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What It Takes to Run a Great Virtual Meeting

• Cary Greene

Twelve keys to success.

Not being able to work together in the same room with colleagues may become a major challenge due to the coronavirus outbreak. To make virtual meetings work, you might need to adjust how your team conducts them. Prioritize video, but offer a dial-in option. Test the technology ahead of time and make sure faces can be seen. Follow general meeting best practices, such as having a clear objective and circulating an agenda. Minimize presentation length, use an icebreaker to get everyone talking, assign a facilitator, call on participants, and capture real-time feedback via polling systems to make sure all voices are heard.  Don’t be afraid to tackle tough issues. And remember to do a practice run while you’re still together. A small investment in preparedness now could have a huge impact if that time comes.

In these difficult times, we’ve made a number of our coronavirus articles free for all readers. To get all of HBR’s content delivered to your inbox, sign up for the Daily Alert newsletter.

As companies scramble to protect employees from the spreading coronavirus with travel restrictions and remote work arrangements, there’s a distinct possibility that in-person meetings with teams, customers, or suppliers may be canceled for days — or potentially weeks.

Under the best of circumstances, as soon as one or two attendees “dial in” to any meeting, productivity starts to suffer.  There’s a long list of reasons. Attendees often interpret virtual meetings as a license to multi-task. Meeting organizers tend to be less careful with the purpose and design of the conversation. And it’s not uncommon for one or two attendees to dominate the discussion while others sit back and “tune out.”

But it doesn’t have to be this way. Virtual meetings — even impromptu ones sparked by fears of a contagion — can be run more effectively, using basic meeting best practices and easy-to-use, inexpensive technology.

Here are 12 steps you can take to make that happen:

1. use video..

To make people feel like they’re all at the “same” meeting, use video conferencing rather than traditional conference dial-ins. Technology — such as Zoom, Skype, and GoToMeeting — helps to personalize the conversation and to keep participants engaged.

2. That said, always provide an audio dial-in option.

Video conferencing can work very well, but it relies on a strong internet connection that may not always be available. People need the ability to participate via audio, but make it clear that video-first is the new norm.

3. Test the technology ahead of time.

Nothing kills momentum at the start of a meeting like a 15-minute delay because people need to download software, can’t get the video to work, etc. Prior to a virtual meeting, all participants should test the technology and make sure they are comfortable with the major features.  And remember, supplier or customer conversations may require your team to familiarize themselves with different software packages.

4. Make sure faces are visible.

Video conferences are more effective when people can see each other’s facial expressions and body language. Ask individuals to sit close to their webcam to help to recreate the intimacy of an in-person meeting.

5. Stick to meeting basics.

Prior to the conversation, set clear objectives, and send a pre-read if appropriate. During the session, use an agenda, set meeting ground rules, take breaks, and clearly outline next steps (including timing and accountabilities) after each section and at the end of the meeting.

6. Minimize presentation length.

The only thing worse than a long presentation in person is a long presentation during a virtual meeting.  Meetings should be discussions. Background information should be provided beforehand. If someone needs to present, use screen sharing to guide the conversation, so attendees can literally “be on the same page.” But prioritize conversation to maximize the time people are looking at each other.

7. Use an icebreaker.

Although we’re not big fans of them, it’s important to use every tool to reinforce interpersonal relationships when people may be feeling isolated.  Also, it’s important to know if a participant may have a close friend or relative fighting the virus, so some type of “check in” is in order.

8. Assign a facilitator.

It’s usually harder to manage a virtual discussion than an in-person one. It can be helpful to assign one individual to guide the conversation, allowing the other participants to focus on the content. The facilitator can also use a polling system to “take the pulse” of the group on certain questions and ensure that all voices are heard.  The facilitator should also be able to resolve basic questions on the technology being used.

9. Call on people.

Getting everyone to participate without talking over each other is one of the more challenging aspects of running a virtual meeting. To forestall this, we recommend periodically calling on individuals to speak, even by virtually “going around the table” before a decision is finalized. Some software packages even allow attendees to “raise a hand” if they want to. This can help the facilitator drive closure without the risk of excluding an introverted participant’s views.

10. Capture real-time feedback.

Gathering and processing high-quality input during a virtual meeting can be challenging, especially since visual cues are harder to read.  Use a phone-based survey tool like Poll Everywhere to collect on-demand feedback from attendees on specific topics in real time. Keep the polling open, separate from the videoconference to avoid disrupting the conversation. Participants will need clear instructions on how to use the system and practices, but groups get the hang of it very quickly and it’s well worth the effort.

11. Don’t be afraid to tackle tough issues.

Meeting virtually is a learned behavior, and you’ll be amazed how much you can get out of it once you and your team begin to be comfortable working this way. It may seem natural to wait to discuss tough issues until everyone is in person, but that may not be an option. So don’t shy away from controversial topics.

12. Practice once or twice while you’re still together.

Hold your next staff meeting virtually, with each executive sitting in their office and hooking into the meeting with no assistance. After the meeting concludes, gather and debrief about the experience.  What went well, and what didn’t?  How can you evolve your virtual meetings to make them as productive as when you meet in person?

Not being able to work together in the same room with colleagues may become a major challenge in the next few weeks. To make virtual meetings work, you might need to adjust how your team conducts them.  But a small investment in preparedness now could have a huge impact if that time comes.

If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR . A subscription purchase is the best way to support the creation of these resources.

• Bob Frisch is the Founding Partner of the Strategic Offsites Group . His work includes the best-selling   Who’s in the Room? How Great Leaders Structure and Manage the Teams Around Them (Wiley),  Simple Sabotage   (HarperOne), and 25 HBR articles since the seminal “ Off-Sites That Work ”   in   2006. Bob’s articles are featured in 14 HBR collections, including   HBR’s 10 Must Reads on Teams .
• Cary Greene is the Managing Partner of the Strategic Offsites Group , a consultancy focused on designing and facilitating strategy conversations for executive teams and boards. He is the coauthor of  Simple Sabotage   (HarperOne) and 16 HBR articles. Cary ’s   work is featured in 10 HBR collections.

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Soft Skills

10 minute read

Video Conferencing Tips and Tricks for Better Virtual Meetings

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Technology advancements have rapidly evolved the business world as we know it. 

Communication and flexibility have increased, collaboration has become more efficient, and working remotely is no longer an unrealistic perk; it’s the new norm. 

As more and more business professionals are no longer co-located, it’s more important than ever to be up to date with the latest remote work tools to help you work from home with confidence. 

Perhaps the most crucial tool, and one that you can’t get very far without, is video conferencing software . The use of video conferencing eliminates the need for in-person meetings and face-to-face communication, however, there are quite a few differences that you should be aware of before jumping right into it.

You’ll need to understand video conferencing etiquette, how to set up the proper equipment, and how to lead a virtual meeting with no issues. It might sound a bit intimidating, but don’t worry. This article will walk you through the 11 best video conferencing tips and tricks to help you seamlessly hold a virtual meeting. 

11 top video conferencing tips and tricks

Whether you’re new to remote work or you’re just looking to brush up on best practices, this article will teach you everything you need to know about how to use video conferencing software, what you should be aware of before joining a meeting, and how to come across just as confident and as effective as you typically would if you were in the boardroom. 

If you’re managing a team, you might like to share these tips with your employees to help your virtual meetings run smoothly. 

Let’s get started.   

1. Test your technology before you begin 

First things first. Test everything, and I mean everything before you begin your video conference call. You should perform a quick test run to ensure the software is working just as it should. If you need some additional assistance, read up on how to use Zoom or whichever software you’re using before you start fumbling with the settings and making it harder for yourself. 

You might find that your laptop’s internal microphone doesn’t work, or your video quality is terrible. If you’re regularly participating in video calls, it’s worth it to invest in additional video conferencing equipment such as a microphone or external camera. Not only will you look and sound more professional, but you won’t ever have to worry about technical difficulties with your laptop again. 

