD quality video conferencing with up to 500 participants with a click of a button. Also, enjoy its additional webinar feature that lets you broadcast the content to up to 10,000 people with personalized Q&A, polls, registration, and reporting.

You can start using the free version for the first month and then move on to the Essentials version for $19.99 per user per month or the Standard version for $24.99 per user per month. For more advanced features, try out the Premium version at $34.99 and Ultimate for $49.99.

11. Jabber

CISCO Jabber is an excellent business collaboration tool that offers voice and video calls, desktop sharing, seamless virtual conferences and more. It is designed for midsize to large-scale companies with the ability to share screen, documents, access to voicemail and video conferencing rooms. You can easily host and join meetings from the software without having to launch Cisco Webex Meetings. You can customize meetings, choose different layouts and record meetings for later purposes too.

12. GoToMeeting

It is a premier meeting app on the Android market with a host of unique features. It offers crystal clear full band VoIP audio or phone call. You can have video conferencing for people from all over the world in full HD. Its hand-off presentation control to other attendees allows easy viewing of presentations, reports, and mockups. You can make a calendar of all the upcoming meetings and use the alert feature to get a reminder.

Taking the video conferencing facility one notch higher are its robust security settings, cloud-based access, automatic bandwidth adjustment, meeting transcription, and integrated scheduling.

Choose from any of the plans: Professional at $10 per month with a limit of 150 participants, Business at $13.60 per month with a limit of 250 participants or Enterprise at customized rates with a limit of 3,000 participants.

Conclusion

Having a good team space is critical for creative decisions and communications, especially in the virtual setup that we live in now due to the COVID-19 pandemic. It is integral to have a specified communication platform that offers seamless interaction for employees. Video conferencing apps provide just that. These apps are fun, interactive and most importantly, secure. They offer a wide range of options to make casual conversations and work meetings more similar to in-person collaborations. So choose any of these apps to stay connected and make your work meetings smooth and effortless.

Video Conferencing Tools

9 Top Video Conferencing Programs for Brands

by vc-admin on February 20, 2021

With work-from-home becoming the mainstay, video conferencing is the go-to solution for both business meetings and employee socialization.

Over the past several years, stay-at-home-work has seen a rise and looks to become a long term trend. In fact, many companies and brands are finding it a more cost-effective mode of working as there are lower overheads in office rent, electricity, and supplies. Because of this, the go-to-solution to make remote working seamless and effortless is video conferencing.

Video conferencing programs have enabled brands to continue remote operations easily, scheduling meetings, hosting webinars, and for general communications. However, with so many programs available on the market today, it can be quite a daunting task to decide which one to choose. Here is a list of the top ten video conferencing apps that can help make communication easier and more effortless for enterprises.

1. Google Hangouts Meet

Have a simple way to connect with colleagues for business meetings with the help of Google Hangouts Meet. It does not need any plug-ins or special types of accounts to be a part of the meeting. You can join the meeting from any device, be it your smartphone, tab or laptop, by clicking a link. The Google Calendar feature helps send the meeting link to anyone joining. Additionally, you can easily record your sessions and watch them later at your convenience. You can buy the Hangouts Meet hardware to enhance your video conference experience.

Pros

All the meetings are secure with end-to-end encryption
Broadcast meeting with up to 100,000 viewers
Integration with other Google applications
Customized control for admins

Cons

Sending multimedia documents is tough
Limits video calls to 25 people per call
No notetaking feature for attendees

Comparison

Google Meet Hangouts is a cost-effective way to hold virtual video conferences. It can be easily integrated with other Google features. If your company is already Google-centric, Meet is a great choice.

2. Lifesize

Simplify virtual meetings, webinars and conferences with the help of Lifesize, the power-packed online video chat app. Its intuitive collaboration features and 4K screen sharing enhances the audio and video quality of your video calls, which in turn makes them more productive. Also, its broadcasting feature allowing 10,000 viewers gives it a mass appeal.

