15 Video Conferencing Tools for Different Needs

Staying connected with your employees and clients without needing to meet face-to-face communication is a significant advantage of video conferencing. Video conferencing tools enable individuals to hold virtual meetings and call through video and audio. It enables businesses of all sizes to build long-term relationships and close deals right from the comfort of their home offices.

With so many options on the global video conferencing market, the real question is not whether your business should adopt video conferencing, but which platform is the best fit for your needs. While traditional video conferencing software facilitates live meetings, there’s a more versatile option worth considering: Zight. It allows you to record personalized video messages, tutorials, and presentations that can be easily shared with a single link. This means your team can engage with the content at their own pace, no matter the time zone.

Are you looking for the best platform for your team? Whether you are using a PC, the web, or a smartphone app, there’s a video conferencing tool for you. We have compiled a review of the best video conferencing software options evaluating what works well and what doesn’t for each platform. Dive in.

Types of Video Conferencing

Video conferencing comes in different forms, each catering to unique needs:

a). Point-to-Point (two-person)

This type involves a one-on-one conversation between two participants in different locations. A perfect example is a video call with a client or a chat with a customer service representative. These interactions fall under point-to-point video conferencing.

b). Multipoint (three or more participants)

Often referred to as “group video conferencing” or “group calls,” this format includes three or more participants located in at least two different places. A perfect example might be a business meeting with some team members in the office while others join remotely, or a webinar where one presenter streams their content to viewers scattered across various locations.

Does your Team Need Video Conferencing in 2024?

Absolutely! Your team needs video conferencing in 2024! The rise of remote and hybrid work models, especially after the COVID-19 pandemic, has transformed how we communicate and collaborate.

Need more convincing? Here are the key reasons why investing in video conferencing tools is essential for your team:

a). Cost Efficiency

In a challenging economic landscape marked by inflation and political uncertainty, managing operational costs is critical. Video conferencing software facilitates remote team management and streamlines communication, allowing meeting participants to connect without incurring travel expenses. While there’s an initial investment in the best video conferencing software, the long-term savings can be significant.

b). Flexible Work Arrangements

In 2024, offering flexible work options is crucial for attracting and retaining top talent. Employees value the ability to work from anywhere, and video conferencing platforms enable them to stay productive and engaged regardless of their location. With video calls and one-on-one conversations accessible via video conferencing apps, remote employees can contribute effectively.

c). Enhanced Features for Effective Communication

Modern video conferencing solutions come packed with advanced features like screen sharing, file sharing, and interactive collaboration tools, making virtual meetings more productive. Features like breakout rooms allow event hosts to manage group discussions effectively. Whether you’re using Microsoft Teams, Google Meet, or other web conferencing software, the emphasis on high-quality video and sound quality ensures that all meeting attendees stay on the same page.

Investing in video conferencing technology is no longer just an option but a necessity for success. If you want to keep your team connected and ensure smooth communication, embracing video conferencing platforms is the way to go! Whether you’re looking for a free version or a paid plan with standout features, there’s a solution that meets your needs in the evolving landscape of remote work.

1. Zight: Best for Asynchronous Communication

While Zight is not a traditional video conferencing tool, it offers a fresh perspective on how teams can communicate effectively. It is a smart alternative solution for teams looking to streamline communication and reduce the need for live video calls. Just think about how convenient it would be to record video messages for replies, tutorials, or presentations that your team can access anytime, from anywhere. We often see this in schools, so why not bring that same flexibility to the workplace? Sounds pretty great, doesn’t it?

With Zight, you can easily record a video message or presentation and share it via a single link that participants access whenever it fits their schedule. This asynchronous setup allows everyone to review content at their own pace sparing everyone from the challenges of syncing schedules across time zones.

When you need to share updates, explain a task, or give feedback, Zight will simplify the process. With its screen recorder and webcam recording capabilities, you can easily capture your thoughts, add a personal touch, and share the recording with your team. Participants can watch the video on their own time and even record their replies, creating a thread of conversation of responses for better documentation and future reference.

That’s not all. Zight goes beyond basic video recording. Need to show something specific? You can easily annotate your recordings, highlight key points, or use GIFs for quick visual explanations. In addition, for those moments when first impressions matter, you can edit your videos, add call-to-action buttons, and incorporate your brand’s logo, ensuring every piece of content reflects your company’s identity.

The pricing for all the capabilities? There is a free plan or you can get an upgrade for just $7.95 a month to use the tool with no limitations.