2. Dress professionally 

Looking professional means something different to everyone. If you’re feeling unsure, your best bet is to dress up rather than dress down. Keep in mind that your typical in-office dress code should still be observed, especially if you’re on a video conference call with your manager or people you need to impress. 

Should you find yourself conducting or having interviews remotely , you will absolutely need to dress nicely. If you would typically wear a suit and tie, wear a suit and tie. Standard interview protocol doesn’t go out the window just because you aren’t speaking in person. With that being said, remote interviews are tricky, and your outfit isn’t the only thing you should worry about. Take a look at these top video interview tips to ensure that you have all of your bases covered.  

3. Prepare as you would for any other meeting

One of the worst mistakes someone can make when leading a virtual meeting is being unprepared. There’s nothing worse than fumbling through files, internet tabs, or a messy desktop while your participants have to sit and wait for you. If you have documents to share, have them pulled up and ready to go. 

Make sure the meeting runs as smoothly as possible by preparing an agenda and referencing it often. Without having in-person cues and body language to go off of, it can be easy for a situation that typically wouldn’t be awkward in-person to turn awkward fast. Long pauses and lack of eye contact can be hard to avoid during a video conference call, so having a detailed outline of how you want your meeting to go so you can lead with confidence will save you from those uncomfortable moments down the line. Consider utilizing a meeting management software to help you do this. 

4. Remove clutter and distractions from your background

Remote work comes with a slew of interesting work “desks”. Whether you prefer to work in your spare bedroom, home office, back patio, or basement, it’s important that your background is free of clutter and distractions. 

You would be surprised how quickly meeting participants can lose focus on the presenter and direct their attention to the colleague with the kids running wild or dogs playing with toys in the background. Think of each participant’s video box as a television. If there’s something going on in your box that isn’t just you sitting and staring, you’re causing a distraction.  

This also goes for the inanimate items in your background. If you’re in a bedroom, make sure the bed is made. If you’re in the basement, take-down any embarrassing or non-work appropriate items from the wall behind you. Remember that you’re still at work even if you’re in your basement. Do your best to create a professional environment with what you have. 

5. Limit your fidgeting 

With all of that being said, you shouldn’t be a distraction yourself. Don’t eat during a meeting (unless it’s a lunch meeting of course), stay off of your phone, don’t engage with other people around you even if you’re on mute, and keep eye contact with the webcam or with whoever is speaking. It’s easy to lose focus when you’re in your home environment, but for the sake of everyone else in the meeting, do your best to be attentive and alert. If you’re struggling to stay on track, learn the best ways to be productive while you’re working from home . 

6. Have great lighting

This is a no brainer, but make sure that the location of your video conference call has great lighting. This means you shouldn’t have any sun streaks on your face or be backlit. Low lighting is not favorable either. If you can’t get the lighting you need from the space you’re in, bring in another source of consistent lighting, such as your living room lamp or a newly purchased fluorescent ring light if you’ve invested in a more robust home office set up. 

7. Ensure your internet connection is speedy

As with all types of video streaming, a strong and reliable internet connection is crucial. Test your wifi beforehand to ensure that your network can support video conferencing. If it can’t, consider using an ethernet cable for a more stable connection or a wifi extender if your wifi doesn’t reach where it needs to. 

If you run into internet problems, keep in mind that you may have to turn off your webcam to improve the overall performance of your connection. If it’s really bad, you may have to log off the video call altogether and dial in using your cell phone. 

8. Organize your desktop before sharing your screen 

There really is nothing more embarrassing than sharing your screen for all of your colleagues to discover that you forgot to close out of a personal conversation on Slack or a questionable tab was left open. Do yourself a favor and clean everything up before you start the meeting. Make sure that everything that needs to be pulled up for the meeting is ready, and everything that doesn’t need to be there is out of sight. 

9. Turn off your notifications 

Now that your desktop is clear and ready for the meeting, you should turn off your notifications. This ensures that you won’t receive any interrupting alerts or preview messages that appear while you’re sharing your screen. There is nothing more annoying than constant pings from your social media, instant messaging, or lead scoring software going off. 

10. Always mute yourself when you’re not speaking

Mute yourself when you’re not speaking. It’s the cardinal rule of video conferencing etiquette. This rule is easy to follow in theory, but maybe not so easy in practice. You wouldn’t believe how many people forget to mute their microphones and force their entire group of meeting participants to listen to annoying background noises, dogs barking, feedback, and who knows what else!  

“Can everyone mute themselves, please?” is a common question that usually has to be repeated over and over again until everyone gets the memo. Don’t be one of those people. Mute yourself when you’re listening, and unmute yourself when you’re speaking. It’s as simple as that. 

11. Take advantage of the video conference features  

The greatest advantages of video conferencing are all of the features that come with it. There are chat boxes to use if you don’t want to interrupt the current conversation being had, polls, screen sharing, record options, branding features, webinar modes, and so much more. These features enhance your meetings in ways that could never be done in-person. Use them to your advantage.

Every video conference software boasts different perks, so compare all of them to discover which one is right for you. For example, Zoom and Skype are two of the most popular solutions on the market, but they have many differences. Make sure you do adequate research to ensure that the solution you choose has everything you and your team need.

Over to you

Working remotely has plenty of perks, but it can be difficult to get in your groove when you’re no longer meeting with anyone face-to-face. Use these 11 video conferencing tips and tricks to put your best foot forward in your next virtual meeting. By doing so, you’ll appear confident while getting your message across flawlessly.

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Hannah Tow is a Content Marketing Associate at G2. She graduated from the University of Missouri with a degree in Journalism and is very happy to be working in her favorite city, Chicago. In her free time, Hannah enjoys running with her dog, Teddy, traveling to new and exciting places, and capturing the beautiful places she travels to with her DSLR camera.

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10 Tips For Effective Video Conferencing

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24 video conferencing tips to go from telecommuting zero to hero

Over the years, I've done innumerable video conferences, webinars, and calls. But every time I'm still a little nervous. Here are battle-tested ways I and some friends and colleagues have found to do well at video -- or, at least, not mess up too badly.

latest developments

Coronavirus: business and technology in a pandemic.

From cancelled conferences to disrupted supply chains, not a corner of the global economy is immune to the spread of COVID-19.

Hardware and Software, Nuts and Bolts

Does your gear work? Are you sure? Check your camera, your computer, your microphone, and your internet connection. Then check it again. Hell is doing tech support with your setup while everyone else is waiting and thinking, "Can you believe this guy!?"

Oh, and while you're at it, make sure your video service is working well. With, conservatively, a few million new users using video-conferencing for the first time , I guarantee there will be failures and slowdowns. 

Also, do your best to make sure your video-conferencing software is working well before the call. That means turning off CPU-heavy background applications, automatic alerts, and downloads You do not want your video to end up stuttering.

Don't play with your computer or smartphone. You don't want to end up like Matthew Miller, head of the Fedora Project , who switched to another browser tab and forgot they were on camera. Whoops.

You can use your built-in webcam and microphone, but if you want your video to impress, you want to get a decent external webcam , mic , and headphones . 

Organize, Organize, Organize

Are you in charge of the meeting? Then organize it. Email an agenda beforehand, so the conversation doesn't wander all over the freaking place. Stephen Satchell, a developer at INE , remembers having "a video conference with no agenda or even an informative topic." The result? "It was rambling chit-chat for an hour, which, if properly done, would have taken 10 minutes." Don't waste time like this. 

That said, put time in for idle chit-chat. I guarantee that no matter how much you want to have a laser-light focus on your latest gizmo's delivery date, the first few minutes of every conference call will include "How are the kids/parents/dogs doing?" and "Can you see me?". Plan for it and then move on to the meat of the meeting. 

Got files or information to share beforehand? Then, Fabio Ramos, senior director of product marketing at 8x8 , a VoIP company, recommends that you: "Share these with other participants beforehand if possible. You may share information during the call, but it may be distracting or difficult in some cases for others to use files while talking with you. Double-check that everyone has the materials and access they need."

