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Video Conferencing: How It Works, How to Use It, Top Platforms

Julia Kagan is a financial/consumer journalist and former senior editor, personal finance, of Investopedia.

Investopedia / Jiaqi Zhou

What Is Video Conferencing?

Video conferencing is an online technology that allows users in different locations to hold face-to-face meetings without having to move to a single location together. This technology is particularly convenient for business users in different cities or even different countries because it saves time, expenses, and hassles associated with business travel. Uses for video conferencing include holding routine meetings, negotiating business deals, and interviewing job candidates.

When a video conference is held for informal purposes, it is called a video call or video chat.

Key Takeaways

• Video conferencing is a technology that allows users in different locations to hold real-time face-to-face meetings, often at little to no cost.
• There are many ways to utilize video conferencing technology, such as company meetings, job training sessions, or addressing board members.
• Video conferencing saw a huge boost amid the global COVID-19 pandemic.
• The stability and quality of the video conference may fluctuate with the speed and reliability of the data connection.
• There are a variety of ways video conferencing can be conducted—such as using smartphones, tablets, or via desktop computers.

How Video Conferencing Works

Video conferencing's main advantage over telephone conference calls is that users can see each other, which allows them to develop stronger relationships.

There are a variety of ways video conferencing can be conducted. Individuals may use web cameras connected to or built into laptops, tablets, or desktop computers. Smartphones and other connected mobile devices equipped with cameras may also be used to connect for video conferences. In such instances, a software-based platform typically is used to transmit the communication over internet protocols.

Some businesses use dedicated video conferencing rooms that have been equipped with high-grade cameras and screens to ensure the conversation is clear and with limited technical faults. Third-party providers often install and assemble the hardware needed to conduct the video conference.

The stability and quality of the video conference may fluctuate with the speed and reliability of one's internet data connection.

Uses of Video Conferencing

Companies with multiple offices might establish direct video communications between their locations in order to allow their teams to work more collaboratively.

Video conferencing can also be used as a medium for conducting training, with the instructor teaching a remote class from almost anywhere. This can be done in a corporate context, especially for getting workers the knowledge they need to better perform their jobs. The academic world can also make use of video conferencing to connect a traditional classroom setting with students who are located a considerable distance from the school.

A video conference may also be used to conduct regular meetings with company staff or to confer with  shareholders  about the latest activities at the business. It may be used to announce significant changes at a company, such as introducing a new  CEO , or to present information in an interactive way that allows all participants to engage in discussion about what they see on screen.

Hotels and conference centers sometimes make video conferencing services available to guests who require such services. This may be offered in suites or conference rooms that have been equipped for this purpose.

The Investopedia team has dug deep into nearly two dozen platforms and has produced its list of Top Video Conferencing Platforms for 2021 .

Video Conferencing During the 2020-21 COVID-19 Pandemic

Video conferencing platforms such as Zoom, Skype, and Microsoft Teams saw a surge of interest and use during the 2020-21 COVID-19 pandemic, as lockdowns forced many individuals around the world to work from home and attend online classes.

Video conferencing allowed for professionals to meet with their clients and conduct one-on-one consultations, including financial advisors, therapists, tutors, and lawyers. In fact, some legal proceedings and court cases moved entirely to video conferencing during parts of the pandemic. Doctors and other medical professionals have also adopted telehealth to a much larger degree than before the pandemic.

Yahoo Finance. " Coronavirus Leads Zoom to Lift Limit for Free Users ."

Microsoft. " Our Commitment to Customers During COVID-19 ."

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What is Video Conferencing? A Comprehensive Guide for 2024

By Rad Aswani • September 1, 2023

In the era of remote work and virtual collaboration, “what is video conferencing?” has become a crucial question for maintaining seamless communication and productivity. Video conferencing is a tool that can benefit your business or personal life. In this comprehensive guide, we’ll explore the ins and outs of video conferencing, from its history and key components to the popular platforms and emerging trends shaping its future.

Short Summary

• Video conferencing is an essential tool for modern businesses, providing real-time audio and visual communication between users in different locations.
• Key components of video conferencing systems include cameras, microphones, speakers, displays etc., with advantages such as improved communication and productivity.
• Popular platforms offer unique features to cater to user needs while ensuring security & privacy. Choosing the right solution depends on factors such as company size & budget.

Understanding video conferencing

Video conferencing is an advanced form of video calls that enables real-time audio and visual communication between users in different locations, facilitated by various video conferencing software. Participants can join group video conferencing, present content, record meetings, and communicate via messages, all from their personal computer using different video conferencing services. One of the main advantages of video conferencing over a traditional video call is the ability to establish eye contact and convey emotions and articulation, which is essential for social and business interactions .

Today, some of the most commonly used video conferencing platforms include Kumospace, TrueConf, CyberLink U Meeting, Zoho Meeting, Jitsi Meet, TeamViewer Meeting, Google Meet, Skype For Business, and Zoom . These platforms have become increasingly popular as the demand for effective remote work and collaboration tools has grown. As a result, the video conferencing market is expected to reach $11.56 billion by 2027, with a significant increase in adoption due to various video conferencing trends.

Whether for one-one meetings, interviews, onboarding, small businesses or large corporations, video conferencing has become a worthwhile investment, enabling seamless communication and collaboration among teams.

The mechanics of video conferencing

Video conferencing technology works by capturing participants’ video and audio, compressing the data, transmitting it over an internet connection, and then decompressing it to display video and audio to the receiver. This full-duplex video session allows multiple participants to simultaneously view and hear one another using various video conferencing apps available in the market. To join or host a basic video conference, all you need is one of the many video enabled devices with a camera and microphone, such as a smartphone, tablet, or computer.

