Video Conferencing

Video ConferencingVideo Conferencing Tools

10 Tips To Consider Before Buying A Video Conferencing Solution

video conferencing solution

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- 

  1. 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. 
  1. 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.

  1. 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.

  1. 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

  1. 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. 

  1. 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. 

  1. 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. 

  1. 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. 

  1. 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. 

  1. 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.


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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Video ConferencingVideo Conferencing Tools

How to Thrive in the New Era of Video Conference

How to Thrive in the New Era of Video Conference

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. 


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. 


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

how to set up a video conference

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
  1. 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. 


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

Video Conferencing Tips

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.

  1. 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.


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.


• 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.


• 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.


• 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.


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.

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Video ConferencingVideo Conferencing Tools

Top 10 Video Conferencing Apps To Make Meetings Successful

best video conferencing for small business

Video conferencing was popular in the corporate sector even before the pandemic. However, the urgency of virtual meetings has skyrocketed ever since remote working became the norm. No wonder, the popularity of video conferencing apps has undergone a consistent spike in recent times in the corporate circuit. The need for remote work has resulted in a boom in the use of video conferencing platforms. This, in turn, has resulted in a high demand for virtual conferencing services.

Which are the best video conferencing apps?

While the leading video conferencing apps quickly underwent major upgrades, several new apps entered the market too. A number of less popular apps started gaining exposure and popularity, thus offering people plenty of options to choose from. Even today we have situation-specific apps that might suit specific requirements of enterprises.

Here, we will run you through the ten best video conferencing apps that can help to make your meetings successful.

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.


  • G-Suite integration
  • Wide platform support
  • Ease of use


  • 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.


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


  • 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. 


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


  • 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.


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


  • 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.


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


  • 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.


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


  • 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.


  • Free and easy to use
  • Secure
  • Supports long meetings


  • 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.


  • Easy collaboration
  • High video quality
  • Helpful additional features


  • 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.


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


  • 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.


  • Collaborative features
  • Chat channels
  • Excellent security


  • 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.


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.

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Video Conferencing

Web Conferencing Tips For Your Next Meeting

video conferencing for business

As the technological curve continues to rise, web conferencing is increasingly becoming the preferred mode of organizing meetings. It is convenient, simple and cost-effective; what else can you ask for? But with great power comes great responsibility, so to speak. If you are the one organizing the web conference, it could be a stressful affair. There are a lot of things that could go wrong, and your job is to prevent all of them. So, here are some web conferencing tips to simplify your next online meeting:

1. Set your agenda

The first and foremost thing you must do before a web conference is to pen down the agenda. Why is it important? Unlike physical meetings, long silences in web conferences could get really awkward. If you are the one behind this silence, it also gives negative points to your preparation.

While preparing an agenda, you need to jot down all the points you would be talking about during the course of the meeting. These points may follow a chronological order and/or an order of priority. If the meeting is supposed to be a discussion, some agenda should be sent to the participants too. This will allow them to come prepared for the meeting and contribute more to the discussions. A well-defined agenda serves other purposes too. It stops the discussion from deviating and also keeps a good track of time.

2. Choose your tools

Something very crucial for a web conference is the selection of tools. There are a few things you have to keep in mind while preparing for an online meeting. The first thing is choosing the web conferencing software. All conferencing tools offer the basic features required, so it comes down to what specifically you would need. Do you want to share the screen? Do you want a common workspace between participants? Do you want to remote control other systems? You would need to first make a list of your specific requirements and then look for a tool that matches them.

There is also the question of audio/video. Some tools have an upper threshold of the best quality sound and visuals they can support. At other times, your own internet connection becomes the barrier. You would need to find the middle ground between the two factors.

However, amidst all the excitement for the coolest features, one thing is often overlooked – ease of use. While you have ample time to know and understand the tools, other participants might not. Asking them to not only download some rare web conferencing tool but also learn how to use it would mean expecting too much. It would either make them lose interest in the meeting or lead to confusion during it. So, it is better to stick with tools that give you what you want while also being common and simple enough to use.

3. Test and Prepare

Imagine being all set and ready to give the best presentation of your life, but then something goes wrong. Maybe the video fails to load, the audio is not working, or the internet simply disconnects. Web conferencing might make a lot of things easier, but “safety” is not something in its alley. As Murphy’s Law dictates, “If something can go wrong, it will go wrong”. But you have to avoid that anyway.