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Virtual Meeting Etiquette

It's a business meeting! If you normally wear a suit and tie, wear them. A t-shirt with Linux commands? Go for it. Pants are optional. Just keep in mind that if you need to stand up to answer a call of nature, your CEO may not be as impressed with your Mickey Mouse shorts as your cat.

Do not -- for the love of kittens and puppies -- eat during a conference. That pepperoni pizza may look tasty on the plate, but it doesn't look good on your face. Or, on your shirt.

Which, reminds me, check your clothes for lunch remains before turning on the camera. Ketchup is not a fashion statement. 

Be on time. Can't get there until five minutes late? You may be better off not showing up at all. No one -- and I mean no one -- likes "Beep! Steven has joined the meeting." Or so I've been told.

Bob Suitor , IBM's VP of Quantum Computing , adds that besides starting meetings promptly when scheduled, you should strive to "avoid side conversations, and by all means wrap it up early if you can."

Freelance writer  Lisa McGreevy wants to remind you, "There's no need to make a huge deal if you accidentally drop off and have to reconnect. Just quietly come back to the room. Don't interrupt with, 'Sorry I dropped off, bad connection, I'm back now! Sorry!' That's more disruptive than the chime alerting you've reconnected."

Are you talking? No? Then mute your freaking microphone. Rikki Endsley , an AWS open-source  community manager, recommends you "behave as if you were in the room with the other participants." She added, "I was on a group call last year and we could hear a participant using the restroom because he clearly was not following these basic video conference rules." You do not want to be that person.

Seriously. If you're not talking, mute your mic. Freelance writer Mitch Wagner  remembers being in "an editorial meeting and someone else was presenting an article they were doing and one of the cats was pestering me to be picked up and I finally said, 'Will you shut up and leave me alone?" It did not end well. 

Karanbir Singh , CentOS 's project lead, would like to remind you: "Participate as if you were physically in the same room. And participate completely (aka, no checking emails or doing other work waiting for someone to say your name, etc). "People don't like it when they call on you and see you obviously typing away." I mean, they seriously don't like it. 

Adrian Warman , the principal cybersecurity consultant at the UK Ministry of Justice , adds: "Be really clear about stages in the meeting, discussion points, and conclusions. Recap often. If you're in a voice-only call, or worse, some are voice-only, others are video, it's really easy to get lost."

McGreevy sums it up: "Just pay attention. No eating a four-course meal, taking a phone call, texting, typing the whole time, watching videos, driving, turning your camera on and off 40 times ("be right back!"), etc. I see this stuff all the time and it's so distracting. Just. Pay. Attention."

Appearance is everything

Lighting's important. With bad lighting, you're going to look bad. If you're in a room with a window, aka natural light, face the window. No window? Find a light to put in front of you. Never sit with your back to a window. Cinematographers can do great things with backlighting. You can't. You also don't want to sit under a bright light. You'll get shadows under your eyes, which will make you look tired, older. It's not a good look.  

Make sure your background looks decent. You may like your kid's drawings on the fridge. Your co-workers? Not so much. You can even set up a  dedicated video area with a green screen and all the trimmings. But many video-conferencing programs, such as Zoom , enable you to set up a virtual background , so your messy room is replaced by a much image of you on the International Space Station. 

Look up, not down. If you look down at your camera, which is very common with smartphones, your audience will get a great look up your nose. And, oh, by the way, have you trimmed your nose hairs lately?

Dogs, cats, and children should not be seen nor heard. That said, as Wagner reminisced: "When high-level SVP at a multi-billion-dollar vendor says that her two-year-old daughter was going to bed and insisted she had to say goodnight to me. So, I said goodnight to her. I don't care how much of a tough investigative reporter you are -- when the two-year-old girl wants you to say goodnight, you say goodnight." 

Finally, Stephen Walli , Microsoft's  principal program manager, reminds us that many of these foul-ups can be seen in all their glory in the classic " A Conference Call in Real Life" video . Watch. Laugh. Cringe. Learn. 

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Published June 08, 2021

An essential guide to video conferencing with customers.

What is Video Conferencing and why has it been deemed essential in times like these? Read on to get some healthy advice on remote meetings with your customers.

Here we are surviving the COVID times and working from home. Interestingly, the year 2020 has been officially tagged as the ‘ work from home ’ year. These difficult times have foisted millions of people into their firsts of working from home experience. While that has driven tons of  customer success  professionals, who were once used to see their clients live have taken to the virtual CS, there is still a lot left unexplored. This blog today will walk you through some of the best ways to learn the subtle art and etiquette of video conferencing or ‘vidiquette’ with your customers. Let us get started.

Table of Contents

What is a video conference call.

• What should and shouldn’t you do at a Video Conference? 1. Use the same Courtesy as were in an in-person meeting 2. Set your Settings 3. Lead with Empathy here 4. Rule of Mute and Unmute 5. Crisp, Clear, and Concise 6. Victory needs Preparation

Video Conferencing is an online meeting that ropes in video feeds from a visual conferencing system with a screen sharing solution that enables group collaborations or meetings. Now that the whole world is working remotely, every business has found its solace with video conferencing – being both seamless and efficient.

What should and shouldn’t you do at a Video Conference?

Though, there are not any severe dos and don’ts, there still are a few etiquettes that when followed make a meeting run smooth and connect with your customers with optimal convenience. Some of these include: 

Use the same Courtesy as were in an in-person meeting

Just because your customers are not in the same room in person that does not mean that you can spare the courtesy right away. This includes paying equal attention to each attendee and  actively listening  to what they have got to contribute. If you are the host, it is equally important to be resilient and carry the same courtesy. Sometimes, it is the etiquette and body language that can make or break a deal.

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Set your settings.

Although nothing is simpler than placing a video conferencing call , it will not hurt you to double-check your settings. It would not look nice if your audio configurations conk out in the middle of an important meeting. Checking your mic and camera configurations beforehand is also advisable. And just in case you happen to have an external monitor with a built-in camera, you can set that according to your system.

Lead with Empathy here

As per  Daphne Lopes , Customer Success Manager, HubSpot,  empathy plays a big role , especially in tough times like these. A lot of customers might be having a hard time, keeping up with the virus and adjusting to remote systems too. It could be possible that their vicinity has internet fluctuations, or perhaps they are new to the world of remote meetings. In such cases, leading the video conferences with a dent of empathy would do your customers a world of good. Moreover, you should also do some research and choose the right communication platform for interacting with your customers the right way. Compassion always reflects. Ask them how they are going with the global situation and see if there is any way, where you can help. Understand the background noises too – some could have kids or a pet, and that should be fine too.

Rule of Mute and Unmute

Once you are done talking or times when you do not have to talk, it is appreciable to mute your mic. Even if you stay really quiet, most of the advanced mics will pick up faint sounds like typing, walking steps, tapping noises, etc. And when you have a large meeting with many customers having unmuted mics, this will all add up eventually. This will disrupt and come in the way of a smooth meeting and don’t let that happen.

Crisp, Clear, and Concise

Let’s face it people are jam-packed and they have other priorities to deal with as well. Keep your video conferencing meetings to the point and exact. Practice the 3 C’s: Crisp, Clear, and Concise. This will help your audience as well as you to keep a tab on the watch and get back to your usual affairs. Having a meeting that does not end and keeps the listeners hanging on the other side is not only unproductive but can be really frustrating too, at times.

Victory needs Preparation

There is nothing worse than attending a video conference without having to do your basics done and dusted. Prepare a meeting agenda well in advance and send it out to the attendees, make it a point to stick to the agenda throughout the meeting. This way, your customers too can come prepared to the conference with their set of ideas, suggestions or queries. This will help both you as a host and your attendees to ace up the  productivity and efficiency  facets but also set the tone right for the meeting.

