These days, most of us should be familiar with using video conferencing in our business lives, especially now that so many of us are working remotely. When you can't meet face-to-face, video conferencing offers a superior alternative to audio-only conference calls. In addition to audio and video, most systems also incorporate a number of other collaboration tools, such as chat, whiteboards, and file sharing. It also has the added benefit of helping businesses save time and money by eliminating the need for travel and reducing the costs associated with meeting rooms, equipment, and catering.
There are many video conferencing services on the market, and most offer free clients for multiple platforms and the web. Still, that doesn't mean choosing a video conferencing system for your business is easy. Some are best suited to general-purpose online meetings, while others are specialized to support one-to-many conferences for online training or mass presentations. To help you find a solution that meets the needs of your business, we survey leading video conferencing software systems and rank them according to their features and usability. You'll find summaries of our top picks below, along with links to our full reviews. Then, keep reading for some buying tips to help you make your decision.
What Is Video Conferencing Software?
Video conferencing has experienced a remarkable evolution. Initially, it was available only in the form of pricey, high-end systems that combined hardware and software, and integrated into office conference rooms. Presently, cloud-based services are the reigning stars, requiring little dedicated infrastructure.
These new services are characterized by hardware agnosticism, letting you either procure dedicated hardware or utilize their computing device's webcam and microphone. Furthermore, many of them provide a completely browser-based experience, forgoing the need to install an app. Although desktop apps are often the optimal choice, there are noteworthy apps for Android, Chrome OS, and iOS.
Contemporary video conferencing systems offer a cornucopia of new capabilities that their predecessors never possessed. Best-in-class video conferencing services offer screen sharing, remote desktop access, text chat, file exchange, digital whiteboard communication, and even the ability to broadcast conferences to passive viewers, such as webinars. Additionally, some services can integrate with business voice over IP (VoIP) packages, enabling users to convert voice calls to video calls or initiate a shared meeting at the touch of a button, without disconnecting the original connection.
(Credit: Getty/Ariel Skelley )How Much Does Video Conferencing Cost?
As with most software-as-a-service (SaaS), video conferencing providers offer multiple pricing tiers. The lowest tier is available at no cost for many of the services we tested. These free offerings are great for connecting with friends and family, as well as for occasional business use. However, they have limited features, and come with restrictions on how long meetings can be and how many people can attend. Organizations that plan to use video conferencing as an everyday tool should invest in a paid service to take advantage of its additional capabilities.
Among the services we reviewed, the median pricing for business-grade service is around $13 per user per month. Most also offer more expensive tiers aimed at enterprise deployments. As usual, the greater your needs, the more you can expect to pay.
Although most services charge by the number of users, others charge by the number of hosts. Generally, services priced per host are designed for webinar-type usage, where only a host can initiate a meeting (and meetings will typically have many attendees). On the other hand, services that are priced per user are usually intended for more peer-to-peer usage, where anyone can start a meeting.
What Video Conferencing Software Can Do for You
Video conferencing has quickly become an essential business tool, particularly given the rise of remote work. The products in this roundup all offer video calls via webcam, typically alongside several other features, such as text chat.
Understanding what constitutes a video conferencing platform can be confusing, since some of these same features have lately crept into team messaging platforms, like Microsoft Teams and Slack. In Teams' case, it offers a complete video conferencing solution, which is why we've reviewed it here. On the other hand, Slack and some of its competitors have only implemented person-to-person video calling, which is why we haven't included them in this roundup. The solutions we've reviewed here are all designed to support multi-party video meetings.
Beyond video calling itself, you'll likely want a few additional capabilities. For example, for presentations, screen sharing is essential. You may also want to look for more granular options, such as the ability to share just one document, image, or application (Microsoft PowerPoint, for example), rather than the entire desktop. Another feature many packages support is video annotation and virtual whiteboards, where meeting participants can collaborate.
Most of the video conferencing services in this roundup also offer a text chat mode during meetings and sometimes outside of video calls, too.
Many services offer automated recording that you can initiate with the press of a button. Typically, the recording will be saved to cloud storage and automatically shared with all meeting attendees. If you think this is a feature you'll want to use often, make sure the service tier you choose offers sufficient storage capacity, or that it can integrate with your existing third-party cloud storage provider.
Recently, video conferencing vendors have begun aggressively introducing artificial intelligence (AI) to their systems. Among the ways AI is being used to enhance meetings are automatic call summaries and transcription, noise cancellation, call scheduling, analytics and optimization, and facial recognition.
Readers' Choice/Business Choice 2022: Video Conferencing ServicesWhat Equipment Do You Need for Video Conferencing?
Beyond the video conferencing software itself, another thing to consider is the hardware you'll need to support it. Fortunately, almost every modern laptop, tablet, and smartphone comes with an integrated microphone and a serviceable (if fairly mediocre) webcam. Some laptops, such as the 2021 Apple MacBook Pro and Microsoft Surface, ship with high-quality 1080p webcams; the same goes for many higher-end mobile devices.
Desktop PCs, on the other hand, will typically need additional hardware. If you're looking for enhanced clarity of sound or video, you'll need the best microphones and high-end webcams you can get. Some business monitors also come with built-in video conferencing features.
For most use cases, consumer-grade hardware is all you need. Then again, if you want the highest possible video quality for webinars and client meetings, you may need to make additional purchases, such as green screens, ring lights, and LED panels.
Although these hardware purchases drive up the total cost of your video conferencing deployment, the good news is that you'll still save versus old-school, end-to-end conferencing solutions. You don't need to make a huge capital outlay all at once. Instead, you can buy the licenses you need and grow organically as you add new seats, which can dramatically reduce costs.
How to Buy Video Conferencing Systems
At first glance, it can seem challenging to choose which video conferencing service is right for your organization, because most offer the same basic features. But in fact, you'll want to evaluate several factors before making your decision, and assessing the software's overall user experience (UX) is a good place to start.
In each review, we discuss the ease of signing up, creating a meeting, inviting participants, and setting up audio and video controls. We also look at the UX from a meeting invitees' point of view, and how easy it is to access smart meeting controls, such as whiteboard-style collaboration and file sharing, annotation, and the virtual assistant features mentioned above.
We've also tested each service's prominent features, but it's up to you to decide which ones you need most. For example, do you need dial-in numbers, VoIP integration, or both? How about features like screen sharing or remote control? Some services offer teleconferencing with both dial-in numbers (local or toll-free) and VoIP calling, while others provide just one or the other. A few offer international dial-in numbers.
During our testing, we hosted and joined meetings to test the experience of registered and non-registered users alike. We made sure to outline how easy it is to join a meeting, including whether a participant needs to download software before joining (which could cause a delay or even be a dealbreaker). Other services simply require that attendees enter a code to access the meeting.
Our reviews also cover the host's administration features. The best services let you set up various types of meetings, such as lecture-style meetings where all participants are muted, or a discussion or Q&A mode in which presenters can mute and unmute participants as needed. Other options include enabling and disabling webcams, locking latecomers out of a meeting, creating a waiting room while preparing for the meeting, and allowing break-out sessions.
Finally, you shouldn't just take our word for it. Most of these services offer at least a 30-day free trial, so you'll have the opportunity to test drive the product that looks most attractive to you. Make sure to include relevant stakeholders in your decision-making process, both within your organization and without. With careful consideration, you're sure to arrive at a solution that's cost-effective, easy to use, and gives you the features you need.
