Video Conferencing Software

What is Video Conferencing Software?

Video conferencing software allows users in different locations to hold live conferences online. These solutions can successfully transmit video, audio, and text to keep people connected. The primary advantage is that users can interact with people anywhere in the world while saving considerably on travel costs. This software makes it easy to share files and collaborate. Two users can utilize a point-to-point solution while a multi-node system would be needed for larger groups. Your laptop or computer should be outfitted with a camera, headphones, and microphone in order to use video conferencing apps. More advanced solutions might even offer remote control of your desktop, screen sharing in real-time, and the ability to record the calls. Cloud sharing, mobile access, and encryption are other helpful features. Take a look at our in-depth look at video conferencing solutions to give you a better idea of what options there are at your disposal.

There are countless advantages to making your company a little more flexible with video. This medium offers a lot of creative flexibility and has a large impact on communication. However, dealing with video in business can be challenging at times in commercial settings when face-to-face interaction still sits at the helm of effective operations.

Use Video Conferencing Software for Online Meetings

In reality, relying on video communication for your monetary-driven processes will only be as serious as you make it. You might not even comprehend the meaning or purpose behind the efforts until they become absolutely critical to your company's operation. Globalization is the best way to illustrate how so many businesses around the world have been forced to leverage the most capable video conferencing software on a regular basis.

In the best cases, great video conferencing tools allow users to initiate and organize meetings online, communicate via both audio and visual means, exchange files and other content in different formats, and much more. Large companies who are interested in holding virtual meetings with clients and partners across the world in order to be more productive and greatly reduce their travel costs are perhaps the best fit to use this software.

The main difference between video conferencing tools and web conferencing is that this software has been perfected to replicate, as closely as possible, real-life meetings. All participants are given a virtual seat and can even "raise a hand" when they want to participate. The icing on the cake is that advanced conferencing software allows for multiple different kinds of communication at one time. Participants can easily speak to the entire group, open up a private chat box with another person, or be the sole individual that's not physically in the office where the actual conference is taking place. Communication on this software is immediate and available on all devices and can even be translated into multiple different languages. Participants can even decide to talk to the group face-to-face or via an audio bridge.

Video Conferencing Software Features

• On-demand meetings: This allows meetings to be be started at a moment's notice, without having to pre-schedule it.
• Screen sharing: Screen sharing allows meeting participants to share their screen with the rest of the attendees.
• Virtual hand-raising: As it sounds, this feature lets participants join in on the discussion without interrupting abruptly.
• Chat: Members can easily send a message via chat to other users.
• Remote control: Participants can take control of other attendees computers in cases of training or remote support.
• Custom background: Users can easily change their backgrounds at home into something more appropriate for formal presentations and meetings.
• Online whiteboard: This makes it easy for participants to communicate their points effectively using an online whiteboard.
• Customizable branding: This allows companies to customize the branding and look and feel of the application so that it looks more professional to participants.
• Two-way video and audio: This makes it possible for users to interact.
• Session recording: Meetings can easily be recorded and played back later for review.
• Private chat: Meeting hosts and participants can have one-to-one private chats.
• Presentation streaming: This feature allows presentations to be viewed online for a larger audience such as webinars.
• Audio conferencing: This should go mostly without saying, but most video conferencing software also includes audio conferencing by default.

Test Out Video Conferencing Software Before You Buy

We advise businesses of any size to sign up for a demo or free trial offered by some of the leading video conferencing solution providers to get a feel for the software's strengths and weaknesses. Comparing the different options with these free trials will make it easier for you to choose the one that best matches the needs of your company without having to spend too much money.

Video Conferencing Software Pricing

When faced with the inherent advantages and impressive capabilities of video conferencing solutions, many users assume that it's going to cost a considerable investment to buy one. That's not always the case though. There are several affordable options that won't stretch your budget but can still provide a great range of features that perform well. While it all depends on the size of your operation, video conferencing solutions rank in pricing from completely free programs to higher-tier programs that could cost tens of thousands of dollars per year.