Parting Thoughts

As they say, the show must go on. Life and business must strive in spite of the tough times. On that note, modern technology has gifted us with several boons that make these spiteful times a little less painful and video conferencing calls are one of them. Now, you can seamlessly attend meetings and meet your beloved ones, all on a virtual note.

You might also like:

• 10 Best Ways to Use Video to Boost Customer Success –  To boost up Customer Success, videos are an effective tool to make that happen. Read on.
• To see how SmartKarrot helps B2B companies streamline and scale customer success, Request a Demo .

Highly accomplished, motivated, and adaptable sales and operations professional with a track record of successful leadership. Known for an empathetic and consultative approach that consistently exceeds growth and revenue goals.

Published June 08, 2021, Updated June 07, 2023

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5 Ways to Use Videoconferencing in Remote Learning

Videoconferencing has become an essential teaching tool, and these strategies will help teachers make the most of it.

This spring, teachers around the world completed a crash course in using videoconferencing as part of their shift to online learning. As more school districts continue online learning into the fall, educators and administrators are realizing that videoconferencing will likely be a part of their teacher toolbox for the foreseeable future.

Here are five ways for teachers to go beyond the standard lecture session and think creatively about how to use videoconferencing technology.

1. Maintain a Two-Way Street

Videoconferencing is a remarkably powerful tool, but it doesn’t suit all situations. There may be times when synchronous communication is not necessary, such as when you simply need to share information or provide directions on how to complete an assignment.

If your message doesn’t require two-way communication, don’t use videoconferencing. Instead, create a recorded presentation that can be shared with students and viewed at their convenience.

Because videoconferencing is designed for two-way communication, be intentional about using it when you are truly seeking synchronous communication, such as during discussions or to answer questions. If you over-rely on or misuse the technology, you risk frustrating students and increasing the potential for burnout and disengagement.

2. Set Up Work for Small Groups

Try to find opportunities for smaller group calls of four to eight students for breakout sessions or projects. Smaller settings encourage more conversation (and less lecturing). They’re also easier to manage and are small enough for everyone to be off mute and exchange ideas without being disruptive. Additionally, these small group sessions often facilitate opportunities for the smaller group to report out to the whole class, which further develops students’ public speaking skills.

This approach also can fuel participation from students who might have reservations about raising their hands in front of the whole class.

3. Create Opportunities for Students to Teach

Improve students’ presentation skills, along with their information retention, by creating opportunities for students to present class content. Studies show that enabling students to teach their peers, whether by just reading a passage or explaining a concept to the group, fuels memory retrieval and facilitates more enduring understanding.

This format also allows teachers to turn the typical student-teacher power dynamic on its head—and helps both teachers and students to build trust in one another. And even when presentations are in person again, many of the communication skills built through remote presentations will be transferable.

4. Connect With Other Classes Across Town—or the World

Find opportunities to connect with other students in nearby communities, other states, or even other countries. You’re already set up for a virtual classroom, so you might as well connect virtually with people your students might not otherwise meet to learn about their unique perspectives. Sharing a lesson or project with another school teaches students about the world’s interconnectivity—while improving interpersonal communication and building cross-cultural understanding.

To do this, you might coordinate a lesson and learn the material together. International connections might also focus on sharing and learning about each other through discussions about culture, history, government, or language. For example, you might ask all the students to share their favorite holiday ritual or tradition; following the exchange, you might ask them to write a compare-and-contrast essay denoting the commonalities and differences they heard.

Factor in time zone differences, especially for global connections, and ensure that the language barrier won’t be insurmountable (either by selecting schools or countries where students speak the language of your students or where the foreign language is taught at your school).

5. Facilitate Deeper Family Involvement

During virtual learning, try to find ways to connect with families even more than you did before the pandemic. Try conducting parent-teacher conferences online to ensure that families understand that their kids’ education is a partnership between students, educators, and families. Deepening the sense of collaboration between teachers and parents can help ease the stress for both while enhancing the learning experience for students.

Teachers might take parent involvement a step further by inviting families to a town hall meeting where they provide an overview of the topics they’ll be covering in the coming year and allow parents to ask questions. This event could take the shape of a virtual back-to-school night, allowing families to have social interactions with each other that previously might have happened during pickup or drop-off times.

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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.

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What Is Video Conferencing? 25 Best Tools (+ Setup and Tips)

Plan better video meetings and video communication with our ultimate guide. Discover top video conferencing tools and find the perfect fit for your team.

With a global client base and remote workforce to tap into, now’s the time to ask: what is video conferencing?

The answer is simple: video conferencing is the best way for modern companies to manage internal communications when traditional office setups are phasing out.

Video conferences are the most efficient and flexible way to collaborate with an evolving team and communicate with clients remotely.

But you don’t need to rely on ad hoc setups or outdated software. From choosing the best software to lighting your workspace like a pro, this guide will help you get set up for video conferencing.

What is video conferencing?

Video conferencing definition.

Video conferencing is a live video-based meeting between two or more people. It uses the Internet to facilitate live, face-to-face interactions and collaboration through audio, video, screen sharing, and chat.

Video conferencing helps coworkers connect remotely for internal meetings, presentations, and webinars .

It can also help you connect with clients from all over the world. You might have heard of popular online meeting software like Zoom, Google Meet, or Livestorm. These tools can be used to facilitate video conferencing in a variety of settings.

What are the common uses and types of video conferencing?

The most common types of video conferencing are:

Internal meetings

Sales calls, product demos, webinars and training, job interviews.

Video conferencing can be used for all internal meetings like daily stand-ups, brainstorming sessions, 1:1s, and all-hands meetings.

For example, if you’re using Livestorm or Zoom, you can schedule recurring meetings, share a slide deck, and create breakout rooms for more focused discussion and collaboration during large company-wide meetings. Similarly, Livestorm is ISO 27001-compliant , ensuring your conversations are private and secure.

Your sales representatives can connect with potential leads anywhere in the world and build personal connections.

Video conferencing facilitates virtual consultations and product walkthroughs.

With Livestorm, you can create one-to-one and many-to-many video meetings for your sales team. You can also convert call recordings into videos for sales and use them for marketing activities.

Let your clients see your product in action before they buy it.

You can set up product demo sessions to show the user interface, feature sets, and multipoint demonstrations.

You can also use Livestorm's collaboration tools for screen sharing, file sharing, and resource sharing to make demos more interactive.

Trainers, facilitators, and experts can host workshops, lectures, or webinars for a global audience.

With Livestorm, you can create virtual classrooms with multiple attendees and add polls to collect insights and assess their understanding.

You can schedule one-on-one or group interviews to assess candidate skills, culture fit, and experience.

Platforms like Livestorm and Zoom integrate with Google Calendar, which is handy for directly inviting candidates by email and blocking time in their calendars. You can also create virtual waiting rooms to hold your next candidate while you finish up the previous interview.

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What are the pros and cons of video conferencing?

While video conferencing is a useful tool for modern communication and collaboration, there are some downsides like screen fatigue, technical hiccups, and privacy concerns. Here's a look at the pros and cons of video conferencing:

Benefits of video conferencing

Most businesses find video conferencing makes communication with all kinds of stakeholders far more flexible. With the right software, you can:

• Connect instantly . No matter where your team or clients are located, you can meet instantly anywhere you have an internet connection.
• Boost sales . You can connect with clients globally and meet more people in a day. You can also use pre-recorded, downloadable product demos to boost conversion on your website.
• Save money . You don’t need expensive meeting rooms or rented office space to meet remotely. Choose video conferencing software that suits your needs, and internal communications will continue just as smoothly.
• Be efficient . You’ll spend less time on admin when you create recurring meetings that sync with your calendar and can send automatic email invites and reminders.
• Make data-driven decisions . Use video conferencing services with reporting tools to understand audience trends and improve your live events.

