With the advancement of technology, more and more people are going online for their meetings. This includes staff meetings, case review sessions and other important discussions. But choosing a platform for your meeting should never be a quick decision. In fact, you should spend time researching the various options available before you decide which one to settle for. Below are some of the best online meeting platforms in 2018
Fortunately, there’s a huge market full of endless options for different types of video conferencing software. The best one for your company will depend on several factors, such as the number of employees you have, your budget and any special features you may need.
We’ve broken down the top 7 video conferencing software programs for 2021 to help you figure out which one will fit best into your company. Plus, we provide a quick look at the video conference equipment you’ll need.
Just remember: Cost and features will vary!
Zoom
Zoom is a heavy hitter in the video conferencing world because of the many options included in every plan. The platform also boasts flawless video, crystal clear audio and instant sharing capabilities that make it our favorite option for video conferencing. Many people who use Zoom often switch from other conference call software because of frustrations they face using other available platforms.
Zoom is the ideal web meeting software for users who want to simply and effectively connect with customers and clients remotely. It also has Chrome and Linux OS support for increased flexibility and secure socket layer (SSL) encryption to guarantee secure communications.
All Zoom plans include:
- Screen sharing from desktops, tablets or mobile devices
- Whiteboarding
- HD video and voice
- Unlimited number of meetings per month
- Secure Socket Layer (SSL) encryption
- Chat and messaging (private and group)
- Scheduling with Chrome extensions
- Meeting record option
- Ability to join a meeting by telephone
- Instant or scheduled meetings
- Online support
- Breakout rooms
- Breakout capabilities let you divide your meetings into as many as 50 separate sessions!
There’s also a free version of Zoom, but the features and capabilities are limited. Conferences that have many participants cannot go beyond 40 minutes. For advanced features like user management, interoperability, custom meeting IDs for individual participants, phone support and managed domains, you have to subscribe to one of its premium plans. Fortunately, the paid plans are typically less expensive than comparable plans with other providers.
Participants
The number of participants allowed per meeting will vary based on the plan you select. You have the option to add on more participants with every plan except the free version.
Zoom Webinars & Events
Does your company conduct webinars or live demos? Zoom Webinars and Events let you engage with an unlimited audience in live, virtual events. In Zoom Rooms, wired and wireless content sharing is available, as well as the option to remotely control and monitor meetings from one centralized interface. You can also implement digital signage and scheduling displays to help enhance office communication and make booking meetings easy!
Microsoft Teams
Microsoft Teams is designed for seamless efficiency and collaboration. It integrates with Office applications like Word and SharePoint, and its design and infrastructure make it exceptionally interactive. The company has also made it possible to integrate Skype for Business into Microsoft Teams.
This program was designed as a response to the growing number of collaboration tools, like Slack, that have dominated the market in the last few years. Microsoft Teams is a catch-all chat tool for the workplace, but its video conferencing option is just as compelling and powerful. Users can launch video conferences directly from their chats.
All Microsoft Teams plans include:
- Web version of Word, Excel and PowerPoint
- File storage and sharing
- Up to 300 users
- 24/7 phone and web support
One of the newest features included in Microsoft Teams allows users to invite guests that are not part of their enterprise’s Azure Active Directory. In addition, the mobile version of Microsoft Teams supports voicemail on Android and iOS.
GoToMeeting
Even though GoToMeeting no longer dominates the video conferencing space, it remains a highly polished remote meeting software with a long list of features that would satisfy the needs of most business environments.
This user-friendly software has a few important advantages over its competitors, including its polling and “raise a hand” features. Furthermore, GoToMeeting allows unlimited video meetings and secures these meetings with end-to-end encryption.
All GoToMeeting plans include:
- 24/7 customer care
- HD video
- Unlimited meetings
- Screen sharing from desktops, tablets or mobile devices
- Messaging
- Web audio – no phone required
- Security
With a 14-day free trial, you can see the ease and convenience of the features first-hand.