Other than the free and limited versions, monthly plans that cost you a recurring fee offer significantly more features. These paid programs range from a few bucks a month to nearly $50. As these programs continue to outcompete each other and improve their standard offerings, it seems that costs also decrease over time.

In contrast to many systems that are designed to enhance the performance of businesses, video conferencing solutions are instead meant to go deeper. In other words, these systems will help companies tackle nearly every aspect of their operations. The time when everything had to be done in person is slowly diminishing. In the near future, the common business might be operating fully remotely with video conferencing solutions as the main form of communication, interaction, and collaboration.

Which Companies Can Benefit from Video Conferencing Solutions?

Small groups of people and startups can benefit from using video conferencing software. Larger companies with offices in several locations around the state or even internationally can greatly cut down on travel costs with these solutions. Multinational corporations that have offices throughout the world can use these web-based video solutions to keep all employees interconnected. Companies of any size who have authorized some people to work from home or have employees deployed for on-site work can use this remote communication as well.

Popular Video Conferencing Apps

• Google Hangouts: Google Hangouts, or Google Meet, is a popular video conferencing solution offered by Google. Google Hangouts offers both a free and paid version.
• Skype: Now owned by Microsoft, Skype is one of the more well-known online conferencing providers that operates throughout the world and offers video chats, instant messaging, group conferencing, and several features for collaboration such as image, screen, and document sharing.
• Cisco Webex: Webex from Cisco has been a player in the video conferencing industry for a long time. Cisco Webex offers high uptime and reliability, and is used by thousands of organizations around the world.
• Slack: Slack was started as a chat and messaging app for teams, but now has built-in video conferencing abilities. While not as useful to use with potential clients outside of your company, Slack video conferencing software was designed to help small businesses conduct team meetings online.
• ClickMeeting: This browser-based solution operates like any conferencing app with features specifically designed to increase the productivity fo online meetings and webinars.
• GoToMeeting: This easy-to-use and simple screen sharing solution is great for web conferencing, presentations, webinars, remote support, sales calls, and online meetings. They offer free, paid, and white-label video conferencing solutions.

Variations of Video Conferencing Solutions

1. Hardware-based video conferencing solutions - These systems are designed to connect a monitor to a conference phone, camera, and codec equipment.
2. PC-based video conferencing solutions - As the name suggests, these systems make it possible to use video communication in your personal workstation.
3. Cloud video conferencing solutions - These kinds of systems are offered as a service to users by third-party providers who handle the setup and configuration.
4. Integrated video conferencing sessions - Apps such as these are typically used in conference rooms, board rooms, classrooms, and other places with several participants.

Advantages of Video Conferencing

As we've illustrated, these video conferencing solutions have the ability to greatly reduce up-front expenses that many companies face when having to send employees on trips. Video conferencing software is typically thought of as the new frontier in terms of business communication and productivity especially since there is nearly no cost of installation required, employees can pick up the functions easily, and it's going to continue being used in the future.

Video conferencing solutions also help to boost the collaborative spirit of teams as sending information via messages online is significantly quicker and easier than moving throughout a building to communicate. While there are some camps of people arguing that this communication carries inherent risks of misunderstanding, the video capabilities of this software eliminate any potential mix-ups. Video conferencing isn't just a way to decrease wasted time, it can also give you more of it.

Another major advantage of this software is how much easier management becomes. Leaders are instantly given flexible communication with all members of their team. This streamlines the collection of important information and monitoring efforts overall. This results in an improved interface at all levels and a real-time assessment of data. One commonly overlooked advantage of these systems is the way they assist when instructing and hiring people. Recruiters can easily perform interviews over the software instead of just looking at resumes.

With that being said, these video conferencing solutions are more than ideal for productivity and effectiveness. It offers a nearly futuristic model for implementing new models of business such as face-to-face support for customers. There are countless ways to utilize video technology for your advantage over competitors. Several surveys have shown that teams relying on real-time communication end up performing worse than those using video conferencing systems. That's because the latter group cuts down on travel time, has shorter meetings, has direct access to knowledgable experts, has higher rates of participation, and discovers new talent quicker than other people.