Clearly, Zight is a compelling alternative to the best video conferencing software especially since it creates a flexible “video conversation.” This video recording functionality means fewer disruptions and smoother workflows, making Zight an excellent addition to any team’s collaboration tools.

2. Zoom: Best for Small Businesses and Consumers

We all have probably heard about Zoom right? Zoom is among the most recognized video conferencing providers, offering features like screen sharing, video recording, and group chat. It’s popular for its user-friendly interface, excellent audio and video quality, and compatibility across various platforms.

This makes this cloud-based tool a go-to for small businesses that need an efficient way to stay connected with both employees and clients. However, the video conference app design leans more toward a corporate feel, and there’s limited flexibility for brand customization. Some of its key features include:

• Screen Sharing: Collaborate seamlessly on projects by sharing your screen with ease.
• Meeting Recording: Record sessions to share with those unable to attend or to use as training material.
• Wide Integrations: Connects with popular tools like Slack, Google Calendar, Shopify, Discord, LinkedIn, and Salesforce, simplifying workflows.
• Zoom Rooms: Host large audiences for virtual conferences or webcasts with ease.
• Mobile Access: Stay connected on the go via the mobile app.
• Enhanced Security: Encrypted meetings, password protection, screen-sharing controls, and waiting rooms help ensure your meetings stay secure.

Pricing:

• Zoom Pro plan- $13.32 per month
• Business plan offers additional capabilities, such as meeting transcripts, company branding, single sign-on, and other enterprise-grade features. Contact sales.

To know more about Zoom and what it can do for your company, here’s a worthy read.

3. Google Meet: Best for Google Workspace Users

Google Meet is a browser-based video conferencing app developed by Google that supports up to 100 participants, mobile access, and various in-app features to enhance your video calls. Designed as a plug-and-play solution, Google Meet is user-friendly and works seamlessly with Google Workspace for added functionality and integrations.

All you need to do is simply click a shared link to join meetings via web browsers or mobile apps available on iOS and Android. You can also record your Google Meet meetings for future reference.

Its deep integration with Google Workspace tools, like Gmail and Google Calendar, makes it especially convenient for users already familiar with Google’s ecosystem, offering features that enhance scheduling and joining meetings with ease.

Additionally, Google Meet’s in-built options, including mobile functionality, make video calls dynamic and accessible from virtually anywhere.

Some of Google Meet’s key features include:

• Live Captioning: Provides live captions in more than 30 languages, making it invaluable for international companies.
• Low Light Mode: Enhances visibility in dimly lit environments for clearer video quality.
• Interactive Features: Video backgrounds, whiteboards, and annotation tools increase engagement during meetings.
• Mobile Accessibility: The mobile app allows you to join or host meetings from anywhere, ensuring you stay connected on the go.
• Seamless Joining: Guests can easily join calls with just a link, as no login is necessary.
• Integration Capabilities: While Google Meet integrates smoothly with Google products, it also works well with Outlook and Apple Calendar.

Although the monthly pricing might seem high, it also gives access to all the products within G-suite. The pricing plans for Google Meet include:

• Business Starter– $6
• Business Standard– $12
• Business Plus– $18
• Enterprise– Contact sales

4. Microsoft Teams: Best for Project Management and Document Collaboration

Microsoft Teams should be your go-to cloud-based video conference platform for seamless communication and collaboration, especially if you’re already in the Microsoft ecosystem. You can look at it as a digital workspace where you can chat with your teammates, hold video meetings, share files, and even integrate your favorite applications all in one place.

With the ability to host meetings for up to 10,000 users, Microsoft Teams is one of the best video conferencing apps for everything from quick catch-ups to larger team discussions. Plus, its strong integration with tools like SharePoint, OneNote, and Office makes it a fantastic choice for teams looking to streamline their workflows and improve productivity.

However, it’s worth noting that the Microsoft Teams video conferencing platform can be a bit tricky to navigate at times, particularly if you’re not familiar with Microsoft products. Still, once you get the hang of it, the benefits are undeniable!

Key Features

• Large Virtual Events: Microsoft Teams can handle up to 1,000 meeting participants in a standard meeting and even accommodate up to 10,000 attendees via broadcast.
• Screen Sharing: Letting you showcase documents and visuals to keep everyone on the same page.
• Built-in Chat: To easily refer back to conversations later because sometimes, you need to jog your memory!
• Channel Organization: Creating specific channels for different teams or topics, helping you focus on what matters most.
• Meeting Controls: As a host, you can mute background noise, choose your presenters, and remove anyone who shouldn’t be there to keep your meeting on track.
• Interactive Features: Use tools like virtual whiteboards to brainstorm and collaborate more engagingly during remote meetings.