Different video conferencing platforms offer various features and capabilities. Collaboration tools, such as file sharing, screen sharing , and instant messaging, are essential for effective corporate communications and making video conferencing work seamlessly in a professional environment.

Key components of video conferencing systems

The essential components of video conferencing systems include cameras, microphones, speakers, displays, codecs, and network connections. These components work together to capture, transmit, and display audio and video in real-time, making it possible for people in different locations to communicate effectively. In a conference room setup , cameras and microphones may be required to facilitate video conferencing and ensure that everyone in the room can be seen and heard by remote participants.

Advantages of video conferencing

The advantages of video conferencing are numerous, ranging from improved communication and productivity to decreased travel expenses and fostering a sense of community among remote teams. Platforms like Kumospace, Teams, Skype, WebEx, and Zoom offer clear audio with background noise suppression, screen sharing, and recording features to save and distribute meetings to those who could not attend. Kumospace also offers entertaining and interactive tools to facilitate engagement among participants, like virtual drinks, picture frames, and many customizable features. By enabling employees to collaborate effectively, regardless of their location, video conferencing has become a vital asset for businesses of all sizes.

Moreover, the affordability and accessibility of video conferencing platforms have made it possible for businesses with limited budgets to take advantage of this technology. For example, Kumospace offers a free plan as well as a business plan that’s significantly cheaper than Zoom or Slack, making it an attractive option for businesses and individuals alike.

Challenges and limitations of video conferencing

Despite its numerous benefits, video conferencing also comes with its own set of challenges and limitations. One of the most significant challenges is the need for reliable high-speed internet, particularly for users working remotely in areas with limited internet bandwidth. Additionally, costly equipment and upkeep can be a barrier for some organizations and individuals who wish to adopt video conferencing technology. Platform-specific limitations, such as the restrictions on the free versions of Google Meet and Microsoft Teams, can also impact the overall user experience and accessibility of video conferencing solutions.

A brief history of video conferencing

AT&T Bell Labs and John Logie Baird are credited with pioneering the history of video conferencing, which was first experimented with in the 1920s. Their efforts laid the foundation for further development of video phones. In 2004, as broadband technology became more accessible and widespread, numerous businesses began utilizing video conferencing systems for the first time. The COVID-19 pandemic further accelerated the adoption of video conferencing technologies, with remote working becoming a widespread practice and video conferencing acting as a crucial tool for maintaining business operations while adhering to social distancing regulations.

From its humble beginnings, video conferencing has evolved into a powerful communication tool that has reshaped the way we work, learn, and interact with one another. Today, video conferencing platforms like Kumospace, WebEx,  Zoom, Microsoft Teams, and Google Meet continue to push the boundaries of what is possible in remote communication and collaboration .

Popular video conferencing platforms

Some of the most popular video conferencing platforms today, such as Kumospace, Zoom , Microsoft Teams, Google Meet, Cisco Webex, and BlueJeans, each serve as a unique video conferencing platform offering features and capabilities to cater to different user needs and preferences. For example, Google Meet is recommended for one-on-one calls, while Kumospace is the optimal choice for hosting video conferences for teams of all sizes.

When comparing video conferencing platforms, it’s essential to consider factors such as the number of participants, meeting duration, and additional features offered by each platform. For instance, the free version of Zoho Meeting enables 60-minute meetings with a maximum of 100 participants, while TeamViewer’s free version permits meetings with a maximum of five participants.

By carefully evaluating each platform’s offerings, you can choose the best video conferencing software that meets your specific needs.

Remote work and video conferencing

As remote work becomes increasingly common, video conferencing has emerged as a vital resource for remote workers to interact and collaborate with their colleagues. By facilitating simulated face-to-face contact between team members and colleagues, video conferencing promotes the establishment of meaningful coworking relationships, helping remote workers feel more connected and minimizing the adverse effects of remote work on collaboration.

The significance of video conferencing in remote work cannot be overstated. As organizations continue to adapt to the changing landscape of work, video conferencing technologies will play a critical role in maintaining productivity, collaboration, and a sense of community among distributed teams.

Emerging trends in video conferencing

Emerging trends in video conferencing include the rise of hybrid work, increased focus on user experience, and the integration of artificial intelligence and virtual reality technologies . As remote work continues to gain traction, video conferencing platforms are constantly evolving to meet the changing needs of users. Features such as live video editing, cloud-based communication, and AI-powered cameras are becoming increasingly commonplace in the world of video conferencing.

Moreover, the ongoing COVID-19 pandemic has further accelerated the adoption of video conferencing technologies, as businesses and individuals alike have turned to virtual communication tools to maintain operations and stay connected. As we move forward, video conferencing will continue to play a crucial role in shaping the future of work and communication.

Choosing the right video conferencing solution

Selecting the right video conferencing solution depends on factors such as your organization’s size, financial resources, desired features, and user-friendliness. By taking these factors into account, you can make an informed decision that best suits your specific needs and requirements. For example, Zoom’s Pro plan offers unlimited conferences with up to 100 participants for $14.99 per month, while Zoho Meeting is recommended for rapidly expanding teams that require a service that is simple to scale and has economical plans for small meetings.

It’s also essential to consider factors such as security, privacy, and platform compatibility when choosing a video conferencing solution. By carefully evaluating each platform’s features and pricing, you can select the best video conferencing software that meets your specific needs and fosters effective communication and collaboration within your team.