Video Conferencing Software Security

Of all industries that require extra analysis for inherent flaws, the video conferencing industry might not be at the top of your list. Still, there's no such thing as a perfect business solution as all companies know all too well. There are some potential issues that users should remain on the lookout for even with more advanced systems.

Cameras on your desktop or laptop make it possible for coworkers to communicate face-to-face without being in the same place, but this capability is open to other people as well. Hackers with the know-how can enter meetings where they weren't invited. We don't have to provide more specifics on how drastic that can be for you personally or your business. You're already imagining some less-than-ideal scenarios.

That's not to say that all video conferencing systems are exposed, but simply that you should close all of the gaps that might make something like this easier for wannabe hackers. Relying on a reputable provider is the best place to start. Keeping your information protected while online is one of the most sacred pleasures of online privacy.

What is the reason that makes these video conferencing solutions potentially vulnerable? To boil it down to a single idea, it's due to the presence of many features that providers should have opted out of. It's impossible to know whether online hackers will be targeting your business or not, but you're essentially inviting them in when installing software in the easiest manner. Poor encryption methods end up placing the program on the other side of your firewall (i.e. the unsafe side).

As a business owner, you might like this feature because it allows you greater control over employee operations and behaviors, but keep in mind that you could be sharing this accessibility with third parties. When there's an inbound call that doesn't have to be taken, all it takes is one button to see what's going on inside a private conference room. In the same manner that you click the button, there could be another person dialing it up and joining in as a listener without anyone noticing.

Unsecured Databases with Video Conferencing Providers

The real question isn't about the kind of damage that hackers can cause if they break-in, but it's rather a matter of scale. If someone is able to gain access to conference software, they have complete access to the data involved. The hacker could even get information regarding companies you're in business with which could lead to legal problems.

Video Conferencing in Today's Remote Landscape

Remote work has become the norm for millions of workers around the country while countries try their best to deal with the global coronavirus crisis. Video conferencing solutions were instantly thrust into the spotlight since the software made it possible for many companies to carry on despite the stay-at-home orders and social distancing measures. By making use of built-in mics and cameras in laptops, video conferencing software instantly became the most important tool for professionals to have to cope with the quarantine orders.

As demand rose, software developers started working overtime to improve features, functionality, and productivity in order to further bridge the separation between remote coworkers.

Video Conferencing Problems to Avoid

1. Poor customer support: There isn't much in the way of real-time tech support for issues you experience during a call if you can't pinpoint the exact issue. To troubleshoot, you'll have to bring your equipment in for an in-person inspection or wait on the phone to talk it through with a professional. Either way, you can't really do much for that meeting.
2. Integration problems: While a vast majority of video conferencing software work with any brand of device, there are some issues popping up with older Softwares and newer updates.
3. Audio vs video calls: There's a major difference between the quality of audio calls and that of video calls. Around 1.5 Mbps of bandwidth speed is required for a video conference calls while audio calls only need about one tenth of that speed.
4. Bandwidth problems: A video conference will only operate as smoothly as the lowest common denominator network. In other words, one participant's slow network speed can cause issues for an entire meeting even if all other users have impeccable network bandwidth. This wouldn't cause too many problems for smaller teams clustered around a city but might cause bigger issues for larger teams scattered around the world.

Video Conferencing Software Buying Tips

Before you choose an appropriate video conference service provider, you need to take some key aspects into account such as transparency, service, support, security, and privacy.

First, you need to determine whether the provider is trustworthy when it comes to privacy and security. Is there a process set in place to keep your personal data and information protected? Ask about what kind of security protocol they have. It's a critical part of any SaaS system that really can't be stressed enough.

It's equally important that your provider offers consistent customer support to fix any issues that might arise with timeliness. Bring up the following questions with your top providers: Do you rate your customer satisfaction levels? Do you continue monitoring until a problem is solved? What kind of support channels do you use? Do you offer online resources that can be accessed at any time? Do you offer training and consulting services to help workers utilize the software correctly?

Another important feature of a reliable provider is transparency. A great way to determine their openness is to ask about references from past clients. If you're able to talk to current or past customers and they're happy with the result of the services, you can feel confident that the provider not only has a great track record but that they're also transparent about their operations.