Microsoft Teams’ pricing is based on the number of users rather than the features you use, making it more affordable for businesses that don’t need advanced features.

• Free version and a 30-day free trial to get started
• Essentials– $6
• Business Basic– $12.50
• Business Standard– $4

5. Skype: Best for Casual Gatherings

Skype has been a household name for video calling for a long time, especially for staying connected with friends, family, and colleagues thanks to Skype’s user-friendly interface.

What’s more, Skype offers some nifty features that add a touch of professionalism and convenience. You can blur your background to maintain focus during meetings, share your screen to walk others through a presentation, and even record conversations for later reference. Plus, with live subtitles, everyone can follow along, making it accessible for all.

For those needing to scale up their meetings, Skype for Business is an option worth considering. This upgraded version allows for meetings with up to 250 participants, along with extra security features and seamless integration with Office tools.

Key Features

• Host Meetings for Up to 100: Perfect for small teams or family gatherings, keep everyone in the loop without the chaos.
• Screen Sharing: Show your presentation or collaborate on a project in real-time
• Blur Your Background: Keep distractions at bay and ensure your audience stays focused on you.
• Live Subtitles: Real-time subtitles make conversations more accessible and help everyone stay engaged.
• Chat Recording: Capture important discussions so you can review them later or share them with anyone who missed the meeting.

6. Webex Meetings: Best for Enterprise Conferencing

Cisco Webex Meetings has made a name for itself as a top video conferencing platform, known for delivering outstanding video and audio quality. It’s designed for seamless communication, making it ideal for both professional settings and casual team catch-ups.

The video conferencing software has a user-friendly interface that allows participants to join meetings effortlessly, whether through a downloadable app or directly via a web browser. With its robust set of collaborative tools, Webex fosters an engaging virtual environment that boosts teamwork and productivity making it particularly well-suited for enterprise needs.

Key Features

• Exceptional Video and Audio Quality: Enhancing the meeting experience for all participants.
• Interactive Whiteboard: Collaborate in real-time with a dynamic whiteboard that supports drawing, note-taking, and idea sharing.
• Document Collaboration: Allowing for seamless teamwork.
• Real-Time Translation: Enhance communication with this optional feature, perfect for multilingual teams.
• AI Assistant: Automate tasks like turning off your camera when you step away and summarizing missed discussions.
• Integration Capabilities: Connect Webex with other applications to streamline meeting management, including calendar updates and reminders.

Pricing

• Free version
• Business plan– $14.50 per user per month

7. GoToMeeting: Best for Large Businesses

GoToMeeting brings the boardroom to wherever you are, whether you’re dialing in from your living room or syncing up a team scattered across continents. This tool packs a lot for businesses of all sizes especially the one-on-ones or virtual town halls that bring together up to 3,000 participants.

Setting up is as easy as clicking a link and a cloud recording saves every video meeting for you. With live screen sharing, turnkey room equipment for real-life collaboration, and even Siri integration for quick joining, GoToMeeting is like having a conference room in your pocket.

Here are the standout features:

• One-Click Meetings: With seamless calendar integration, scheduling or joining a meeting is just a tap away, whether you use Google or Microsoft calendars.
• Mobile Convenience: No more deskbound meetings; you can join from your smartphone, making GoToMeeting ideal for multitasking pros and team members on the move.
• Collaboration Tools: Team chat, automatic transcription sharing, and cloud storage make post-meeting follow-up easy and organized.
• Top-Notch Security: Features like SAML SSO login ensure that privacy and data protection are a priority.

For teams of any size, GoToMeeting offers flexible plans:

• Professional: $12 per month (up to 150 participants)
• Business: $16 per month (up to 250 participants)
• Enterprise: Custom pricing for up to 3,000 participants

8. RingCentral Video: Best for Voice-Over-IP (VoIP) Solutions

Tailored for small businesses, corporations, and enterprises, RingCentral video conferencing software is popular for its HD video streaming and real-time collaboration capabilities.

Although it is relatively new in the competitive video conferencing landscape, RingCentral is one of the best video conferencing platforms for its strong business communication technologies, particularly its voice-over-IP (VoIP) solutions.

