Selecting the Right Video Conferencing Tools
Updated: March 20, 2020
There’s no denying that video conferencing is a key tool used for business communication today.
It is a fast, simple, and efficient way to have discussions with clients and coworkers.
A live, clear video conference while being able to see who you’re talking to is much more effective and personal than a phone call.
Video conferencing isn’t just for large organizations, but a business of any size can benefit from using the right video tool.
Selecting the Right Video Conferencing Tools
If you’re still on the fence about whether you think your business really needs to find a video conferencing tool that works well for your business needs, then keep reading
Here are five reasons why adding this tool can make a big difference in daily workflows.
1. TAKE THE GUESSWORK OUT OF DECISION MAKING
A picture is worth a thousand words and being able to see people clearly, in focus, allows you to also see how your ideas and words resonate with people on the other side of the screen.
This isn’t always the case with a phone call, email, or text message.
Often times, communication is misconstrued this way.
And this can result in more problems than if there was clear communication in the first place.
Also, when it comes to making key decisions, it may be helpful to get a few more perspectives in the same space.
Video conferencing allows you to share screens with anyone participating in the conversation.
This makes collaboration much more efficient by being able to share ideas in real-time.
2. CONDUCT BUSINESS FASTER
No more waiting for flights across the country or driving two hours for a meeting.
Video conferencing allows you to get business done faster by taking out the travel time and having that meeting quicker than you would if you had to cut out time for travel.
And…
If your video conference tool is multi-lingual, meaning it can reach any video language and standard hardware and software, you can reach any of your colleagues or clients from around the world.
3. SAVE MONEY AND INCREASE PRODUCTIVITY
Planes, trains, and automobiles can get real pricey.
Using the right video conferencing tool allows all the right people to get together in a virtual environment.
Thus saving time and money.
If the tool you choose offers both scheduled meeting video times and spontaneous jump on meetings, you’re golden.
4. GO FAR AND WIDE
Sometimes, it so happens that not everyone is in the office.
Whether someone is out sick, working at home for the day, or on-site, the right video tool should be flexible and able to be used on a variety of devices including phones, tablets, and office PCs.
5. ADD QUALITY TO YOUR MEETINGS
Free videoconferencing tools are easily available.
Skype and Google Hangouts work great, but you’re in trouble when the Internet connection cuts out or gets glitchy.
When you’re in the middle of an important video meeting, making important decisions, you need to be able to rely on the tool you're using to deliver the highest quality.
Video Conferencing Tool Options
With so many options out there to choose from, it’s important to know what to look for.
There are many key features that a quality video tool should have available:
screen sharing
guest invites
video mail/chat
favorites
contacts list
HD voice and video quality
and ease of use and compatibility with current software.
Pros- works with all Office 365 applications inside one app, the cost is included in the Office 365 license, easy to use search and backup.
Cons- file structure can be confusing, too many similar apps, a limited number of channels per team (up to 100), and a lack of notifications.
Pros- free add-ons, free or low cost depending on the account, useable on a variety of platforms, works with other Google products, hold conference anywhere with an Internet connection
Cons- lack of tech support, users need to create a phone number through ‘Google Voice’ in order to place calls, to share screens users need to use the Chrome Remote app, the user must have Gmail and Google+ accounts,
**Update: Skype for Business will be going away on July 31, 2021. We recommend making the switch to Microsoft Teams before then.
Pros- all employees are connected, users can create closed groups, users can see when their contacts are available, can be used anywhere with an internet connection, screen sharing is simple, document sharing is simple, able to record meetings, if the user misses your message, it will be sent as an email instead.
Cons- charges for additional features, to place a phone call you need to set up a phone number for a fee, if the user doesn’t have Office 365, they need to pay additional $2 per month.
Pros- participate for free, high-quality audio and video, screen sharing is easy, users can message during a conference, meetings are easy to record, create reoccurring meetings
Cons- no document sharing
Pros- share documents in real-time, no-hassle package of features, easily record meetings, easy to download the app through a link to join the conversation, mobile-friendly, able to host up to 1,000 attendees.
Cons- must have fast, error-free Internet connection, doesn’t work well on older machines
Pros- great tech support, state-of-the-art hardware and software, every function is controlled with one remote, the camera follows whoever is speaking in the host location, displays in HD 1080p resolution.
Cons- a Polycom tech must install the system, users must have Polycom hardware for it to work, upgrades are expensive because the hardware updates every few years, the software must be upgraded by Polycom tech or certified third-party tech, expensive to maintain.
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