Video conferencing technology has advanced tremendously over the past few years and has become a vital tool for enhancing staff productivity, client communication, and other business activities. Furthermore, most video conferencing software platforms have built-in features such as real-time chat, transcription, and screen sharing, with the purpose of centralizing company communications and assisting enterprises in becoming more efficient.
To get a sense of the terrain, consider these 10 free video conferencing platforms that demonstrate that distance does not have to be an impediment to your team’s performance.
What is Video Conferencing Software?
With built-in features such as chat, screen sharing, and recording, video conferencing software provides online communication for audio meetings, video meetings, and seminars. These applications are used to facilitate long-distance or international communication, improve collaboration, and cut travel expenditures. Workers at various levels of an organization can utilize video conferencing solutions to arrange or attend virtual meetings with coworkers, company partners, or customers, regardless of their physical location.
Video conferencing platforms minimize the need for in-person participation in both brief scrums and critical meetings, bringing convenience to daily schedules for all parties involved, enhancing client relationships, and maintaining open and consistent communication between teams. Certain video conferencing solutions integrate with marketing automation and CRM software to sync essential business data into relevant conferences and enable streamlined follow-up conversations and updates to contact accounts.
- A product must provide online audio and video communication between two or more participants in order to be included in the Video Conferencing category.
- Enable video conference hosts to change meeting specifications and invite guests.
- Provide capabilities such as screen sharing and chat within separate conferences.
- Provide recording capabilities for future presentations or references.
What Features of Video Conferencing Platforms Are Most Common?
The following are some key characteristics of video conferencing platforms that allow users to connect and collaborate in real-time:
- Video Calling: Video conferencing High-quality video calls are the next best thing to face-to-face meetings for one-on-ones or team gatherings. When teams are unable to meet in person, video conferencing not only improves collaboration but also makes them feel more connected.
- Audio calls: Many video conferencing platforms allow you to join a video conference using audio just by dialing in. These calls use VoIP software and are similar to regular phone calls or phone systems. Similarly, most products allow participants to join a conference call with audio only or video plus audio.
- Recording: Devices with this functionality allow customers to record a video or audio conference call for subsequent viewing. Some products will even host the recorded video within the platform, with the ability to download it and share it internally or outside.
- Screen sharing: This feature enables participants to show their screens in addition to or instead of a webcam stream. Screen-sharing software is an excellent collaborative tool, particularly for remote or hybrid teams who have frequent online meetings.
- Document sharing: Document sharing facilities may occasionally be included in a text chat function, although this is not a hard and fast rule. Some video conferencing software will allow you to share documents without using a text conversation.
- Scheduling: Several video conferencing platforms have the ability to arrange meetings in-app. Others will integrate with third-party scheduling or calendar software.
Read Also: Scheduling Software: Best Options For Businesses
- Text chat: Several video conferencing platforms offer a live text chat that participants can utilize in addition to or instead of audio. These text chats can be recorded and accessed at a later time. Peer-to-peer or peer-to-group instant chat outside of video meetings is also possible with some video conferencing platforms.
- Presentations: While some video conferencing programs integrate with additional presentation software to host presentations, others allow users to create and present slideshows within the application.
- Subtitles and closed captions: Some video conferencing programs include subtitles and closed captions, which not only make video conferencing more accessible but also allow multinational teams to eliminate friction caused by language hurdles or cultural differences. In some circumstances, live transcription may also be accessible. However, the supported languages may vary from product to product.
Additional Benefits of Video Conferencing Platforms: Presentations, Whiteboarding, and Hand Raising
Best Platforms for Free Video Conferencing
- Zoom
- Google Hangouts
- Dialpad Meetings
- TrueConf Online
- Skype
- FreeConference
- Lifesize Go
- Slack Video Calls
- Facebook Live
- YouTube Live
#1. Zoom
Who should make use of it?
Zoom is great for anyone who works remotely or has team members who operate remotely. Zoom is another popular option for virtual educators. The video conferencing platform enables simple, easy-to-setup meetings as well as recurring meetings in your personal meeting room. Create and share a private meeting link with a person or team in seconds, and connect remote team members through video.