Pros

Lifesize Admin Console offers comprehensive monitoring and account management
4K meeting room solutions for remarkable audio and video capabilities
Easy integration with third-party conference room equipment
All meetings are encrypted by default to the highest level

Cons

Inability for multiple users to screen share
No breakout rooms feature available

Comparison

When compared to similar platforms, Lifesize offers a highly secure video conferencing option but most of its meaty features are in its higher-tiered plans. However, its crisp video quality and collaboration features make it a great option for virtual meetings.

3. ClickMeeting

ClickMeeting’s user-friendly video conferencing platform allows you to conduct meetings of any size and supplements them with a gamut of features from preparation to presentation, interaction, and follow-up. This browser-based platform does not need any software installation and works effortlessly on all operating systems and browsers. Users can easily customize the user-facing aspects of a meeting with a company logo and colors, giving the meeting a professional touch.

Pros

Customization of webinar rooms
Many add-ons to enhance the virtual meeting experience
Easy streaming to social media sites like Facebook, YouTube
Simultaneous chat translation into 52 languages for global reach
Attendee statistics, performance ratings, and more stats

Cons

Activating the microphone and webcam can be slightly technical
Customer service is poor

Comparison

When compared to similar software, ClickMeeting is a more cost-effective solution that is suitable for any size business, from one-person firms to large-scale organizations. It allows social media promotion, unlike Zoom and other software. It has a broader reach as it is available in many more languages than its contemporaries like Zoom and GoToMeeting.

4. Slack

Slack is a one-stop platform for you and your team to have seamless virtual meetings and conferences. It has a rich collection of features, including enterprise-grade data protection, automation of tasks with custom workflows and much more. It also allows you to integrate with other services like Office 365 and Google Drive to expand your reach. Get ready for a more organized and streamlined way of conducting online meetings.

Pros

Fulfills compliance and regulatory needs like HIPAA, FedRAMP and FINRA
Use Slack Channel for more organized and productive functioning
Available on multiple devices and across platforms

Cons

Slightly overpriced compared to some competitors
Video calls only supported in desktop apps
Some limited functionality on Linux

Comparison

When compared to other software, Slack is popular due to its highly customizable features and superior security. Though Slack can be a little heavy on the pocket as compared to its counterparts, on the whole it is an excellent solution for meetings, conversations, and business.

5. Zoom

One of the most popular video conferencing solutions for businesses is Zoom. It is feature-rich with different plans based on needs and business size. Their plans range from free plans for personal use and team meetings to chargeable plans for large enterprises. The paid plan includes up to 200 participants with unlimited cloud storage, a vanity meeting URL, custom emails, and more.

Pros

Easy to use interface
Supports large audiences with 10,000 virtual attendees allowed
Allows streaming of any meeting or webinar on Facebook
Scalable for small, medium, and large businesses

Cons

The UI is a little clunky
Too many subscriptions and add-ons
Lack of comment control by the moderator
HD video quality is not the standard format

Comparison

Its security has been in the news in the last few months but with Zoom has worked on them and made good progress. If you are looking for a reasonable and reliable virtual setup for meetings and webinars, Zoom is a great option.

6. U Meeting

An ideal tool for business communication in times of social distancing, U Meeting allows up to 100 participants on a video call. Users can join from any device or browser using the U App on Windows/Mac PC or through Android/iOS devices or even with Chrome without plug-ins. It also provides interactive features including screen sharing, a virtual whiteboard and laser pointer, and annotation tools. Make use of this highly encrypted and secure software to hold confidential business conferences.