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Challenges of video conferencing

When using a video conferencing platform for your business, you might be worried about how it could negatively affect internal communications. Here are some potential disadvantages (and how to overcome them):

• Technical difficulties. Avoid technical issues by testing your software ahead of time and opting for a browser-based platform. Using browser-based software means all your attendees need to do is click a link to attend, eliminating time spent downloading apps and creating accounts.
• Your meetings might feel less personal. Encourage everyone to have their cameras on for a start. Of course, some people may keep their cameras off (for privacy reasons), but you can still incorporate a few icebreaker questions and activities to build a sense of connection.
• Meeting attendees might get distracted. When everyone is joining a meeting remotely, you have limited control over their environment. They might be in a busy coffee shop, commuting, or home with the kids. Establish basic video call etiquette from the top (like muting yourself when you’re not talking) and set up meeting checklists to keep things focused.

How does video conferencing work?

Video conferencing connects two or more users via audio and video. Most software in this category features high-definition (HD) video to ensure clear communication and limited technical issues.

All video conferencing technology options support one-to-one calls. Yet many software platforms are better for sharing information with large groups, as 100 or more participants can join a call at one time.

Some platforms are better for broadcasting, meaning a single speaker can share a video message with employees, colleagues, or clients. Others are ideal for interactive calls, as they allow multiple people to speak simultaneously.

Most video calling platforms work with a variety of devices, including desktop computers, laptops, smartphones, and other mobile devices. In addition, some support calling in via a phone number.

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The best video conferencing software at a glance

With the right setup, it’s easy to engage with prospects, customers, and team members in real time. So we’ve dug right into the reviews of the best video conferencing software on the market to help you decide. Here’s what we found:

• Livestorm: Best for all-in-one engaging video conferencing
• Zoom: Best for simple video calling
• Webex: Best for collaborating outside of calls
• Google Meet: Best for a budget
• Microsoft Teams: Best for document collaboration
• GoTo Meeting: Best for a simple, no-frills solution
• ClickMeeting: Best for video calls with large audiences
• Zoho Meeting: Best for enterprise users
• AnyMeeting: Best for video and phone conferencing
• Dialpad Meetings: Best for AI-enhanced productivity
• TeamViewer: Best for remote access
• Vonage Meetings: Best for international video calls
• Sessions: Best for interactive video conferences
• U Meeting: Best for small virtual meetings
• TrueConf: Best for on-premises infrastructure
• RingCentral Video: Best for AI-powered video meetings
• Skype: Best for free video calls
• Slack Huddles: Best for instant team connections
• Amazon Chime: Best for enterprise communications
• Nextiva: Best for VoIP-enabled teams
• 8x8: Best for streaming to large audiences
• Lark: Best for real-time collaboration
• Pumble: Best for video meetings on a small budget
• Whereby: Best for API or SDK integration
• Gather: Best for an immersive virtual environment

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25 best video conferencing platforms for your business

Whether you need video conferencing software for small business or enterprise, here are the best options for your needs. Let's explore features, pros, and cons of the top 25 platforms.

1. Livestorm: Best for all-in-one engaging video conferencing

Livestorm is a video engagement platform that will help you host interactive meetings and drive results. At Livestorm, we believe that meetings should never be dull, so our platform is the only choice if you’re looking for powerful engagement features to motivate attendees.

Why should you use Livestorm?

Livestorm is browser-based, so meetings are super easy to set up and access: all your attendees need to join is the meeting link. It’s an all-in-one platform that can be used for everything from internal meetings to sales calls or live webinars. You can even use Livestorm for your legal video conferencing needs.

If you’re looking for secure video conferencing, this is a strong contender. Plus, Livestorm is the number one choice for engagement because it includes all the following:

• Breakout rooms
• Screen and media sharing
• Q&A and question upvoting
• Hand raising
• Emoji reactions
• Automatic transcription
• Custom branding
• Automated email invitations and reminders
• Detailed reporting for metrics like the number of attendees, replay views, and traffic data
• Integration with useful apps like Visme , Miro, Slack, Google Calendar, and HubSpot

Livestorm is also one of the only video conferencing platforms that offers an unlimited free trial, so you can give it a complete test drive before you hand over your credit card details. Take a look at our pricing page to see all that’s included.

2. Zoom: Best for simple video calling

Zoom is a household name for video calling, setting the precedent for simple-to-use video conferencing software designed for mobile apps. But it has limited customization options when compared to Livestorm.

Why should you use Zoom?

Zoom has become a popular choice for webinars and professional training. Zoom has important features like presentation sharing and breakout rooms for more in-depth discussion. With Zoom, you can customize your plan with add-ons to host events just how you like them. The Business plan includes:

• 300 participants
• 30hr meetings
• Private and group chat during meetings
• Meeting recordings
• End-to-end encryption (E2EE)
• Integrations with Slack, Google Calendar, Shopify, Discord, LinkedIn and Salesforce.

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Are there any drawbacks to Zoom?

Zoom can now be used in your browser, but it was originally built as an app-based product. It works best in-app, especially on smaller devices, but even then, users do report difficulty using the mobile app. Be warned: the free version caps meetings at 40 minutes.

3. Webex: Best for collaborating outside of calls

Webex by Cisco lets you connect remote attendees with people in physical conference rooms that have Cisco video conferencing systems. So you can connect through conference calls and Voice over IP (VOIP) phones. The transcription feature is available in 13 languages so you can host multilingual conversations.

Why should you use Webex?

Webex offers co-browsing, in-platform messaging, and file transfer outside of traditional video calls, making it a combined communication platform for businesses to collaborate online. The Starter plan includes:

• 24hr meetings
• Chat during meetings
• Integrates with all Cisco hardware
• Personalized meeting room layout

Are there any drawbacks to Webex?

Webex is billed as “one app for everything,” but, as a result, the user interface is over-complicated. Unfortunately, some engagement features like polling can only be used in-app, plus you will have to pay extra for encrypted cloud recordings and cloud storage.

4. Google Meet: Best for a budget

Google Meet is a browser-based video conferencing software on computers but requires an app to access from your phone or tablet. As it’s a part of the Google Suite, you can send Google Calendar invites with a Meet link automatically attached.

Why should you use Google Meet?

With a free Google account, you can host 60-minute meetings using Google Meet at no extra cost. If you do decide to go down the paid route, a Google Workspace subscription starts at around $6 and includes:

• 100 participants

Are there any drawbacks to Google Meet?

Although Google account holders will find the free plan pretty accessible, it’s not as well-rounded when it comes to built-in features. You’ll need to pay extra for basic engagement features like polling, Q&A, and hand-raising.

5. Microsoft Teams: Best for document collaboration

Microsoft Teams integrates with Office apps like SharePoint, Word, and Excel, allowing users to collaborate on live documents in a shared workspace. It's available as part of Microsoft 365 business and essentials subscriptions.

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Why should you use Microsoft Teams?

If you’re looking for more ways than just a video call to collaborate remotely with your team, this is a good option. As well as working on shared documents, you can schedule virtual meetings that integrate with your Outlook calendar. The Microsoft Teams Essentials plan includes:

• Chat during (and outside) meetings

Are there any drawbacks to using Microsoft Teams?

Microsoft Teams definitely isn’t the best option if you’re looking for straightforward, slick video conferencing. Its focus on document collaboration makes it a complicated beast that many users find difficult to navigate and prone to outages.

6. GoTo Meeting: Best for a simple, no-frills solution

GoTo Meeting is an online meeting platform that supports browser-based video conference calls. It offers video conferencing for small business and large companies alike, yet the platform provides enterprise-level security for all users.

Why should you use GoTo Meeting?

It's a simple, no-frills conferencing platform that's easy for anyone to use without an app download. Yet it's also part of the GoTo suite, which includes GoTo Webinar for virtual events, GoTo Training for virtual training, and GoTo Connect for unified communications.

If you purchase GoTo Meeting individually, the Professional plan includes:

• 150 participants
• Unlimited meetings
• No meeting time limits

Are there any drawbacks to using GoTo Meeting?

If your needs go beyond basic video conferencing, you'd have to pay an extra monthly fee to add on GoTo Webinar or toll-free calling. In addition, all GoTo Meeting plans also include basic engagement tools like screen sharing and hand raising. But you'd need to upgrade to access advanced options like drawing tools, note-taking, transcriptions, and cloud recordings.