Essential features of video conferencing software

To ensure effective communication and collaboration, video conferencing software should offer essential features such as screen sharing, recording, instant messaging, whiteboarding, and third-party integrations. These features enable users to share information, collaborate on projects, and stay connected with their colleagues, regardless of their physical location.

By considering each platform’s unique features, you can choose the video conferencing software that best supports your team’s communication and collaboration needs.

Ensuring security and privacy in video conferencing

Security and privacy are paramount when it comes to video conferencing. To guarantee the protection of your data and communications, it’s crucial to implement measures such as encryption, two-factor authentication, intrusion detection, and user activity monitoring. Many video conferencing platforms offer security features like DTLS-SRTP encryption for audio and video streaming and two-factor authentication to ensure the safety of your information. Specific platforms, like Kumospace, also offer HIPAA, SOC 2, and GDPR compliance . 

By choosing a video conferencing solution that prioritizes security and privacy, you can ensure that your team’s communications remain confidential and protected at all times.

In conclusion, video conferencing has become an indispensable tool in today’s increasingly hybrid landscape . From its humble beginnings to the powerful platforms available today, video conferencing has transformed the way we communicate, collaborate, and stay connected across the globe. By understanding the mechanics, advantages, and challenges of this technology, you can make informed decisions when selecting the right video conferencing solution for your needs. As we continue to embrace remote work and virtual collaboration, video conferencing will undoubtedly play a vital role in shaping the future of work and communication.

Frequently Asked Questions

What do you mean by video conferencing  .

Video conferencing enables remote participants to interact and collaborate face to face through audio, video, text and presentation sharing, providing a real-time, long distance experience.

This technology has revolutionized the way people communicate and collaborate, allowing for more efficient and effective meetings , regardless of location. It has also enabled businesses to reduce travel costs and increase productivity.

Video conferencing has become an essential tool for many individuals and businesses.

Is Zoom the same as video conferencing?  

Zoom is a type of video conferencing platform, just like Kumospace, Google Meet, WebEx, and more.

What is the difference between video calling and video conferencing?  

Video calling allows two people to have an exclusive conversation , while video conferencing lets multiple people join in the same call. Video conferencing also supports bidirectional video and audio, making it a more comprehensive meeting tool than video streaming.

What is the main function of video conferencing?  

Video conferencing is a cost-effective way of connecting multiple people located in different places for real-time face-to-face meetings, allowing the exchange of audio, video, text and presentations. It is a great way to save time and money, as it eliminates the need for physical travel and office expenses. It also allows for more efficient communication and remote work collaboration, as it allows for multiple people to be connected at the same time. Additionally, video conferencing can be used to facilitate meetings such as webinars, conferences, and team huddles.

What are the essential components of a video conferencing system?  

Video conferencing systems require cameras, microphones, speakers, displays, codecs, and network connections to operate effectively. These components must be properly configured and connected to ensure that the video conferencing system works as intended. The quality of the video and audio will depend on the quality of the components used. It is up to the standards of a company and individual as to what components they invest in. 

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Rad has over 7 years of experience in Marketing. Currently, she is the fun Digital Marketer at Kumospace. She leads initiatives such as influencer marketing, SEO management, and social media to name a few. Outside of work, Rad enjoys traveling, working out, and spending time with her family and friends.

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What is Video Conferencing? Definition, Tips, and Best Tools

Video conferencing was once upon a time a luxury that only large corporations had access to , because of its expensive pricing.

Small and medium-sized businesses could not afford video conferencing capabilities. The complex and costly equipment needed for video conferencing and the cost of hiring technical experts experienced in video conferencing were beyond their purse.

Today, video conferencing is no longer a luxury that only large corporations can afford. Nowadays businesses of all sizes (small, medium, and large) can afford to use video conferencing services. It is easily accessible not just to businesses but individuals.

In this article, you will learn about what video conferencing is, the types of video conferencing, how video conferencing works, key features of video conferencing software, the benefits of video conferencing, and the best video conferencing software tools.

Let’s get started.

What is Video Conferencing? A Short Definition

Video conferencing is a form of online meeting where multiple (two or more) people engage in a live audio-visual connection over the internet without having to be present in the same location. It allows for remote audio-visual connections between parties.

According to Investopedia , “video conferencing is a technology that allows users in different locations to hold face-to-face meetings without having to move to a single location together.”

You need a strong internet connection for video conferencing to flourish. Participants can see, hear, and talk to each other in real-time through video conferencing software irrespective of their current location,

Video conferencing is a type of online meeting where two or more people engage in a live audio-visual call. With a strong internet connection, the participants can see, hear, and talk to each other in real-time, no matter where in the world they are.

Businesses use video conferencing as a communication tool to communicate and collaborate with their employees, stakeholders, and customers. Both parties must have a stable internet connection, the necessary hardware, and software to enjoy a free-flowing and amazing experience.

This technology is convenient for businesses that have multiple locations across a wide area, such as subsidiaries in other countries or continents. These businesses can use video conferencing as a cheaper alternative for holding company meetings.

Video conferencing saves time and the cost and hassle associated with business travels. Businesses can use video conferencing to communicate with their remote workers. Other uses of video conferencing include holding regular business meetings, negotiating and closing business deals, and interviewing job candidates.

Types of Video Conferencing

One common mistake people and businesses make when it comes to video conferencing is to assume that all types of video conferencing are the same. While this is true, in the sense that the types of video conferencing are a means of communication, it is not entirely correct.