Pros

Supports AES-256 bit and end-to-end encryption
Allows breakout sessions for better interaction
Automates routine tasks for like scheduling, invitations, and more
Cross-platform device and browser support
View up to twelve video streams simultaneously
Management console to analyze usage and manage user access

Cons

No open application programming interface (API) so cannot plug tool into third party systems
Encryption available for the top-tier plan only
Does not offer dial-in through a telephone line, only supports Voice-over-IP (VoIP)

Comparison

U Meeting is a desktop and mobile app that can also be accessed in a web browser. This robust video conferencing tool is equipped with an intuitive interface and is competitively priced as compared to some of its counterparts. It offers the highest level of security, making it a desirable tool for enterprises

7. Flock

Flock makes day-to-day virtual meetings seamless and effortless. Its ‘share to-dos and reminders’ allow you to stay on top of projects while its polls features give instant feedback on ideas. You can share rich notes about a meeting as it takes place within the group chat to improve productivity. Also, you can integrate your favorite apps through third-party app integration to expand your reach. With so many great features, Flock is one of the preferred video conferencing apps in the business world.

Pros

Effective channel messaging features including chat file sharing and note-taking
Integration capabilities allow you to set up Zoom calls without leaving the app
Integrates favorite business apps and tools like Google Drive, Trello, and more
Sharing of files up to 100 MB
SOC 2 compliant, data security through a premier audit process

Cons

Free version of Flock does not support video calls
Too many updates

Comparison

Flock is a cloud-based tool that allows a streamlined form of communication. From chats and audio to video conferencing, it provides all forms of communication. Its integration with other apps and its own built-in features make it an ideal tool for enterprises of all sizes. On the whole, Flock provides effective and productive communication with the highest level of security.

8. Starleaf

A simple and secure high-quality video conferencing solution, Starleaf offers an excellent platform for enterprises to connect virtually. You can host meetings, and sync the meetings with Google Calendar or Outlook to make management easier. Its full-feature video meetings with advanced in-meeting controls and screen sharing allow seamless sessions.

Pros

Secure user data with ISO/IEC 27001 certification
Live streaming for up to 3,000 viewers
Intuitive and simple enterprise management tools
User-friendly dashboard

Cons

Poor sound quality

Comparison

When compared with other similar software, Starleaf offers easy-to-use video conferencing and group collaboration for a medium-sized enterprise. Outfitted with its own API, it can customize meetings. It also offers a wide range of upgrades and integrations. It is a great alternative for start-ups who don’t want to shell out for expensive video infrastructure.

9. Cisco Webex Meetings

Many enterprises use Cisco for their stringent security features. With smart features like Webex Assistant and People Insights, Cisco helps manage and automate meetings and give real-time transcripts.

Pros

Allows up to 1,000 participants, making it convenient for webinars
Smart features such as Webex Assistant and People Insights
Stringent security through TLS 1.2 and AES 256-bit encryption

Cons

Allows video call recording only for five days
Takes up a lot of bandwidth making the device slower
Default browser setting is Internet Explorer, so users need to change in case of Firefox or Chrome

Comparison

Cisco Webex is an excellent tool to have in today’s times of online meetings and webinars as it allows a huge number of participants and is loaded with smart features. However, its user experience (UX) is confusing and its interface slightly technical compared to Zoom.

10. Ringcentral

Have meetings in High Definition using RingCentral. With a maximum strength of 500 participants, it allows large-scale conferences and company-level webinars to be held virtually.

Pros

Webinar add-on facility to show content to 10,000 participants
Enhanced annotation tools that allow more interaction during meetings
Facility to integrate Slack, Google Workspace, and Microsoft 365

Cons

The video quality might be slow in Canada, UK, US, and other RingCentral International Branch Office supported countries

Comparison

RingCentral Meetings’ HD capability sets it apart from other video conferencing apps, giving crystal clear clarity to viewers. The integration of Slack, Google Workspace, and Microsoft 365 helps in faster and seamless business meetings.

Conclusion A high-quality video conferencing software is the most essential tool in today’s work-from-home set up. Whether you want to have a quick chat with your co-worker or host a weekly team meeting or have a webinar, a good video conferencing solution is your only support. The software should allow you to turn facetime into collaboration time with annotation, live chat and more, making virtual meetings as productive as they would be in person. These dynamic video conferencing solutions offer you all this and much more.

Video Conferencing Tools