Participants
GoToMeeting allows 10 to 250 participants, depending on the type of plan you get. However, the free version allows a maximum of three participants vs. up to 100 on other platforms.
Virtual Booths
Although virtual platforms cannot replicate face-to-face gatherings, they can allow one-to-one networking. Virtual event booths are analogous to the stands you see at in-person events like trade shows and festivals, and they make it easier for sponsors, organizers, and attendees to connect.
A virtual event booth with integrated live video conferencing and reporting lets you convert event leads into qualified opportunities. If you know of a promising prospect at your event, it should be easy to instantly invite them to a video chat. Be sure to ask virtual event providers these questions:
- Does this platform support virtual booths that enable event attendees to connect with subject matter experts face-to-face?
- Do the virtual booth features allow for sharing relevant digital collaterals such as PDFs, eBooks, and guides all in one tool.
- Does this platform provide complete insight into leads and opportunities generated at events?
Live Broadcast
Having the ability to live broadcast your keynote speakers and hosts during a virtual event is critical. Live broadcasting not only creates a sense of urgency amongst viewers but also helps engage attendees via live polling, Q&A, etc. In addition, to live broadcasting, some virtual event platforms feature multi-speaker sessions, which allow multiple people to present at the same time. If you’re thinking of hosting a virtual tradeshow, exhibitor event, or conference, be sure to ask virtual platform providers these questions:
- Does this platform support live to broadcast?
- As part of the live broadcasting feature, does this virtual events platform support automated subtitles in different languages?
- Does this platform support multi-speaker sessions?
Pre-Recorded Content
Although many virtual events are live to maximize attendee engagement and the attendee experience, having the option to upload pre-recorded content of sessions or speakers is important (e.g. think if a keynote speaker cannot attend and speak live the day of an event, but can record exclusive content ahead of time for your audience). When elevating a few virtual event platforms, be sure to ask them:
- Does this virtual events platform allow for the upload of pre-recorded content?
- Does this virtual events platform allow you to schedule pre-recorded content?
Social Media Integration
Social media can play a big part in keeping your attendees engaged and connected throughout your virtual event. During your online event, attendees may want to share quotes, screenshots, or general event takeaways with their social media audience. So being able to let them share content directly from your virtual platform to their social networks is very important and will help you generate more buzz around your event. When speaking to your virtual event provider, be sure to ask:
- Does this virtual events platform integrate with social media networks?
- What social media networks do this virtual events platform integrate with?
- Where will the social media integration buttons be seen by attendees on the platform?
Recorded Captured Content
Ensuring that your virtual events platform captures and records your event content is key. Not only can you use this content to market future events, but you can also allow past attendees to access your event content anytime, so they can continue to engage with you and your brand long after the event is over. So be sure to ask your virtual event providers:
- Do you capture, record, and store my event’s content?
- How long do I have access to this content?
- Where will this content live?
- Is there a price for storing and hosting my content?
- Can I create a community hub for my past event content?
- Can my attendees continually access this content?
Monetization Features
Planners are always thinking of new ways to monetize their events, and with virtual events, the monetization options for planners are tenfold. With the right virtual events platform, planners can:
- Display advertisements throughout their virtual event and have the ads link to “spaces” within their virtual event or even link to sponsors.
- Use the “sponsorship” feature to include a sponsorship space where attendees can visit and learn more about the event’s sponsors.
- Create hotspots that link to sponsors or other spaces within your virtual event platform.
To ensure you can maximize your virtual monetization opportunity, be sure to ask providers these questions:
- Does this virtual events platform offer monetization features?
- Does this virtual events platform offer advertisement space?
- Does this virtual events platform have a hotspot feature to sell sponsorships?
Conclusion
If you conduct online meetings regularly, you may feel like there are so many platforms out there, it’s difficult to choose which is best. If this feels like you, read on to learn about the top five options available and compare them for yourself.