There is a need to understand the different types of video conferencing. Knowledge of the various types will help you make an informed decision when it comes to purchasing hardware and software for your video conferencing. Some video conferencing equipment is best suited for small meetings, while there is equipment that can handle a crowd.

Before making a decision on which video conferencing solution to adopt, understand how that solution will benefit your business.

There are two main types of video conferencing, point-to-point conferencing and multipoint conferencing.

1. Point-to-point Conferencing

In this type of video conferencing, there are only two participants involved. They communicate from different locations in real-time. Examples of point-to-point video conferencing are one-on-one customer support and job interviews.

One-on-one Customer Support

Most modern businesses use video conferencing to communicate with their customers. The customer support team uses video conferencing to offer a personalized customer experience for your customers.

Under this form of point-to-point conferencing, communication is usually between a customer support employee and a customer. It is one of the mediums through which businesses can address the concerns and inquiries of their customers.

Job Interviews

Thanks to video conferencing, employers can quicken the hiring process by conducting live job interviews for candidates. Video conferencing for interviewing candidates is becoming a popular practice for companies , especially for those that offer remote flexibility.

The old method of inviting all candidates for interview in a physical location is time-consuming, costly on the side of the candidates (especially when they incur significant travel costs), and not very effective. Video conferencing saves costs and time for both job applicants and HR personnel.

2. Multipoint Conferencing

Multipoint video conferencing is a type of video conferencing that involves three or more participants. Another name for multi-video conferencing is group video conferencing. This video conferencing solution is different from the three-way calling feature offered by the best business phone services and systems .

With this type of video conferencing, users can host or join meetings with multiple participants. Businesses that have several remote workers and office locations can use the multipoint conferencing solutio n for communication and collaboration. A conference bridge is a handy solution for these businesses.

What is a conference bridge? It refers to software or hardware that allows a large group of people to connect a conference call. Examples of multipoint video conferencing include team meetings and webinars.

Team Meetings

Companies hold general meetings with all their employees to outline their objectives. Departments also conduct team meetings towards the attainment of a specific objective. You need higher-quality cameras and audible microphones for effective communication between parties.

A webinar is an online presentation or seminar conducted over the internet to educate participants. There are tons of webinar software platforms such as Zoom, GoToWebinar, ClickMeeting, GetResponse, and Live Webinar that help you conduct, host, and join webinars.

The difference between webinars and team meetings is that team meetings are open for discussion among participants while webinars emphasize the speaker or facilitator.

How Does Video Conferencing Work?

VoIP is the technology that powers video conferencing. The technology (VoIP) makes it easy for voice communication to occur on the internet. Video conferencing technology relies on special algorithms called codecs (coder-decoder) to transfer audio and video signals from one location to another.

The mechanisms that make video conferencing possible over the internet are data compression (coding), and data transfer and decompression (decoding).

Data Compression (Coding)

In a video conferencing session, the camera captures analog video signals while the microphone captures audio signals. VoIP technology converts the audio and video signals into data packets that the internet can understand.

Such transactions take microseconds to execute no matter the distance between one party and the other. The conversion of video and audio signals into data packets is known as data compression.

Data Transfer and Decompression (Decoding)

After coding the audio and video signals in the form of data packets, the data packets travel over the internet to their destination. Once it reaches that destination, the compressed data (data packets) converts back to its original state , analog video, and audio signals.

The other parties or attendees can now see and hear live what is happening in the video conferencing session. Both the coding and decoding mechanisms do not take any time to execute. They work in the background without users even noticing a one-second lag in time from one point to the other.

Video conferencing solutions come with an echo cancellation feature that helps eliminate any sound delay or disturbance. The video cancellation feature is essential for keeping the audio and video in sync. You do not want the video to be faster than the audio, or the audio to be faster than the video. They have to be on the same wavelength to get their full benefits.

Video Conferencing Tools

Gone are the days when you needed lots of expensive and heavy equipment to launch a video conference. In today’s world, you just need a few basic tools.

• A computer screen, monitor, or projector to broadcast the video.
• A LAN connection or high-speed broadband network.
• A video camera for video input.
• A microphone for audio input.
• Headphones or speakers.

Understanding How Video Conferencing Works in Five Steps

Step 1: two or more people communicate through audio and video.

Video conferencing is all about the communication between two or more people via video conferencing software or channel. It is used for remote communications. For you to host or join a video conference, you need a computer with a webcam and speakers, or a smartphone, and an internet connection.

Behind the scenes, they are mechanisms or tools that enable the streaming of audio and video, and instant messaging in real-time.

Step 2: AV Input Is Converted to Digital Data

Video conferencing is made possible by the conversion of video input and audio input from the camera and microphone respectively to analog or digital signals by the video conferencing software.

As the end-users communicate, the video input from the camera and audio input from the microphone is instantaneously converted to analog and digital signals by video conferencing software or equipment.

Step 3: The Digital Video and Audio Is Compressed

After converting the video input and audio input to analog and digital signals, the next step is to use special compression software to packetize the video and audio data. Compressing the analog and digital signals into data packets will enable it to move faster over the internet, which is the medium for distribution.

How clear and audible the audio and video are at the receiving point is dependent on the system’s compression ratio. Lower compression ratios will appear staticky and choppy while higher compression ratios will provide a fluid and real-time communication experience.

Step 4: The Video and Audio Data Reaches Its Destination

The penultimate step is the arrival of the video and audio data at its intended destination. Here, the video and audio are still in their “packetized” form, which means users cannot understand it, only the internet.