Top Free Functions:
- Host up to 100 people
- Individual and group meetings
- There are no limits on the number of meetings.
- HD video and audio
- Sharing a screen
- Meetings that have been scheduled
- Chat in private or in groups
- Host controls
#2. Google Hangouts
Who should make use of it?
Google Hangouts is an easy method to interact with Google contacts (or those outside your network) for personal or commercial purposes. Utilize this tool for one-on-one chats, team meetings, taped demos, and more.
Top Free Functions:
- 25 video participants are allowed.
- Conversations via video, audio, and messenger
- Recordings of video meetings
- Use Google Calendar to join calls.
- Sharing a screen
#3. Dialpad Meetings
Who should make use of it?
The free version of Dialpad Meetings is perfect for teams of 10 or fewer. The free version limits the time of your video chat to 45 minutes, making it perfect for shorter meetings. Because it allows for an endless number of video conferences, you may use this video conferencing service for recurrent meetings such as one-on-ones or monthly team debriefs.
Top Free Functions:
- Up to ten people can take part.
- Countless conferences
- HD Audio Call Recording
- Screen and document sharing
- Mobile applications
#4. TrueConf Online
Who should make use of it?
TrueConf provides a free plan with up to three participants in video calls. This solution is ideal for small teams or individuals who require a straightforward tool for hosting video calls or collaborating with small groups. Collaboration capabilities such as remote desktop control are beneficial for individuals in support who may need to assist a client with an issue.
Top Free Functions:
- On team calls, there can be up to three people.
- HD video
- Collaboration tools (screen sharing, remote desktop control, recorded calls, file transfer, and shared virtual whiteboard)
#5. Skype
Who should make use of it?
Skype’s free version is ideal for small teams of less than ten people. It’s a good tool if you need a simple way to video chat from your computer, phone, or tablet and hold smaller group meetings or one-on-one talks. Skype also provides a product called Skype in the Classroom, which is developed exclusively for online education.
Top Free Functions:
- Up to ten persons can participate in video calls.
- HD video calling
- Sharing a screen
- Recording of video calls
- Interactive video chats
- Location sharing
#6. FreeConference
Who should make use of it?
FreeConference is perfect for smaller teams or gatherings with five or fewer participants. One significant advantage of this video conferencing service is its simplicity of use; no downloads are necessary to begin using it. Moreover, moderator controls enable the person in charge of the video conference to keep the meeting on track.
Top Free Functions:
- Participants in an online meeting may number up to five.
- Sharing a screen
- Document sharing
- Moderator in charge
- Texting
#7. Lifesize Go
Who should make use of it?
Remote employees, remote free agents, and those working with clients who infrequently organize bigger group meetings can all use Lifesize Go. While they have plans with solutions for larger teams, the free version has a good amount of functionality for individuals and small groups.
Top Free Functions:
- There can be up to 8 participants.
- No time limits apply to meetings.
- Sharing a screen
#8. Slack Video Chats
Who should make use of it?
Slack users can use the call feature by simply typing /calling or clicking the phone symbol at the top of a chat with another Slack user. If you need to ask a teammate a quick question, this is an easy method to call them directly from Slack. You can also Slack with up to 15 people if you start a call from a channel, allowing the channel’s other users to join. This product is useful for teams looking for an additional video-calling solution for small teams.
Top Free Functions:
- Up to 15 persons can participate in group calls.
- Individual calls
- Messenger
#9. Facebook Live
Who should make use of it?
Facebook Live is an excellent choice for businesses, influencers, or individuals who want to share live demos, videos, or company culture. Your Facebook fans can remark and talk live, you can choose a custom audience for the video, and you can schedule broadcasts ahead of time to build anticipation.
Top Free Functions:
- Up to four hours of programming
- Planning forward
- Individualized audiences
#10. YouTube Live
Who should make use of it?
YouTube Live, like Facebook Live, is a platform for presenting a product with live Q&A, hosting an instructional session to teach your audience while screen sharing or utilizing a whiteboard, or hosting a live dialogue with members of your team.