So once you have arranged everything you need, it is time to give them a test run. Your internet is the backbone of this entire charade, so it must be operating in its best form. Then make a checklist of all the equipment you are using and start testing each of them. Webcam, mic and lighting – everything should be working without a hitch.

But of course, simply passing the test doesn’t ensure that all of those factors would stay reliable during the actual web conference. So, being the smart professional that you are, you must be ready with Plan B. This should include a backup for everything. For instance, mobile data could be the backup for poor internet connectivity, the mobile camera can serve as a backup for a webcam, spare earphones can be the backup audio and so on. All of the backup equipment should also, in turn, be tested and checked off.

4. Adhere to your schedule

The single worst way of starting a meeting is keeping your clients/audience waiting. Nobody likes waiting. This would only add negative points to your credentials. But making someone wait in web conferences is actually worse. The reason is pretty simple. Unlike physical meetings, where the clients are stuck and would have to wait for you anyway, they have to simply click a button in a web conference and the meeting would be over before it starts.

So, you need to exercise caution to ensure you adhere to the schedule. Set alerts in more than one device and be ready for the meeting before any of the participant. But a schedule is not just restricted to the beginning of an event. Often people have a tendency to keep things rolling without a track of time. While what you are saying might be very important, it is worth remembering that other people have their own schedules too. Hence, refer to our previous advice about setting an agenda and ensure that the meeting gets over at more or less the scheduled time.

5. Avoid all distractions

Distractions could be anywhere, but web conferences seem to be their favourite spot. Physical meetings usually occur in controlled environments, where you are compelled to focus and keep all distractions aside. Web conferencing, on the other hand, is like a regular day in your space – except with a meeting going on the screen. It is easy to get distracted, and it takes no genius to realize that this cannot be allowed.

Distractions not only restrict you from following what is being said but force others to repeat what they just said and waste precious time. If you get distracted while speaking, needless to say, you won’t be able to make your point as well as you had hoped.

So, the next step is removing the distractions. Let’s start with the devil, the mobile phone itself. If your smartphone is not being used in the meeting, it is better to put it in DND mode to avoid any notification. If you are web conferencing on the laptop, close all tabs and applications that you won’t need during the meeting. If possible, silence all notification sounds from the apps. Inform your colleagues that you are in a meeting and should not be disturbed for the duration. Any other object that could cause distraction, like rustling papers or creaky windows, should be dealt with beforehand so as to avoid any disturbance during the videoconference.

6. Maintain professionalism

Web conferencing is a very convenient way of conducting meetings. You get the opportunity to have the same meeting from the comfort of your office/home, without the crowd or the travelling. In fact, it is such a convenient option that we often get too comfortable for our own good. You know, the “working from home wearing pyjamas and keeping snacks on the side” comfortable.

Web conferencing is a convenience, but it is not a license to be unprofessional. Many people try to find shortcuts –like getting ready only till the waist up or wearing a messy coat in the hopes no one would notice it. It is far simpler and safer to get ready for a web conference as you would for a physical meeting.

But of course, professionalism is not just limited to the dress code. Some people have the tendency to be too comfortable on their chair; after all, it’s just their own office. But for anyone looking at you, it leaves a bad impression. Always maintain a professional posture throughout the meeting and conduct yourself in grace. Remember, the objective of any meeting is to not only convey your point but to also leave an impact.

7. Have the right start

Things that start well go well. Often, people are so excited about hosting a web conference that they simply jump to their agenda. There are numerous other things you must consider before actually starting the meeting.

Always begin the meeting by welcoming everyone. Then proceed to check whether you are connected to everybody else and whether everybody else is also connected to the general group. Once you receive the affirmation, proceed with a formal introduction of yourself. If you have time, or if the meeting is with multiple clients who are unknown to each other, encourage everybody else to give their own introductions. Only then you can come to your agenda and announce the objective of the meeting. If you have certain guidelines regarding how to conduct this meeting, clarify it to your audience. This approach ensures that your meeting gets a great start and everything that follows it falls into place.