At this point, the video conferencing software decompresses the video and audio back to their original size and then converts them back to analog. The decompression is necessary for the video to display, and for the audio to be heard properly through the speaker.

Step 5: You and Other Participants Can See and Hear the Content

The last step is when you and everyone else connected can see and hear the content. Crystal-clear audio and video will depend on the quality of compression in step 3 and the internet connection.

Many video conferencing software take extra steps to ensure that the audio and video are in sync, clear, and of high quality. They use either echo-canceling feature to remove all forms of sound interference.

All the five steps happen so rapidly, faster than the blink of an eye.

Key Features of Video Conferencing Software

There are so many video conferencing software in the market. Choosing the best video conferencing software requires you to pay attention to key features that allow for a wonderful video conferencing experience.

Here are some of the key features of video conferencing software you should look out for when hunting for video conferencing software.

1. Screen Sharing

Screen sharing is vital for interactive meetings and webinars. A good video conferencing software gives users and participants the ability to visually share images, presentations, documents, and their screens during a video call.

The advantage of screen sharing is that it makes it easier for participants to understand and follow the speaker. Screen sharing puts everyone on the same page. Some video conferencing software only permits the host to share their screen while some allow participants to share their screens.

Screen sharing is a must-have feature. It is safe to say any video conferencing software that does not support screen sharing is a poor choice. Business owners, stakeholders, and participants use the screen sharing feature during video calls to plan, brainstorm, strategize and make decisions faster.

Since video conferencing software is a communication and collaboration tool, it has to have an application and screen sharing feature. The screen sharing feature boosts collaboration among teams and participants in the same fashion as a face-to-face meeting.

2. Simultaneous Annotation

Sharing screen feature is cool, it allows you to share as much information as you want to participants during a video call. However, what is even cooler is the simultaneous annotation feature.

You may need to annotate on a shared screen to correct errors or make some points clearer. Some video conferencing tools offer annotation features for just the host, while others enable the feature for participants.

3. Chat Features

The vast majority of video conferencing software has chat features. It is that chatbox you use to type in questions or make comments as the video call runs without interrupting the speaker.

There are two types of chat options offered, the private and group chat options. The chat feature is an alternative communication channel used instead of sending audio and video messages . You can save the chat log for later usage.

Whether you are holding a meeting with an employee or with stakeholders, the chat feature gives you and other participants another medium for communication. You can share text messages and even emojis in the chatbox.

4. File Sharing and Transfer

During a video call, you may need to transfer a document, video or audio recording, or any other file type. You can send files easily and quickly to any or all participants in the video call without using a third-party service to do so.

File sharing and transfer is a handy tool that is useful for collaboration. All you need to use the file transfer functionality is to have an FTP server and FTP clients. The server is what facilitates client connection and makes it possible to request needed files.

The bulk of video conferencing software has both an FTP server and a client, removing the need for a separate FTP server for that purpose.

5. Video Call Recording

One feature to look out for in video conferencing software is its video call recording feature. You can record video meetings for later steaming. This feature documents the video call and makes it available for those who missed the meeting and those who attended but want to watch the session.

Many video conferencing software offers unlimited recording of your video meetings and presentations. They offer unlimited storage space in the cloud for your video call recordings and easy sharing via one click.

6. Noise Cancellation

Noise block or cancellation technology is one of the standout features that every video conferencing software should have. The feature minimizes and blocks wanted noise that can distract participants during an ongoing video call or meeting.

Different kinds of noises can make the speaker’s voice inaudible such as paper shuffling and other background noises. Usually, the moderators can mute individual devices where the noise is originating from. However, in cases where they cannot identify the source, the noise cancellation feature will mute the microphone.

7. Device Switching

An ideal feature a video conferencing software should have is the ability to switch devices seamlessly in the middle of a call. For example, you can use your laptop to start a video conference, and then you may want to switch to your mobile phone. The device switching feature allows you to switch between the two devices without having to disrupt the meeting.

8. Multiple Webcam Capabilities

During a video conference, the focus of the camera and microphone is always on the individual doing the talking. If your business has tons of remote workers and you regularly hold meetings, multiple webcam dynamic features can come in handy.

Your video conferencing software should support multi webcams so that you can see everyone and not just the main speaker.

Many business VoIP providers have video conferencing tools as part of their package. You probably know Voice over Internet Protocol (VoIP) to be superb for voice calls but you do not know you can use video conferencing through your VoIP. Some of the best business VoIP providers include RingCentral, RingCentral alternatives , Ooma, Ooma alternatives , Vonage, and Vonage alternatives .

Ideally, communicating via video conferencing should be as easy and seamless as communicating via voice calls. VoIP makes it seamlessly easy for users to switch from video calls to voice calls to group meetings, all through the push of a button.

10. Performance Reports

Performance reports such as KPIs and OKRs are vital for evaluating the performance of your presentations , identifying what went wrong, and measures to improve it. With the right performance metrics, you will discover how well received your presentations and meetings are, the most engaging parts, and attendance records.

Use a video conferencing software provider that offers both attendance and chat reports. If you cannot get adequate feedback about your meetings and webinars, how do you want to improve on your performance?

Benefits of Video Conferencing

Video conferencing is transforming the way people and organizations communicate and collaborate . If you cannot do face-to-face meetings, the next best thing is video communication. Here are some of the benefits of video communication.

1. Improved Productivity

One of the benefits of video conferencing is that it improves productivity. Video conferencing software comes with tons of features that enhance communication and collaboration among individuals and organizations. Some of these features include file transfer, screen sharing, and group chat.