Top Free Functions:
- There are three stream quality settings. (Normal latency, low latency, and ultra-low latency)
- Answers audience questions in real time
- Private live broadcasts (people can only access with the URL) (people can only access with the link)
- Planning forward
- Live automated captions
- Location tags
What are the Benefits of Video Conferencing Platforms?
#1. Spend less:
Due to its ability to eliminate the costs involved with long-distance and international calls, video conferencing software can be a cost-effective solution. For organizations, this means no communication glitches for remote staff, potential prospects, or outside stakeholders, regardless of travel capability. By allowing employees to attend meetings from the convenience of their office, video conferencing software can also decrease travel expenditures. This might be especially advantageous for small firms trying to expand without incurring expensive travel costs.
Another financial advantage of some video conferencing platforms is the opportunity to replace traditional webinar software with this software. If a firm has to organize a webinar or virtual event but does not require all of the bells and whistles of a standard webinar tool, adopting video conferencing software can result in significant savings. Nevertheless, savings might be significant if a company can get by with a free plan rather than a paid one, as many video conferencing applications offer free plans (with limitations, of course).
#2. Make the most of your time and resources:
Colleagues can quickly meet for a brief one-on-one or organize a last-minute virtual meeting using video conferencing software. Others can improve team cooperation by screen sharing, file sharing, and using collaborative whiteboards without leaving their desks or booking unnecessary meeting rooms. This can save time and free up conference rooms for people who need them.
Teams can collaborate while working remotely thanks to video conferencing, which also improves teamwork. Workers are no longer required to work in the same office building, much alone in the same state or nation. Video conferencing solutions are crucial for connection and cooperation in the post-pandemic world that is changing to distant and hybrid teams. Furthermore, these tools enable businesses to explore possibilities outside of certain geography, which can help with talent acquisition.
Who Is the Target Audience for Video Conferencing Platforms?
The majority of businesses:
Video conferencing technologies are useful for a wide range of enterprises and sectors, regardless of size. Client-facing enterprises, such as consulting and advice firms, law firms, and other service providers, can use these tools to cut down on unnecessary travel and collaborate with clients near and far. Growing firms also use video conferencing software to broaden their prospects and check in with employees, regardless of distance. Even mid-market and enterprise-level companies use video conferencing to engage with stakeholders and prospects on a daily basis.
Freelancers:
Numerous free video conferencing services are available, making them an enticing tool for small enterprises, freelancers, and other self-employed persons. Free versions of video conferencing services typically have limited capacity and are ideal for single users or small teams.
Schools: As a means of connecting teachers and students, video conferencing facilities are sometimes integrated into online learning platforms or learning management systems. These products are more tailored to the online learning environment, frequently including extra collaboration capabilities like file sharing, polling, and whiteboarding to successfully imitate a physical learning room.
Video Conferencing Platforms Challenges
The following are some of the difficulties associated with video conferencing platforms:
#1. Call clarity:
Call quality is one of the most common problems with video conferencing platforms. While the software can be strong, the quality of the video or audio is heavily dependent on the internet speed of the persons engaged. To avoid irritation, it is vital that customers have access to stable internet when utilizing video conferencing software.
#2. Concerns about security:
Buyers must evaluate a product’s security protocol, just as they would with any software used for internal and sensitive communication. While video conferencing systems have been the target of security breaches in the past, providers have made initiatives to improve meeting security, such as requiring passcodes to access a conference, instituting the usage of waiting rooms, and increasing administrative controls.
How to Purchase Video Conferencing Software
The first step in determining what type of video conferencing software a buyer should consider is assessing the organization’s overall needs. Does the company already employ this kind of software? If so, what works and what doesn’t? Is this the organization’s first time using video conferencing platforms? If this is the case, buyers must determine how they intend to install this software and whether or not their existing systems are compatible. Consider the following
- Business size: Buyers must ensure that the products they are considering are appropriate for the organization’s size and needs. When purchasing software, it is critical to ensure that the product has the scalability to adapt to changing needs.