8. Have the right end

Meetings are exhausting, and web conferences are not much of an exception. After a tiring session, which can often stretch into hours, all you want is to end it and get some rest. While this is understandable, it is not advisable at all. Just like a good start is important for the meeting, a good end is important for what follows the meeting. Hence, you need to likewise ensure that your meeting wraps up on the perfect note.

As the meeting comes to its end, take the initiative to recount all the major points and conclusions that were made during the meeting. If you had kept any questions for the last, now would be the time to answer them. Inform the participants about the date and time of the next meeting, if it is already planned. Also, share with them the link to the recording of the meeting and any additional resources, so that they could go through it again. In the end, don’t forget to thank them for their time and participation. Only then you are allowed to end the meeting. While this whole approach might seem tiring, it definitely has significant merits.

9. Utilize features at your disposal

A running idea about web conferencing is about how it is done. There are supposedly some basic steps: connect audio/video, share relevant files, and disconnect once done. There is nothing wrong in it, but nothing great about it either. In the past decade technology has developed leaps-and-bounds, so why would you stick to what you did 10 years ago?

Web conferencing tools are much more comprehensive today than most people give them credit for. There is a vast array of features provided exclusively to make the whole “virtual meeting” experience all the more realistic. For instance, you can mute certain or all members who are not currently participating in the meeting. You can put up a presentation on the screen instead of sending files to participants. You can even give/take remote access from other participants. All of these features allow you to make your point in a much better way. At the same time, they engage the participants better; in a web conference, engagement is crucial. So, familiarize yourself with the features you have at your disposal and remember to use them during the meeting if and when necessary.

10. Take feedback

A small, often overlooked, and very effective tip would be taking feedback at the end of a web conference. This small step actually serves two purposes. First, it shows the participants that you care about the meeting and definitely care about their opinions. As far as lasting impressions go, this is a good one for sure. Second, it gives you valuable insights into how your meeting went. You get a chance to know everything that went good and bad for the participants. For the bad parts, you can actually take steps and improve upon it before the next meeting.

However, keep in mind that feedbacks must not look like a thesis to the participants. You should do the heavy lifting in the feedback form: describing the questions in detail, adding all possible options etc. Use form services which are easily available, like Google forms.


Web conferences can simultaneously be the easiest and hardest things to do. But with these tips in mind and the right video conferencing tools at your disposal, the difficult parts might become simpler for you and help you make the most of your web conferences without any obstacles in the path.

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Video Conferencing

Cost-Effective Web Conferencing Software For Small Groups

video conferencing software for small business

Web conferencing is a really essential tool today for collaborating with colleagues and clients alike. A range of features, from the basic ones to the more advanced variants, exist to further improve the experience of these online meetings. But as the features increase, so does the price. For small businesses and startups, it is not really feasible to use a high-end web conferencing tool to hold meetings. At the same time, picking up any run-of-the-mill conferencing tool wouldn’t work either. So, to simplify things for you, here are 10 web conferencing tools that would prove really cost-effective for your team:

1. Zoom

Without much doubt, the most popular web conferencing tool among professionals is Zoom. The software, which features in almost every “best web conferencing tool” list, has more than earned its reputation. Zoom comes in both free and paid plans. The Free plan gives you a decent start, with up to 3 participants but one host in a meeting. The duration can be up to 40 minutes. Other features include 720p HD video, personal rooms, recording on a local device, and support for all major OS and SSL encryption.

The paid plans start from $14.99/month/host. Each host can include 100-1000 participants, depending on the plan. Advanced features include cloud recording, company branding, custom emails, admin control and unlimited cloud storage. The paid plan of Zoom is actually among the cheapest of all paid web conferencing tools. However, the free plan gets most of the things done if you are not willing to spend money right now. Interestingly, participants in a meeting don’t need to have a Zoom account to take part in the meeting.

2. Cisco WebEx

Another name that instantly pops up when talking about professional web conferencing tools is Cisco WebEx. Part of the famed Cisco series of networking solutions, WebEx was first founded in 1995 – among the first tools for web conferencing. But its simplicity and constant innovation have allowed it to remain one of the best tools at your disposal, almost 25 years later.