Other forms of communication such as SMS, email, or audio conferencing do not offer the video features of video conferencing. Video conferencing keeps everyone in sync, enabling them to make informed decisions faster and improve productivity.

2. Humanized Conversations

Video helps humanize conversations you have with other participants. After face-to-face meetings, video conferencing is the next best communication model for humanized conversations.

There is no doubt that video conferencing is the most engaging form of non-face-to-face communication. It is the closest to a real-life experience. You can see other participants' facial expressions and body language without engaging face-to-face with them.

3. Superior Communication

Visual data is a superior form of communication to audio or text. Humans process visual data faster than text, audio, or any communication form . Compared to text and audio meetings, participants are more likely to understand and retain information better when it is in video form.

The use of visuals can strengthen presentations, and helps explain many concepts that cannot be done effectively via audio and text. Participants tend to stay more focused on the meeting when it is in a visual form.

4. Well-structured Meetings

Video conferences have a predefined start and end time. Attendees are more likely to stick to the agenda and have less time for an idle talk with the well-structured video conferencing meeting time.

5. Time and Cost Savings

Many of the goals of a face-to-face meeting can easily be accomplished through video conferencing. As COVID-19 made many in-person meetings impossible to attend at its peak, many organizations moved these meetings to video conferencing platforms .

You can host webinars, conferences, job interviews, boot camps, and business meetings with video conferencing. All these will save you money spent on renting a venue, transport costs for all attendees, and time expended on getting to the venue and returning.

With video conferencing, you can host meetings from the comfort of your home, and have 100s of attendees join from their comfort zones.

Video conferencing makes communication even faster and more efficient. You can hold important meetings with people from any part of the world through video conferencing. You do not have to worry about the logistics and other related costs such as food, lodging, and flight for your attendees.

6. Remote Workforce Support

Video conferencing supports the case for a remote workforce. Organizations and businesses that make use of remote workforce use video conferencing for effective communication and collaboration.

With video conferencing, businesses can run without a physical office and have a diversified staff scattered all over the world. They can still operate efficiently, and maintain normal human and professional relations.

7. High Engagement

Compared to audio conferencing and other types of online communication, video conferencing has a high engagement rate . Participants tend to zone out and multitask while participating in audio conferencing because they do not feel a strong connection with other members.

With video conferencing, there is pressure on participants to maintain contact and focus, which results in higher levels of engagement. With every participant visible, you cannot easily be distracted and multitask as you can with audio conferencing.

8. Improves Attendance

Organizations face a challenge in coordinating in-person meetings with staff, partners, and other attendees due to the need to pick a time or date best suitable for all. Video conferencing helps reduce many of the constraints that make potential attendees miss out on these meetings.

Is the venue too far and the transport costs too expensive? You can connect through video conferencing from the comfort of your room or present location. Video conferencing offers flexibility that improves attendance rates.

Once attendees miss out on in-person meetings, there may not be an opportunity for them to get a video replay of the meeting, except maybe a copy of the minute of the meeting. With video conferencing, you can record the meeting for non-attendees.

9. Helps Employee Retention

Video conferencing helps employers retain their employees by offering a good work or life balance. It is no secret that employees will leave their workplace if they do not enjoy a good work or life balance when they find another opportunity.

With video conferencing, businesses can offer more mobility and flexibility to their employees. The reduced hassle of day-to-die commute can help improve employee retention.

You can also easily hire remote workers and hold regular communications with them via video conferencing. They will feel like a part of the team and communicate better with your staff to greater collaboration.

10. Gives You a Sustained Competitive Advantage

When you sum up the other benefits of video conferencing, it is easy to see the competitive advantage that video conferencing can give you over your competitors. Video conferencing will save you and your employees some costs, improve team unity, and accelerate productivity levels.

Best Video Conferencing Software Tools

Best free video conferencing software for online video conferences.

Zoom is one of the most popular video conferencing and webinar software in the market. Founded in 201, the company is a popular choice used by individuals and businesses for their online video conference needs.

The cloud-based software offers a simplified video conferencing and message solution. You can organize and join video conferences from any device of your choice.

Zoom also allows you to schedule meetings ahead of time, share links to your meeting, and sync with your calendars. Participants can join your Zoom video conferencing meeting from any location in the world.

The video conferencing software utilizes HD video and audio for clearer images and sounds. It can welcome up to a thousand participants to a meeting and show up to 49 videos on screen.

There are no boring meetings on Zoom. It helps increase effective collaboration by giving participants access to filters, polls, hand raising, and music/video sharing. You can share your screens on the video call if the host gives you access to that feature.

Another cool feature of Zoom is its ability to record your meetings and store them in the cloud. You can also launch your meetings from third-party applications such as Gmail, Outlook, and iCal.

Zoom uses security features like encryption, passcode protection, join by domain, and reporting before and during the meeting to ensure your communication data are secure.

2. 8×8 Meet

Best video conferencing software for business of all sizes.

The 8×8 Meet video conferencing product is one of the best video conferencing solutions for businesses. It can host high-quality video conferencing on any device, be it desktop or mobile, for up to 100 participants . There are no meeting or minute restrictions when using the software.

8×8 Meet uses encryption technology during and after the meeting to keep the contents of the meeting safe and secure. It is reliable software with an intuitive design and a simple learning process. You can use the software to share rich content and foster effective collaboration in your business.

Participants can customizable and edit their virtual backgrounds such as making it blurry or selecting an image to replace it. The meeting host gets access to advanced moderation controls such as meeting lock, host delegation, participant permissions, host delegation, and participant lobby.