- Integrations: Many businesses require adaptive solutions that can simply integrate into an existing software environment. It is vital to verify that a new product is compatible with a company’s devices and applications, such as calendars, email software, CRM software, and project management software, in order for it to be accepted and appropriately utilized by employees. Buyers must also ensure that the new conferencing system is compatible with existing technology such as room systems, mobile devices (iOS and Android), operating systems (PC and Mac), and popular web browsers such as Safari and Chrome. This will help to decrease any potential friction that consumers commonly experience while using new technology.
How To Compare Video Conferencing Software
#1. Make a large list.
Making a preliminary list of items that meet the buyer’s broad requirements is the first step in choosing the best video conferencing software. The next stage is to cut down the list by picking specific features that are must-haves or needs for the buyer. G2.com gives information on the best video conferencing software, allowing purchasers to filter options and user reviews to help narrow down the product list to a more relevant selection.
#2. Make a brief list.
Making a small list of products is a key stage in the purchasing process. While sorting among many products can be difficult, consumers can obtain assistance by using G2’s comparison tool. This feature will display items of choice side by side so that the customer can simply evaluate which software checks the relevant boxes on the list.
#3. Hold demonstrations
After the buyer has narrowed down the product list, a demo is scheduled. Buyers can observe a product and its features in more depth during demos. It’s critical to arrive at a demo prepared to get the most out of it. Buyers should prepare a business scenario that will thoroughly test each product under consideration. Buyers should also inquire about price, vendor support, and any issues they have regarding the goods. After the demos are completed, adequate planning will make it easy for the customer to compare products.
How To Choose a Video Conferencing Platforms
#1. Choose a selection committee.
Video conferencing software is extremely useful and frequently utilized in many industries. With that in mind, a smart beginning point would be to choose three to five team members from diverse departments and seniority levels (such as IT, upper management, and associates) to be part of the selection team. The more diverse the selection team, the better a corporation can determine how well a product will suit its needs.
#2. Negotiation
Once the selection team has narrowed down its software choices, it is time to explore customization options, cost, and the type of vendor support required. Even if pricing choices are presented on a vendor’s website, it is still vital to address them. Several software suppliers offer discounts and bespoke pricing alternatives based on the buyer’s needs.
#3. Final decision
Once a buyer has made a final selection on a product and is ready to make a purchase, it is recommended that they conduct a final demo, inquire about a trial run, and identify what the following steps are if the product does not finally meet their needs. It is also critical to investigate the level of support provided by the vendor after implementation. To ensure simplicity of use and a pleasant client experience, most vendors will offer customer support services such as video chat. When making a final decision, these measures might provide a buyer with an extra sense of security and confidence.
Trends for Video Conferencing Platforms
#1. Prioritize Security and Privacy.
Companies will increasingly rely on video conferencing software for regular communications as distant work and hybrid teams become more popular. As a result, organizations are placing a greater emphasis on privacy and security. Following several well-known security problems in 2020, like the iconic FBI warning about hackers and the hijacking of online meetings, software providers are continuing to develop adjustments to ensure users are secure from outside attacks. End-to-end encryption, passcodes, and multi-factor authentication are becoming more widespread in video conferencing systems.
#2. Improved user experience
Companies are leveraging advanced artificial intelligence (AI) and machine learning to improve audio and video functionality and quality, which is critical given the number of individuals who work from home and rely on these tools on a regular basis. Natural language processing, a subset of AI, can, for example, automatically recognize unpleasant sounds, reducing background noise for those who are not on mute and boosting the speaker’s voice. Visually, computer vision is used to obscure the user’s background or add a virtual backdrop, modify color and lighting, and even touch up the user’s appearance. These powerful capabilities elevate HD video conferencing options.
Conclusion
Consider your genuine needs before choosing the best video conferencing platforms. For example, someone who wants to talk to a few people on the side may discover that a free alternative is the most cost-effective while yet giving all of the necessary fundamental tools. But, if you intend to utilize video conferencing for professional or business purposes, particularly with a large number of people and on a regular basis, you should look into higher-end choices.
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