Cisco WebEx comes in both free and paid versions. The free version offers much the same functionality as any other free version: up to 3 participants, screen sharing, screen recording etc. WebEx offers swift integration with Spark. This is a very important feature, as Spark offers great security protocols and encryption to WebEx. In simple words, security is the primary attraction of WebEx. WebEx could be used over a variety of devices (smartphones, tablets, desktops, laptops) and operating systems (Android, iOS, Mac, Linux). It also comes with built-in integration capabilities for other utility applications like Outlook, Google, Office 365 etc. There are many more features WebEx can offer, but they are hidden behind a paywall. The paid plans of WebEx usually fall towards the higher side of things (compared to other tools), but they are also worth the money.

3. Skype For Business

Everyone has heard of Skype, even those who have no interest in web conferencing. One of the most popular applications for video calling, Skype can be extended for other uses as well. The biggest USP of Skype is that it is completely free. Apart from advanced voice calling, all features are completely free for all users. For small teams, Skype offers a good option for web conferencing. There are basic features like screen sharing and file transfer, while up to 25 participants can be added in a meeting. Being a general-purpose app, Skype is compatible with almost all major devices and operating systems.

Skype For Business (Skype B, for short) is the enterprise variant of the tool from Microsoft. It specifically focuses on the needs of large organizations, as evident from the fact that it can add up to 250 participants in a meeting. The Broadcast feature allows additional 10,000 people to view the meeting. Skype B offers greater integration with other Microsoft applications like Office 365. It also has better security features like AES encryption, admin master control, fixed login attempts etc. Skype B is a paid application, but the plans start from as low as $2/month/user.

4. GoToMeeting

Another popular name, GoToMeeting is a very common tool used by professionals to host conference calls. The main idea of the application lies in its sheer ease of use. GoToMeeting can be used virtually everywhere. Apart from the support on various devices and on various operating systems, the application can also be used in a web browser. It comes with excellent integration with other utility apps too. This means that not only can you launch GoToMeeting from its dedicated app, but also from browsers or utility apps like mails. However, the free version of GoToMeeting is limited to audio conferencing only.

The paid plan of the application turns it into video conferencing software, adding a lot more features. It allows synchronous editing, cooperative writing, project management, up to six HD video feeds per session etc. GoToMeeting is a perfect web conferencing software for those who want maximum team collaboration during meetings. However, its price falls on a bit higher side compared to other tools.

5. Workplace by Facebook

Most people tend to sleep on Workplace, but this offering from Facebook can actually prove to be a great asset for web conferencing. The standard version of the tool is free, while the paid version ranges between $4-$8/month/user. As far as the features are concerned, there is literally a huge list of what it offers.

Workplace employs the power of Facebook, thus enabling a huge two-way communication network. It can cover not only the entire organization but even facilitate communication beyond it. Workplace is a great collaboration tool, facilitating easy communication and group discussions. Other features include screen sharing, private chat sessions, presentation streaming, recording video/audio and on-demand webcasting. Communication-specific features include knowledge management, A/V conferencing, newsletters and newsfeed. Brainstorming and group discussions can be highly interactive, ranging from simple chats to video collaborations. Workplace can actually be a powerful tool when you consider the huge network that Facebook facilitates for it. The tool can also be used in collaboration with other business tools; the integration only making its features more powerful. For small teams and/or teams that don’t require huge collaboration features, even the free plan works just fine.

6. Uberconference

If your team meetings are usually done on calls, then Uberconference is the perfect tool for you. The free web conferencing tool specialized in audio call conferences. It can add up to 10 participants per call while you get unlimited conference calls per month. Additional features include call recording and support for international conferencing numbers. The tool is pretty easy to use and usually does not require any credentials (on phone) to join the conference call. The audio is in HD quality and VoIP is also supported. All of this comes completely free of cost.

The paid version of the tool costs $10/line/month. It might be higher than usual, but a vast array of features comes with it to make the price worth it. International access is extended to 50 countries while a team management portal is provided. You can now add up to 100 participants per conference call and even upload your own custom hold music. At a small fee, you can also have your own custom toll-free number. However, apart from video conferencing software, most of these features are usually targeted for larger organizations. For small business and startups, the free version should be enough for the conferencing needs.