The cloud-based software allows you to invite participants from within a meeting, record and save the meetings on the clouds, scheduling of meetings directly from your calendar, stream the content of your meeting on YouTube Live, and share audios and videos.

3. BlueJeans Meeting

Best video conferencing software for the digital workspace.

BlueJeans is a video conferencing software designed for the modern workplace. It is a simple software that combines the functionality of web, audio, and video conferencing together in one platform. Businesses and individuals use BlueJeans as a collaboration tool daily.

The software is the first cloud service to connect desktop, mobile devices, and room systems in one video meeting.

There are five BlueJeans video conferencing packages for businesses. They include BlueJeans Meeting, BlueJeans Events, BlueJeans Rooms, BlueJeans Gateway, and BlueJeans Telehealth.

BlueJeans Meeting is for setting up secure virtual meetings. BlueJeans Events supports interactive live streaming for webinars and other virtual events. The BlueJeans Room is for setting up an intelligent workspace solution.

The other two video conferencing solutions by BlueJeans are not as popular as the first three. BlueJeans Gateway is a solution that allows you to connect rooms to Microsoft Teams. BlueJeans Telehealth helps businesses set up high-quality virtual healthcare.

4. GoToMeeting

Best video conference software for businesses with remote workforce.

GoToMeeting is a video conferencing software built for seamless collaboration and nurturing team relationships. It has an HD video feature that provides high-definition video conferences.

You can share your mobile or desktop screen with other participants while the meeting is ongoing. There is also a drawing tool that allows you to center attention on a particular area of your shared screen while presenting it.

GoToMeeting has mobile apps available for iOS and Android devices. You can join or host any video meeting with the GoToMeeting app. The audio and video quality is enhanced and crystal clear. It has over 50+ toll-free countries.

The cloud-based software employs several security features to make meetings safe for the host and participants. They include risk-based authentication, SOC2 certified data centers, AES-256 bit encryption, secure socket layer encryption, and meeting lock.

GoToWebinar integrates with third-party applications such as Slack, Microsoft Teams, Google Calendar, and Office 365. You get unlimited meeting recordings, transcriptions, and a convenient note-taking feature.

5. Cisco Webex

Best video conferencing and webinar software for incredibly large enterprises.

Webex by Cisco is a video conferencing and webinar platform designed for large enterprises to foster easy team collaboration. It has one of the largest attendees capacities, with up to 40,000 attendees able to attend the same meeting at the same time.

The software is best suited for large enterprises which have a large pool of workers whose numbers exceed the limits of other video conferencing software.

Some of the major features of Cisco Webex include screen share, video meeting, multiple device support, and collaboration via video or voice call. There is also an inbuilt Q & A session, surveys, and polls features that help drive engagement from attendees.

Despite its ability to accommodate up to 40,000 attendees, it provides high-definition video and audio quality. It has a mobile app that makes it easy for attendees to join from any location. You can use the software to record a live video call.

6. Dialpad UberConference

Best free video conferencing software for less than a 100 participants.

Dialpad UberConference is free conferencing software that requires no pins and no downloads. It has a rich and intuitive user interface that is easy for everyone to use to set up online video meetings or attend one without any hassle.

The software supports high-quality video resolutions up to 720p which makes your meetings more engaging. Your participants communicate with each other as if they are in a physical conference room. You can share your screen to boost collaboration between you and your attendees.

Dialpad UberConference has a voice intelligence feature that helps you transcribe your video meetings. You can automate multiple tasks during the conference call such as snapshots of your ongoing meeting and the recording and transcripts of the video call.

One amazing feature about Dialpad UberConference is that it allows you to play custom-hold music to keep your participants engaged before the video conferencing starts . You can launch or schedule your video calls from the UberConference website or app.

The cloud-based video conferencing software with numerous third-party applications such as Twitter, Slack, Evernote, Google Calendar, Slack, Outlook, Hubspot, and other Hubspot alternatives . This integration enhances your video conferencing experience.

7. Google Hangouts

Best free video conferencing software with premium features.

Google provides lots of amazing applications with premium features, one of them is Google Meet. It was formerly known as Google Hangouts Meet.

The free video conferencing software by Google helps individuals and small to medium-sized businesses (SMB) to host video call meetings and attend them. You can connect to Google Meet with multiple devices such as your desktop, laptops, tablets, android, iPhone, or iPad devices.

Compared to Dialpad UberConference (which is also free video-conferencing software), Google Meet can host up to 250 participants and up to 100 thousand live viewers when you use a domain.

Google Meet has a special speech recognition technology that provides live captions during video meetings. This feature helps your attendees to pay more attention and assimilate the content of the meetings better.

The video conferencing application by Google gives you access to an unlimited number of meetings. You can record your Google Meet video call sessions and it will save automatically to your Google Drive account.

8. Microsoft Teams

Best collaborative video conferencing software for large businesses.

Microsoft Teams is a video conferencing software developed by the tech giant, Microsoft. The software is a part of the Microsoft 365 family suite of products and excelling for online meetings and video conferencing for businesses.

Many businesses all over the world use Microsoft Teams to hold meetings and foster collaboration and communication among employees. It connects your employees living in different parts of the world into one space.

You can blur or customize your video background to encourage participants’ concentration during the meeting. With Microsoft Teams, you can record your videos and share files with participants or team members. At the end of the meeting, you can share the saved recording with individuals that missed out on the meeting

There is a chat feature that provides an alternative means of communication. You can chat before, during, and after the video meeting with your participants.