7. ClickMeeting: Best for video calls with large audiences

ClickMeeting is a video calling and conferencing platform that works for one-on-one conversations or events with 1,000+ participants. It's designed for use cases ranging from product demos and business meetings to training sessions and online courses.

Why should you use ClickMeeting?

This platform supports interactive calls with up to 40 people who can speak, listen, and brainstorm together. With ClickMeeting, you also get access to presentation tools like whiteboards, screen sharing, and chat tools. You can schedule meetings in advance or connect instantly.

The Live plan includes:

• Up to 1,000 attendees
• 6 hours of recording storage
• 1 GB of file storage
• Private chat and chat moderation

Are there any drawbacks to using ClickMeeting?

All plans support up to 1,000 attendees. But if you need to host over 1,000 participants, you'd need to upgrade to an enterprise plan. ClickMeeting can also get expensive if you need to host simultaneous video conferences, as the platform requires a paid add-on for parallel events.

8. Zoho Meeting: Best for enterprise users

Zoho Meeting is an online meeting software platform with interactive tools, industrial-standard security, and capacity for up to 5,000 attendees. Participants can join via the desktop or mobile app or call in via a local number. Hosts can record and download meetings to share offline.

Why should you use Zoho Meeting?

As a complete video conferencing solution, Zoho Meeting works for both calls and webinars. Unlike many other platforms, however, this one doesn't charge an extra monthly fee for webinar capabilities. It also has a full range of interactive tools, including chat, reactions, whiteboards, annotations, polls, and screen and file sharing.

The Standard Meeting plan includes:

• Unlimited meetings and webinars
• 24hr time limit per event
• Cloud recording storage for up to 10 meetings per host

Are there any drawbacks to using Zoho Meeting?

Zoho Meeting is best for live events for large groups. If you need to record meetings frequently or if you want to host a lot of face-to-face meetings for small groups, it's less ideal. You'd have to pay an extra annual fee for more recording space or for meeting rooms.

9. AnyMeeting: Best for video and phone conferencing

AnyMeeting is a video conferencing platform designed for both small businesses and large teams. Since it integrates with Google Workspace, Slack, and Microsoft Teams, it lets you start or join meetings from the tools you already use.

Why should you use AnyMeeting?

AnyMeeting supports GDPR and HIPAA compliance, which set the stage for secure meetings and more peace of mind. This platform also has interactive tools and productivity features like:

• Real-time screen annotation
• Unlimited meeting storage
• Automated meeting note distribution
• Meeting transcripts with action items

Are there any drawbacks to using AnyMeeting?

AnyMeeting doesn't publish pricing publicly. To get a custom quote for your organization, you'd need to contact the sales team.

This meeting platform also requires a desktop or mobile app download. That means it may be less ideal for external meetings.

10. Dialpad Meetings: Best for AI-enhanced productivity

Dialpad Meetings is an AI-powered collaboration platform for one-on-one video meetings and large video conference calls. Meeting hosts and attendees can save time with the platform's AI meeting transcriptions and prioritize next steps with AI action items.

Why should you use Dialpad Meetings?

This platform works as a video conferencing solution and as a screen sharing app, so it's helpful for communicating in the style that works best for your team. For small or bootstrapped teams, Dialpad Meetings has a free plan that allows 45-minute meetings with up to 10 participants.

Business plans include:

• 5hr meeting limit
• Unlimited audio and video recordings

Are there any drawbacks to using Dialpad Meetings?

While the Dialpad Meetings free plan is relatively generous, it doesn't include any of the AI tools that make this platform unique. You'd have to upgrade to a paid plan to access automated summaries, transcriptions, and action items. You'd also have to upgrade if you want to add on other elements of the Dialpad ecosystem, such as AI-powered sales or customer service tools.

11. TeamViewer Meeting: Best for remote access

TeamViewer Meeting is a video conferencing platform with remote access capabilities. It's part of the TeamViewer suite, a remote access and support software application for IT, sales, and customer service professionals.

Why should you use TeamViewer Meeting?

TeamViewer supports HD video calls and has built-in collaborative features like 4K screen sharing and shared screen recordings. It offers end-to-end encryption and password protection.

The TeamViewer Meeting 50 plan includes:

• 50 participants
• 1 organizer
• Apps for desktop and mobile

Mid- and top-tier plans also include remote control access, which allows meeting participants to control the screen during screen sharing.

Are there any drawbacks to using TeamViewer Meeting?

This video calling tool is available as part of the TeamViewer suite. Organizations that aren't using or considering TeamViewer will find better options elsewhere on this list.

12. Vonage Meetings: Best for international video calls

Vonage Meetings is the video conferencing component of the Vonage Business Communication suite. It's available via desktop or mobile app and includes dial-in numbers for up to 60 countries, making it a good choice for international teams.

Why should you use Vonage Meetings?

With Vonage Meetings, you can engage attendees with emoji reactions, roundtables, and screen sharing. You can also collaborate with whiteboards and chat while monitoring active and inactive participants. You can schedule meetings in advance or start them instantly from Vonage team messaging tools.

The mid-tier Premium plan includes:

• 200 participants
• Recordings to share asynchronous meetings

Are there any drawbacks to using Vonage Meetings?

Vonage Meetings is part of the Vonage Business Communication suite, and it's available with mid- and top-tier plans only. If you don't need a complete business communication solution with SMS, VoIP, and call recording, you'll find better options elsewhere on this list.

13. Sessions: Best for interactive video conferences

Sessions is a virtual meeting platform with AI-powered tools for more efficient collaboration. It works for live calls and conferences, and it also supports interactive workshops with breakout rooms. Sessions can also help you keep meetings on track with agendas.

Why should you use Sessions?

When you want to host engaging, interactive video calls, Sessions has plenty of tools. Meeting hosts can show websites, whiteboards, slides, videos, and more. During calls, you can engage with attendees via interactive polls and live chat. Afterward, you can share AI-powered meeting transcripts.

Sessions has a free plan that allows up to 25 participants per call. The (paid) Solo plan includes:

• 4hr sessions
• 20 hours of cloud recording per month

Note that you'd have to upgrade to the mid-tier Starter plan to access team features and workspaces.

Are there any drawbacks to using Sessions?

Sessions is relatively affordable for single users, but it can get expensive for teams. To access any team features and workspaces, you'd have to upgrade to the mid-tier Starter plan. Since Sessions charges per user, large teams may end up overspending.

14. U Meeting: Best for small virtual meetings

U Meeting is a video conferencing and distance learning platform that allows up to a dozen simultaneous video feeds. It supports invitation-only meetings, password-protected video calls, and scheduled meetings for teams. U Meeting offers access via mobile or desktop app or via browser.

Why should you use U Meeting?

With U Meeting, you can host virtual meetings, team training, or customer onboarding sessions for up to 200 participants. To engage attendees, hosts can use a wide range of interactive tools, including:

• Breakout sessions
• Virtual whiteboards
• Screen and audio sharing
• Annotation and laser pointer tools
• Roll call tools to take attendance

Are there any drawbacks to using U Meeting?

U Meeting doesn't publish pricing publicly. To get a quote, you'd have to contact sales. In addition, U Meeting is less ideal for large video calls. If you need the ability to host more than 200 attendees, another option on this list would be a better choice.

15. TrueConf: Best for on-premises infrastructure

TrueConf is a video conferencing and corporate messaging platform. It's designed for enterprise users who need a secure, scalable solution with on-premises server infrastructure rather than a cloud-based option.

Why should you use TrueConf?

As a unified communications platform, TrueConf offers video conferencing for larger groups, video calls between two users, and team messaging with file sharing and data storage. The TrueConf Server plan includes:

• Video conferencing for up to 1,500 participants
• One-to-one video calls in 4K Ultra HD
• Team messaging with personal and group chats
• Collaboration tools like polls and reactions

Are there any drawbacks to using TrueConf?