7. AnyMeeting

For those looking for getting the best from a free solution, AnyMeeting is pretty much the ultimate web conferencing tool for you. To begin with, it is a web-based app. So no downloads are required on any end to use the app, which speaks a lot about its simplicity. It offers standard features VoIP/phone conferencing, file sharing and meeting recording. Screen sharing is supported, though the host would require installing a plugin in the browser. AnyMeeting allows up to 200 participants to join a conference session. Since it is completely free, there are occasional advertisements popping up – but never during meeting sessions. Overall, AnyMeeting is simply a great tool for those looking for a completely free web conferencing solution.

8. Mikogo

Another lesser-known but extremely useful web conferencing tool is Mikogo. In all honesty, Mikogo doesn’t impress much at first; the interface is quite plain and doesn’t inspire ease of access. However, once you get past that, a whole lot of features await. The usual features include audio/video conferencing with multiple participants, meeting recording, screen share and easy joining to the meeting. However, some interesting features make Mikogo stand out amidst the crowd. The tool allows for pausing screen sharing. Usually, if you want to stop screen sharing for a moment, you would have to end and then restart it later; not with Mikogo. This feature comes handy when you are doing something on the screen that you don’t want others to see – like entering login credentials. Another cool feature is allowing for switching between video qualities. This feature is pretty useful when you are running low on bandwidth but still need video conferencing software.

The free version of Mikogo only allows for a limited number of participants per meeting. For unlimited participants, you would need a paid version. However, even the paid version is quite cheap, making it a cost effective video conferencing choice for small businesses.

9. TeamViewer

To be fair, Teamviewer is a team collaboration tool, aimed for things much more comprehensive than web conferencing. But web conferencing is, without a doubt, one of the things the tool can facilitate easily. As you would be aware, Teamviewer is one of the most popular professional collaboration tools in the market – so much that the company claims to have 1.3 billion+ devices connected to it.

So, what are the features you should be looking out for? Teamviewer supports all major devices and OS and boasts of a great customer support service. It offers document management, screen sharing, remote control and cooperative writing. Chat features are quite powerful, including offline texting, group messaging, sticky chats, and customer-centric chats and quick access to chat history. Security is a strong suite of Teamviewer and covers all devices. The app is specially optimized for mobile use. There is cloud support so that access to personal data is easier and more convenient. Another interesting feature is the QuickJon, which allows participants to join a meeting without installing the tool or signing up for it.

The best thing about Teamviewer is its scalability. Apart from the 30+ languages it supports, the tool can be used by anyone: from a very small group to a large organization. Teamviewer is primarily free, but the paid version too offers a free trial. Overall it is a really cost effective video conferencing tool.

10. Google Meet

The professional upgrade of Hangouts, Google Meet is another tool people usually sleep upon – so much so that many people haven’t even heard about this Google product. But Meet is really a great tool to have, especially if you are looking for a cost-effective solution.

The tool is supported by Android and iOS devices, as well as browser support for Chrome and Firefox. Launching a meeting is pretty easy; apart from the app and browser, you can also launch a meeting from Google Calendar or directly via link. Dial-up meetings are supported for US numbers, but incoming requests could come from almost all countries. Other features include high-resolution content, pinch-to-zoom (on mobile), partial or full-screen sharing, and easy join via a shared link. The standard, free version allows up to 25 participants. Paid plans can support up to 100 participants and also allow recording of meetings. The biggest USP of Meet is its simplicity to use. It can be used by anyone with a basic Google account (which is pretty much everyone in the professional world). The tool is light-weight and easily accessible on all platforms. On the web and mobile app, chat during conferencing is also supported.

Each of these tools offers some unique features and varies in their prices – from completely free to freemium and paid. Depending on your needs and budget, you are sure to find something that serves your purpose and offers a good experience.

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Video Conferencing

Most Popular Web Conferencing Tool For Online Meeting

web video conferencing software for small business

Human beings are social by nature. Since the time that man learned to communicate, the entire species have been trying to overcome the distance between each other by reaching out to more and more strangers. This lies at the heart of the survival theory that has been guiding humans for generations. With the advent of technology, men have familiarized themselves with tools that can easily connect one part of the world to another. As men gradually moved from telephone to telegram and there onwards towards more sophisticated communication medium, human lives have been wrapped up by the worldwide web. This web has eliminated all distance and connected one part of the world to another in a most productive way.

