Types of Meeting Software

There are many different software products in the market that pertains to online conference calling, video conferencing and online meetings in general. However, as previously mentioned, there are two main technologies that can be categorized as a meeting software solution: there’s web conferencing software and video conferencing software.

Web conferencing software

Web conferencing software is designed to facilitate interactive meetings via the internet, including client presentations, customer support sessions, employee training and onboarding, as well as conferences and audio/video meetings. This type of online meeting software allows for screen sharing, file sharing and content sharing and it gives participants the ability to interact with each other through video, audio and live chat options.

Some of the basic features of web conferencing software include real-time chat, audio/video conferencing, screen sharing, presentation streaming, video recording and playback capabilities, host controls and native mobile app support for any mobile device. The host controls feature, in particular, provides hosts total administrative control over key actions during audio and video calls, including the ability to put a participant on mute and setting up conference joining protocols.

The screen and file sharing feature allows users and hosts to share their current screens and/or useful documents to other participants, which may help demonstrate a particular point-of-view on screen, during an important discussion. The mobile app support feature is perhaps one of the most intriguing and modern web conferencing features, as it gives the user the ability to host or participate in web conferences and audio/video meetings while on the go.

Video conferencing software

video conferencing software is another type of online meeting software solution that can be used in different remote locations to host live conferences and meetings. While the solution is called video conferencing software, it is actually capable of transmitting text messages, audio as well as video calls. The main advantage of this type of meeting software solution is that it gives users the ability to communicate and collaborate from any location, anywhere in the world, leaving an organization’s travel budget mostly untouched.

File sharing and other collaboration tools are also standard features in most video conferencing software solutions. Users have the option of a point-to-point system or a multi-point solution. The former is ideal for video meetings with up to two participants, while the latter is suited for conference calling with more than two participants. With video conferencing software solutions, your device has to have a working microphone, speakers/headphones and a web camera. However, with mobile app support, you can just as easily use your mobile device to host or join an online video conference.

An advanced video conferencing solution offers a wide variety of features that may also be found within many top-tier web conferencing systems. One such feature is audio/video recording. Advanced systems have the ability to record audio and video meetings and online conferences. In addition, this type of software also provides real-time screen sharing, content and file sharing, as well as remote desktop control. Other very useful functionalities include cloud-based storage, reliable security encryption and mobile accessibility.

How to Choose Meeting Software

The online meeting software market is undoubtedly very vast and overwhelming, especially when you factor in the wide variety of web communications and collaboration tools that serve the same or similar purpose. There are different web and video conferencing software solutions available for equally different organizational requirements. There are key features that you have to consider, implementation and operational costs, deployment and the type of buyer you are being some of these.

Consider your organization (or the type of buyer you are)

To find the right meeting software that best addresses your specific needs, you have to first consider how you and your company plan to utilize the product once you get it. Keep in mind that there are a few key differences in how organizations, be it small businesses, startups or large companies, use web and video conferencing software.

Some businesses, for example, use conferencing and collaboration tools for internal collaboration purposes among employees, teams and departments. Online meeting software designed for collaborative uses comes with basic features and applications, which often include conference calling, file/screen sharing and audio/video calls.

Take full advantage of the free trial

Before making any important purchase, you have to at least get to know the product, its capabilities and all of its offerings. The best way to do this is to take advantage of the free trial that most vendors and services providers do offer for their products. Using the free trial versions of the online meeting software solutions in your list should allow you to compare each product based on their usability, feature set, scalability, ease-of-use and capabilities to meet your requirements.

The limitations and restrictions of free trial software products may vary between vendors and service providers with some offering complete access to all the features of the online meeting software for a limited time. This usually means you will have complete access to the product for 14, 15 or 30 days. On the other hand, some vendors offer their products for no charge and no time limit. You can use their video conferencing solution any time you want at no cost. The downside with this option is that the free trial version they offer usually has several restrictions and/or limitations in terms of the features you can use, the number of users/participants that can use the software simultaneously, etc.

On-premise vs. cloud-based deployment

Another deciding factor you have to consider is the deployment method. This refers to how the online meeting software is deployed or delivered to the user. There are two basic options when it comes to software deployment: on-premise and cloud-based. On-premise deployment refers to software solutions that are deployed in the organization’s local servers and devices. Premise-based video conferencing solution typically comes with additional hardware installations and usually carries an extra cost for maintenance and updates.

Cloud-based deployment, on the other hand, refers to software that is delivered via the cloud. Also known as software-as-a-service, cloud-based deployment is a popular choice among small businesses, startups, as well as medium-sized companies that have limited resources to effectively manage on-premise communications and collaboration systems. Cloud-based solutions are known for their cost-effectiveness, hence their popularity among SMBs and startups.

Business customers only need to choose the appropriate meeting software subscription plan for their needs. All the maintenance and software upgrades are shouldered by the vendor/service provider.

Benefits of Meeting Software

There are many benefits to using online meeting software with the right features and capabilities that match your business requirements.

Increased collaboration among employees

Web and video conferencing software empowers employees, teams and departments to be more collaborative with other players within an organization. This type of software solution, with its many different features and collaboration tools, is arguably more effective than your basic email and/or phone services, especially when it comes to improving efficiency and productivity among employees and teams. This is a collaboration solution that enables users to work with others, conduct video meetings and conferences without the need to be in the same physical location.

Cost-effective solution

Pandemic or no pandemic, good online meeting software can help cut costs by giving you and your organization the ability to conduct video meetings, conferences and audio/video calls in what is essentially a virtual conference room. This means you can eliminate costs normally associated with travel and accommodations. Additionally, you can host virtual meetings anytime and anywhere, even when other participants are in a different time zone. With a high-definition (HD) video, it would be like having an actual face-to-face meeting.

Reduced employee training costs

On-site training sessions for new hires or newly promoted employees can be costly, mainly due to the training itself, the travel costs and accommodations. Web and video conferencing software cuts training costs down by removing travel and accommodation expenses completely off the table. Online meeting software allows employees to receive their training materials through file sharing and get their instructions via audio/video calls, all without ever leaving their current location. They can complete their training remotely, whether they’re at home, in a different office building or in another country.

Common Features of Meeting Software