TrueConf has a free plan, but it's relatively limited. On the free plan, video conferences can include 10 participants only. To host up to 1500 participants, you'd need to contact the TrueConf sales team to get a quote for a paid plan.

16. RingCentral Video: Best for AI-powered video meetings

As an AI-powered platform for video meetings and conferencing, RingCentral Video is designed for teams to work together efficiently. Since it offers a browser-based experience (i.e., no app download necessary), it works for both internal and external connections.

Why should you use RingCentral Video?

The platform's AI-powered tools transcribe calls, produce meeting summaries, and generate video highlights to help you make better use of work time. RingCentral Video also has tools like whiteboards, breakout rooms, and huddles for more efficient work.

The Core plan includes:

• 100 video meeting participants
• 1,000 audio meeting participants
• Unlimited video call recording with one year of retention

Are there any drawbacks to using RingCentral Video?

If you want to use RingCentral Video for more than just video meetings, you'd need to purchase one or more add-ons. For example, you'd need RingCentral Rooms for dedicated meeting rooms, RingCentral Webinars for virtual presentations, and RingCentral Events for virtual or hybrid events. Each one requires an additional fee.

17. Skype: Best for free video calls

Skype is a video calling platform that supports video conference calls and video group chats. As a browser-based tool, it doesn't require a download. But frequent users can opt to use the Skype desktop or mobile app instead.

Why should you use Skype?

With Skype, you can connect one-on-one or invite dozens of colleagues or employees. All plans include call recording, screen sharing, and background blurring.

Skype video conferencing is completely free to use and allows:

Are there any drawbacks to using Skype?

As one of the simplest video conferencing options on this list, Skype is missing some interactive and AI-powered features. If you need collaborative tools like whiteboards and polls or AI tools like transcription and summaries, you'd be better off with another tool.

18. Slack Huddles: Best for instant team connections

Slack Huddles is a virtual space where teams can start audio or video calls and host brainstorming meetings directly in Slack. If your team already uses Slack for internal messaging, Huddles lets you chat face-to-face with a single colleague or with a larger group.

Why should you use Slack Huddles?

With Huddles, you can start video meetings instantly and use Slack's built-in collaborative tools. The app includes:

• Screen sharing
• File sharing

Slack automatically saves any files and messages you share during a Huddle so you can keep working on them together.

Are there any drawbacks to using Slack Huddles?

If you need to set up a video call with more than 50 people or a video conference with people outside of your organization, Slack Huddles isn't the best option. The free plan allows only two participants per call, and paid plans limit Huddles to 50 people.

19. Amazon Chime: Best for enterprise communications

Amazon Chime is a unified communication platform where your team can host video meetings, chat with colleagues, and make business calls. It's designed for enterprise communication and has 200+ dial-in numbers for attendees located around the world.

Why should you use Amazon Chime?

When you host HD video meetings with Amazon Chime, you can collaborate via screen sharing and meeting chat. Since the app calls attendees when meetings are ready to start, Amazon Chime can help your team avoid unnecessary waiting time.

Unlike most video conferencing platforms, Amazon Chime charges by usage rather than by user. As a result, anyone can use free tools on the Basic plan and paid features on the Pro plan—and only pay when they actually use Pro features.

Are there any drawbacks to using Amazon Chime?

Because Amazon Chime uses a pay-per-use pricing model, costs can fluctuate from month to month. If you need to budget for a consistent monthly subscription fee, choose a platform with a pay-per-user model instead.

20. Nextiva: Best for VoIP-enabled teams

With Nextiva, you can collaborate with colleagues, employees, and customers using video conferencing and chat over VoIP. Nextiva has desktop and mobile apps for your team, and attendees outside your organization can join via web browser or by dialing in.

Why should you use Nextiva?

As a business communication platform, Nextiva has much more than just video conferencing. It also has voice calling, internet fax capabilities, and virtual collaboration tools like screen sharing.

Nextiva's Professional plan includes:

• 40 participants for conference calls
• Unlimited video conference calls

Note that you'd need to upgrade to the Enterprise plan to invite unlimited participants and access video conference recordings. However, Nextiva does give you the option to livestream town hall meetings via YouTube to reach a wider audience.

Are there any drawbacks to using Nextiva?

Nextiva has collaboration tools like screen and file sharing. But if you want interactive tools like polls, roll call, and whiteboards, you'd be better off choosing a different web conferencing solution.

21. 8x8: Best for streaming to large audiences

As an HD video and audio conferencing platform, 8x8 works for small and large businesses alike. It offers dial-in numbers for 50+ countries and makes meetings secure with features like end-to-end encryption, meeting locks, and participant permissions.

Why should you use 8x8?

When you host video conferences with 8x8, you can also stream to a larger audience via YouTube Live. Afterward, you can use the platform's AI-powered insights to review summaries, check engagement, and listen to call recordings.

The X2 plan supports:

• 500 active participants per meeting
• YouTube livestreaming for larger audiences

Are there any drawbacks to using 8x8?

Because 8x8 is a contact center and communication platform, it's best for organizations that need a unified solution for internal connections and customer engagement. If you need a corporate video calling solution only, another option on this list would be better.

22. Lark: Best for real-time collaboration

Lark is a productivity app where your team can host interactive video meetings and work together in real time. It supports everything from one-on-one video calls to video conferences with hundreds of attendees and dozens of breakout rooms.

Why should you use Lark?

When you want to work with colleagues or clients in real time, Lark has the tools you need. During video conferences, you can work together on live documents and view real-time translations. You can also catch up with colleagues who couldn't attend via Lark's automated meeting transcriptions.

Lark's Pro plan includes:

• 500 meeting participants
• 1TB cloud storage

Are there any drawbacks to using Lark?

If you need to use Lark for all-hands meetings or enterprise-level corporate communications, it could get expensive quickly. All plans include Lark Webinar, but it only supports 100 participants. To include more, you'd have to pay per attendee.

23. Pumble: Best for video meetings on a small budget

Pumble is a team collaboration app that supports video conferencing, voice calls, and messaging. With Pumble's video messaging tool, you can also record and send asynchronous communication to colleagues.

Why should you use Pumble?

Pumble's free plan is relatively generous and includes unlimited users, one-on-one video meetings, and video messages. To meet with a larger team, however, you'd need to upgrade to a paid plan. Pumble's Pro plan includes:

• 25 participants
• 10GB file storage per seat
• Unlimited video messages

Are there any drawbacks to using Pumble?

Even Pumble's top-tier Enterprise plan limits video conferences to 50 members. If you need an enterprise solution for all-hands meetings with more than 50 attendees, you'd be better off with a different platform.

24. Whereby: Best for API and SDK integration

Using the Whereby API and SDK, you can embed video calls into the communication platforms your organization already uses. You can also use Whereby's standalone meeting tool to connect one-on-one or host video conferences with teams, colleagues, and clients.

Why should you use Whereby?

With the Whereby API, you can use a pre-built user interface or customize it to fit your organization's needs and style. You can also set up breakout rooms to meet with smaller groups and record calls to reference later. The Build plan for Whereby Embedded includes:

• 2,000 participant minutes per month
• Extra minutes available as an add-on
• Recording and live streaming at a per-minute rate

With Whereby Meetings, you can create custom rooms, collaborate with whiteboards, and interact with emoji reactions. This tool also includes breakouts for running smaller workshops and events. The Pro plan for Whereby Meetings includes:

• 100 attendees
• 3 meeting rooms

Are there any drawbacks to using Whereby?

If you need video conferencing for enterprise, Whereby isn't the best option. Its meeting tool allows up to 200 attendees per meeting, and its API plans include 2,000 participant minutes per month. For frequent large video calls, you'd be better off with another tool.

25. Gather: Best for an immersive virtual environment

With Gather, you can create a virtual headquarters for your organization, complete with avatars and an interactive setting. Team members can start daily huddles in the moment, plan video conferences in advance, and chat throughout the workday.