Enhanced network connectivity has not only touched and enhanced our personal lives but also plays a very significant role in shaping our professional lives. Today, however big or small, no organization can imagine functioning without being connected by the web. The professional paradigm shift in the ways of working has led to more and more companies embracing the remote working of a workforce spread around the world. The concept of physical offices has gradually come to be replaced by remote workplaces where people come to be known by their voices or by their faces, as they appear on screens. Web conferences and online meetings have become the order of the day and every organization has embraced technology with a fervor.

Not only have businesses benefited in terms of productivity and performances by the advancement of technology, but it has also opened a world of opportunities for people. It has led to more employment and more diversification of the global economy. The internet helps expand businesses and shorten distances and the main instrument of this process is online conferencing. Online meeting services and web conferencing facilities have now been identified as the heartstring of modern times. Online services allow people across the world to connect with each other over audio, video, or text; transfer files; share screens, files, or media elements. Online meeting services also provide for facilities through which people can simultaneously work on similar files ensuring version control, reduction in travel costs, and more effective communication.

So, what are the essential features of an effective conferencing tool?

The audio and video quality of the tool needs to be up to the desired quality and standards. Since most communications happen over conferences covering people from across the world, the calls need to convey the requirements through seamless audio and video streaming without buffering.

The tool also needs to have sharing facilities. Since the workforce is spread across the globe, not only are requirements shared over the web, but training is also conducted virtually at the same time across locations. The software, therefore, needs to stream audio and multimedia, as well as be able to share files and necessary documents with not just individuals, but large groups at the same time.

One of the main features desired in a communication software adopted by a company is access rights. All employees of an organization need to have similar rights to access files or documents. They also need to have the same rights in terms of conducting web conferences, where each need to be able to mute participants as they require during conferences and most importantly, be able to record meetings and share them for reference. The tool would have an added benefit if it can accommodate live chats and polls.

Another important feature essential in any such online meeting tool should be the ability to schedule meetings as well as initiate meetings on the go. Participants should be able to integrate pre-planned meetings into their calendars so that they don’t miss it and get triggers on time. This online meeting tool should be integrated into the organizational mailing system so that the same can be used to send meeting invites to multiple people at the same time.

The software should have an app version along with a tolled or toll-free telephonic connection that people can connect to. Not always do people attend meetings or conferences from their workspace and yet this should not be a deterrent for people to attend meetings. These apps should be available on any device, irrespective of the platforms so that it successfully brings everybody together.

Companies that adopt online meeting tools should be able to protect their data and ensure secure communication and exchange. For this to happen seamlessly, it is essential that the software or tool needs to allow proper encryption facilities including confidentiality, authentication, and necessary permissions.

Finally, the price needs to be considered. There are free as well as paid online meeting tools, but it needs to ensure that most people can access the tool and remain connected at all times necessary. These licenses also ensure whether or not files can be shared by all or with all participants, media can be streamed or played by all participants, meetings can be recorded and shared, and so on.

There are a lot of free as well as paid online meeting tools that can be used by organizations, big or small. Before adopting a tool from the best web conferencing tools available, therefore, there need to be enough reasons to justify the selection of the most appropriate tool by an organization. Let us consider some of them and look for the most appropriate options.

Workplace by Facebook

As soon as we hear about Facebook, what comes to our mind is social media and a world full of friends. But Facebook offers so much more than just that. Workplace by Facebook is a collaborative communication tool that connects people across desktop as well as mobile devices. With features that are easy to adapt and embrace, individuals, as well as groups, can now easily connect over audio as well as video conferencing. Workplace by Facebook offers fair pricing and security while connecting people from more than 30,000 global organizations within their internal workspace as well as beyond. Workplace by Facebook offers individual as well as group messaging, audio, and video connectivity along with file and media sharing features.

It also provides for seamless streaming of videos that allows users to broadcast, announce, conduct meetings, and training across the organizations with as many as 50 people at the same time. Facebook like chat services helps share org charts and stay connected with colleagues or even locate them. With about 46 different languages supporting the tool, Workplace by Facebook also connects users to different enterprise tools like G Suite, Jira, Office 365, Dropbox and many more. To top it all, this meeting tool is accessible and available to anybody and everybody who owns any device across iOS, Android, or Windows platforms. Overall, Workplace by Facebook opens a whole new world of possibilities for any organization that is ready to embrace technology along with all its offerings and benefits.