The host gets full control over the meeting and can delegate some of these controls to participants or co-hosts. Moderators can mute and remove participants who are proving to be a distraction.

Microsoft Teams integrates with Outlook Calendar, Jira, Office 365 tools, Trello, and other project management software . It also supports multitasking while the meeting is going on without any need for you to end the call.

Video Conference FAQ

Video conferencing is a technology that supports the hosting of face-to-face meetings without the participants having to be in the same location at the same time. It is an audio-visual connection between two or more participants. The technology makes it possible for multiple people to meet and collaborate face-to-face, often over a long distance through the internet. Participants can transmit audio, video, text, and presentations during a video conferencing meeting.   Businesses and organizations depend on video conferences to foster better communication and collaboration among employees and team members. It saves businesses time, costs, and the stress that comes with business travel.  Companies that have branches or subsidiaries in different locations or businesses that work with lots of remote workers hold video conferences to carry out their activities. Businesses use video conferences to hold regular meetings, interview job candidates, and negotiate and close business deals.

Before you can host a successful video conference, there are requirements (including hardware and software) you need to have in place. They include a fast and reliable internet connection, high-quality webcams, a microphone, video conferencing software or application, and employee training. The first thing you need is a fast and reliable internet connection to ensure that the video conference runs smoothly. Everyone joining the video conferencing call should use a strong internet connection, as one person’s weak connection can affect the whole video conference. Some of the best high-speed internet providers include Verizon, ATu0026T, Viasat, Ooma Connect, Comcast, and Spectrum. A Camera or webcam is the second thing you need for a video conferencing call. Most laptops, desktops, and smartphones come with an in-built camera. If your computer system does not have one, you can purchase a standalone camera or webcam. When you purchase a new computer or mobile device (the latest versions), it will always come with an in-built camera. The third thing you need is a microphone. The role of the microphone is to ensure that every participant can hear you, while the role of the camera is to ensure that they can see you. New computer system models come with in-built microphones. However, if you use an old system that doesn’t have one, you can use your headset or buy a standalone microphone. If the video conferencing call is for a large number of people, getting an omnidirectional microphone will help produce better sound quality. The fourth thing you need is video conferencing software. The software is the platform you use to host and join video conferences.  One step that is often overlooked by businesses is the need to provide training for employees on how to use the company’s video conferencing platform. Many video conferencing applications used by companies are easy to learn . However, a simple guide can help employees learn the ins and outs quickly than the common trial and error method.

The best app for your video conferencing will depend on your needs. If you are looking for a video conferencing app for a small business meeting needs, you can do it with free and affordable video conferencing apps with minimal features. However, if you need a video conferencing app for as large as a thousand attendees, the best for you will be one with premium features, even though it may not be the most affordable. Zoom is the most popular video conferencing software used by both individuals and businesses of all sizes for their online video conferencing needs. If you need a video conferencing tool that can accommodate up to 100 participants, 8×8 Meet and Dialpad UberConference are your best bet. BlueJeans Meeting is the best video conference software for the digital workspace, while GoToMeeting is suitable for businesses with a remote workforce.  If you run an incredibly large enterprise and need video conferencing software that can accommodate up to 40 thousand participants, Cisco Webex is the go-to choice. Google Hangouts is the best free video conferencing software with premium features. It can accommodate up to 250 participants and up to 100 thousand live viewers when you use a domain. Microsoft Team is the best collaborative video conferencing software for large businesses.

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Anastasia belyh.

Anastasia has been a professional blogger and researcher since 2014. She loves to perform in-depth software reviews to help software buyers make informed decisions when choosing project management software, CRM tools, website builders, and everything around growing a startup business.

Anastasia worked in management consulting and tech startups, so she has lots of experience in helping professionals choosing the right business software.

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The Complete Guide to Video Conferencing

Video Conferencing Definition

What is Video Conferencing?

Video conferencing  is a live video-based meeting between two or more people in different locations using video-enabled devices. Video conferencing allows multiple people to meet and collaborate face to face long distance by transmitting audio, video, text and presentations in real time through the internet.

• 80% of executives say turning on video for internal communications is becoming the norm; 84% say the same for external meetings  1
• 87% more people use video conferencing today than two years ago
• 75% of remote workers experience increased productivity and an enhanced work-life balance
• 64% of companies have video conferencing setups in small huddle rooms

What Other Tools Go Well With Video Conferencing? 

Project Management

Project management tools like  Asana  and  Monday.com  are designed to help teams organize, track and manage tasks and projects. All projects go through a customized task workflow that controls the status of the project as well as the rules by which it transitions to other statuses. These tools make it easy to see project due dates, assignees and progress to ensure every project is completed correctly and on time. 

Communication Tools

Instant messaging tools like  Microsoft Teams  and  Slack®  are great for quick, impromptu, text-based conversations to help keep your team connected throughout the workday. In addition to texts, you can also send GIFs and videos on the platforms, making the messages more exciting. All files and chats are synced, archived and searchable, so you can find chats and documents in the future. You can also create unique channels so smaller groups of people or departments can work together on tasks and projects. 

Whiteboarding

Whiteboards are great for quickly sharing ideas, brainstorming with your team and making visual concepts easier to understand, but if you’re calling into the meeting over video it’s easy to feel left out.  Lifesize Share™ with the Kaptivo™ whiteboard camera system  lets you digitally capture and share content from any standard whiteboard. Kaptivo removes people, reflection and glares from the whiteboard session and presents a clear and sharp digital image to everyone on the call in real time. After the meeting you can easily download or share your whiteboard session with your entire team or people outside your organization.