Why should you use Gather?

Gather lets you share your screen over a quick video call with colleagues and run multi-day virtual conferences with hundreds of attendees. Free plans support up to 10 users, while paid plans include:

• Unlimited video chat
• Multi-day events

Are there any drawbacks to using Gather?

One of the biggest perks of Gather is its customizable environments and immersive settings. If your team doesn't need a virtual workspace to host video calls or plan video conferences, another option on this list would be a better fit.

What are the key features of video conferencing software?

Ever sat through an online event where technology fails, and things fall apart? It’s the worst-case scenario, but it can be avoided. When it comes to achieving the best video conferencing setup, the software you choose will have a big impact.

Before you commit to a subscription, make sure your video conferencing platform has the following features:

• Breakout rooms for focused discussion and collaboration
• Google Calendar and email integration
• Browser-based access
• Recurring events
• Automatic email invites and reminders for attendees
• Automatic recording
• Engagement features like chat boxes, Q&A, emoji reactions, and polling
• Capacity to host enough attendees (depending on the size of your audience)
• Compatibility with a range of devices
• Dial-in by phone (in case of poor connection)
• Strong security features (we've listed the most secure video conferencing platforms for you)

Best hardware for video conferencing setup

You’re hosting your first virtual meeting, and everything is going great - but is that really what you look like from that angle? Most laptops come with built-in hardware for video calls, like video conferencing cameras . But let’s face it; they can be pretty mediocre.

From poor camera quality to crackling audio, your built-in features could hold you back. For a more professional (and flattering) video conferencing setup, you’ll want to pick out your hardware yourself.

Let’s look at the key considerations for your video conferencing setup:

• Sound clarity
• High-quality video
• Bright lighting

1. Sound clarity

Crisp sound quality is a must when hosting professional meetings: you don’t want to miss anything your clients say. A strong pair of headphones with a built-in microphone will ensure you can be heard clearly, too.

Try these top picks:

• Apple Airpods. With exceptional sound quality and portable design, Airpods are a must for busy professionals who want discreet headphones to use on the go.
• Jabra Evolve2 40 . Designed for comfort with built-in noise isolation, this Jabra headset is ideal for those who expect to be in and out of calls all day.

Do you need a microphone? Not with a good pair of headphones, but it does depend on how you expect to use video conferencing for your business.

If you’re attending regular work meetings online, a microphone is an extra expense that might get in the way of having natural conversations. However, some hosts do like to use a microphone for webinars, and you’ll definitely want one if you’re going to use video conferencing software for interviewing guests for a podcast. If that sounds like you, Blue Yeti is a versatile and inexpensive mic that’s worth looking into.

Pro tip : Try free noise-canceling software like Krisp if you expect to host meetings in noisy locations. Krisp uses artificial intelligence to reduce distracting sounds like traffic, pets, keyboard strokes, and echoes.

2. High-quality video

Ditch poor camera quality and unattractive angles, and never look back, because you’re about to get a proper webcam. Even if you do have a laptop with a camera, there’s no reason why you should be hunched over it while trying to impress important stakeholders. Choosing a new webcam is going to give your video calls a total upgrade.

Try one of these top video conferencing cameras :

• Logitech Brio 4K. You’ll be in good hands with most Logitech cameras, but we’re especially fond of the Brio 4K, which includes facial recognition technology for extra security.
• Razer Kiyo. A powerful little camera with a built-in ring light for extra illumination, the Razer Kiyo is a great solution if your desk faces a wall and you want to skip expensive lighting solutions.

3. Bright lighting

Whether you have an office or work from home, it can be tricky to get the best lighting for video conferencing. Bright, natural lighting works best, but you can’t rely on the weather, and not everyone has the luxury of a desk near a window.

If you need to bring artificial light into your setup, try one of these:

• Cyezcor Video Conference Lighting Kit. This lighting kit is smaller than your average ring light, and clips to your computer screen, so you don’t have to find space for an unwieldy lamp. The ring shape distributes light evenly onto your face for a more flattering appearance.
• Neewer Video Conference Lighting Kit. The Neewer kit opts for a square, LED light with the handy addition of a remote control to help you control the brightness from where you’re sitting. You can even try out its color filters if you’re interested in achieving different camera effects.

Pro Tip: Avoid mixing light sources if you can. Sitting next to a window with a desk lamp switched on isn’t ideal for light clarity as it may cast shadows and interfere with your camera's light adjustment settings.

Tips to set up video conferencing

You’ve chosen your software and got the gear. Now it’s time to curate a professional background and brush up on your virtual meeting etiquette. Follow these video conferencing tips for the perfect virtual meeting setup:

• Find a quiet room. You’ll want somewhere calm and quiet to focus on hosting.
• Fix your background. Paying attention to what can be seen on your camera will make you a more professional and polished host. If you don’t have the best wall color for video conferencing, you could choose a virtual background instead.
• Make a plan. Set an agenda and keep the conversation moving to avoid anyone dozing off. If it’s going to be a long event, be sure to include comfort breaks and audience participation.
• Do a trial run. Always test out your software in the location where you plan to run the event to avoid awkward mishaps and delays on the day.
• Use a strong browser. Most video conferencing software will operate best on Chrome. Check the advice from your software provider if you’re not sure.
• Check your internet connection. For smooth meetings, we recommend 15Mb/s upload and download speeds. Apps like Speedtest can help check your connection ahead of time, but always have a backup plan in case of outages.

7 Steps to Make Your Video Conference a Hit

In this video, we break down how to host a successful virtual event in 7 easy steps. From planning to promotion and following up with your event registrants, you'll learn what steps to take before, during, and after your video conference.

What’s the next step for setting up video conferencing?

If you’re looking for a way to upgrade your communications strategy, this is it. Video conferencing tools are super fast and super flexible and make meetings easy to record and revisit.

If you’re ready to get started, why not try Livestorm? Easy-to-use software and carefully curated surroundings are key to hosting impressive online meetings. But to make the most out of your video conferencing setup, you’ll need a strong video engagement platform with various features to support results-driven, collaborative working.

With the right video engagement platform, you’ll boost your team’s productivity, deliver powerful onboarding sessions, and even reach new audiences.

How can a video engagement platform help?

The best way to address the disadvantages mentioned above is to use a dedicated video engagement platform. With video engagement, it’s not just two people in a video call: it’s about using your video capabilities to their full potential and getting the best out of your team.

What is video engagement?

Video engagement refers to how much your audience pays attention to and interacts with your video conferencing event. It can be measured using metrics like registration signups, chat messages sent, and replay views.

How to make video conferencing more engaging

If your whole team is suffering from meeting fatigue, try using video engagement features to capture their interest:

• Video chat. Chat boxes are a handy place for meeting attendees to post ad hoc questions, interact with each other, and share links, all without interrupting the speaker's flow.
• Polls. You can introduce polls whenever you want to check your understanding or gather feedback during the meeting.
• Q&A. Built-in Q&A functionality will make dealing with audience questions much slicker. Platforms like Livestorm will notify you when a participant asks a question and give other audience members a chance to upvote questions they’re interested in.
• Digital whiteboard. Get creative as you brainstorm with your team in real-time or set mini-tasks for participants to complete on a whiteboard like Miro .
• Multimedia sharing. The ability to easily share a presentation, play a video clip, or pre-recorded audio will make your meetings more dynamic and keep your audience alert.
• Screen sharing. Perfect for problem-solving or training, a good video conferencing platform will allow you to share your screen and demonstrate a workflow on camera.

If you’re using a strong video engagement platform like Livestorm, you’ll have all the tools you need to host interactive meetings and meet your business objectives. With the right software, you’ll keep your team engaged, wow your clients, and get results for your business.

What is a Teleconference, and How to Host One

July 22, 2022 • 1 min. read

7 Best Microphones for Video Conferencing [Detailed Reviews]

August 16, 2022 • 1 min. read

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