Amazon Chime

The next big thing in the world of technology and connectivity in modern times is Amazon Cloud. With its retail and online shopping touching millions of lives globally, and its technology shaping the digital entertainment industry with elan, Amazon could not have been too far off in coming up with an enterprise communication tool. Amazon Chime, supported by its own cloud platform, can begin by boasting about its security and stability standards. Amazon Chime has a huge user base and this adds to the advantage it has over other communication tools. With a very strong backend platform supporting conferencing and communication services, this tool is priced conveniently and can accommodate a huge number of users under a single license, depending on the license type.

It offers seamless audio and video calling facilities with recording and playback facilities for online meetings. Supported by Alexa and other Amazon-specific features, Amazon Chime is the most effective way of keeping members or employees of an organization connected and on the same page. Accessible through Windows, Android, and iOS devices, Amazon Chime is easy to adapt to and supports scheduling and syncing meetings using organizational mailing services, with dial-in support. Additionally, it allows a visual roster that can track participation in meetings. It allows screen and media sharing and streaming facilities, ensuring file and media sharing using enterprise file-sharing system. Encryption and security are guaranteed with this tool with a single-sign-on that can enable users to use all Amazon services with a single log-in.

Cisco Webex Meetings

With a huge section of multinational corporates using Cisco Webex Meetings as their primary means of internal communication, this online communication tool has emerged as one of the top enterprise communication services available in the market. Supported by Cisco Collaboration Cloud, Cisco Webex Meetings offer round the clock support and very convenient conferencing facilities. Cisco is considered as one of the most secure and stable communication tools that can benefit organizations at large. Cisco offers personal as well as group calling facilities using audio as well as video support. There are personal and video conferencing services for presentations, training, and streaming of media.

Integrated with most mailing and calendar tools used by organizations, Webex is easy to use and can accommodate a large number of participants at the same time with seamless video streaming, recording, and playback options. Logged in users can share files and media easily with individuals as well as groups with ensured security. Webex Meetings offer polling, live chats, and multiple presenter options. It can, therefore, be used easily and conveniently to conduct training, host webinars, solve issues remotely, as well as have important business meetings and transactions. The huge customer base that Cisco supports successfully, offers the much-needed credibility to the tool that is one of the most trusted Online Meeting tools.

Zoom Meeting

Known particularly for its stability and high-quality video output, Zoom Meeting is one of the most widely used communication tools. It is available in both free and paid versions with the free version offering a whole range of features and options. The paid version, of course, offers more diverse features and services. Zoom offers video conferencing and messaging across any device on any platform with complete ease of use and easily adaptable meeting capabilities that helps collaborate with a large number of users. With HD video and audio quality, the tool ensures a complete and effective exchange of information that is the primary need of our times.

Zoom Meetings can accommodate up to 1000 participants and 49 video screens in any video conference at any point in time. Multiple participants can simultaneously share screens and co- annotate for the most effective outcome. All meetings on Zoom are encrypted end-to-end and is secured with password protection and role-based user rights. Meetings can also be transcribed, recorded and shared as per requirement. It also enables polling and Q&A options, assign permissions at various levels and has dedicated dial-in global toll-free numbers. Zoom Meetings can also be integrated with Outlook, iCal or Gmail and scheduled or initiated with immediate effect. Customers who have switched to Zoom have all reported an increase in performance and employee engagement.


Slack is one of the more recent online meeting tools being adopted by more and more people as well as organizations. It is a cloud-based messaging platform that can connect individuals as well as groups using instant messaging, audio and video calling options. It can help share files with one or more people at the same time. Slack can also share media files and screenshots and depending on the license available to the enterprise or the users, video and audio meetings can be recorded and shared. Moreover, it can be integrated with other enterprise tools that manage and control productivity.

Slack was initially meant to replace mails by instant messaging services through secure and encrypted collaboration. With time, it has integrated a whole range of more advanced and sophisticated communication options including streaming of media, making presentations, and having group conferences. Slack is available on desktops as well as mobile devices across Windows, Android as well as iOS platforms. It is a tool used globally by most successful organizations. A very effective messaging and file sharing and streaming app, it can be an appropriate online meeting tool for all organizations.

Organizations now have a whole range of options to choose from while selecting an appropriate business conferencing software for web conferencing. So, pick the one that best meets your needs and make the most of technology to give your business an edge.

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