Key Features

• Seamless Integration: Connects effortlessly with external applications like Slack and Google Suite for easier scheduling.
• High-Definition Video Streaming: For an enhanced meeting experience.
• Real-Time File Sharing: To share and collaborate on documents during meetings.
• Unified Communication: Combines video conferencing and VoIP services within a single user-friendly application.
• User-Friendly Interface: Ensures smooth navigation and accessibility for all users.
• Advanced Security Features: Includes encryption and secure access controls to protect sensitive information.
• Meeting Recording: Enables users to record meetings for future reference and review.
• Interactive Collaboration Tools: Offers features like screen sharing and virtual backgrounds to enhance participation.
• A free version
• Paid plan, Pro+– $11.99 if billed annually
• For accounts with 100 or more users, the cost is reduced by $1 per person each month.

9. Dialpad: Best for Artificial Intelligence (AI) Features

Dialpad Meetings, formerly known as UberConference, is a powerful video conferencing tool designed to enhance remote communication for teams of all sizes. With its focus on AI-driven features, Dialpad offers seamless team collaboration and productivity enhancements, making it an ideal choice for businesses.

Users benefit from high-definition video and audio quality, along with easy integration into existing workflows. Whether you’re hosting a small team meeting or a larger conference, Dialpad Meetings is one of the video conferencing options since it provides the tools needed to foster effective communication and collaboration.

Key features

• AI-Powered Tools: Live transcriptions and call summaries to capture meeting recordings and reduce note-taking.
• High-Quality Video and Audio: Ensures clear communication that feels nearly face-to-face.
• Unlimited Collaboration: Share screens, files, and whiteboards for interactive meetings.
• International Dial-In Access: Connect with participants from over 50 countries.
• Time Management: Meeting timer and alerts for speakers to keep discussions on track.
• Integration with Popular Apps: Seamless compatibility with Google Calendar, Salesforce, Slack, HubSpot, and Microsoft 365.
• User-Friendly Interface: Simple setup and management of audio/video settings, participant access, and meeting security.
• Mobile Access: Join or host meetings on the go with the mobile app.

10. Zoho Meeting: Best for Hosting Webinars and Delivering Presentations

Zoho Meetings is a video conferencing solution that combines ease of use, affordability, and essential tools for effective online meetings, webinars, and team collaboration. Designed with simplicity in mind, this browser-based platform requires no downloads, allowing users to join instantly from virtually any device.

Although Zoho Meetings may lack advanced third-party software integrations, its low cost, privacy compliance, and reliable screen sharing make it a solid choice for companies focused on straightforward functionality and value.

Key Features

• Broad Participant Capacity: Hosts up to 100 participants, making it suitable for small to mid-sized teams.
• Screen and Document Sharing: Enables easy sharing of screens and documents for smooth collaboration.
• Session Recording: From any device, including mobile, with storage for 10 recorded sessions.
• GDPR Compliance and Privacy: Certified to Privacy Shield Frameworks; moderators can lock meetings and manage participant controls.
• Audio Options: Join audio via phone dial-in; toll-free numbers are available as an additional service.
• In-Session Chat: Real-time messaging during meetings for enhanced interaction.
• Zoho Suite Integration: Seamless connection with Zoho CRM, Projects, and more for users already in the Zoho ecosystem.

There is a free version and also five pricing levels at $1, $3, $7.50, $19, and $66 per user per month.

11. BigBlueButton: Best for Online Learning

BigBlueButton is a free, open-source platform made for online learning that packs a punch with interactive tools built for virtual classrooms. It is a video conferencing service where educators can seamlessly share their audio, video, slides, or even their entire desktop, bringing students right into the lesson.

Beyond the basics, it adds those thoughtful touches teachers need such as a collaborative whiteboard, breakout rooms, polls, and real-time chat. Though it might take some extra time to set up, the features rival expensive learning platforms without the price tag.

Key Features

• Audio & Video Sharing: Making online classes feel more connected.
• Presentation & Screen Sharing: Helping students follow along with your content.
• Multi-User Whiteboard: Making lessons hands-on.
• Breakout Rooms: Students can dive into projects or discussions in a way that feels like a real classroom.
• Shared Notes: A group note-taking feature for capturing key points as you go.
• Polls for Engagement: To gauge understanding or get feedback on the lesson.
• Live Chat: Students can ask questions or discuss points without interrupting.

12. Amazon Chime: Best for Affordability

Amazon Chime offers a cost-effective video conferencing experience, especially appealing to organizations already on AWS.

Its seamless integration with Amazon’s ecosystem, combined with affordable pricing, makes Chime a strong choice for teams looking to manage meetings without stretching the budget. While the interface could be more refined, Chime covers essential features at a fraction of the cost such as:

• Simple Meeting Entry: One tap or through Alexa voice commands, eliminating the hassle of passcodes.
• Dial-In Options: Automated call-back options make it easy to join from mobile devices.
• Screen Sharing: To present or demo effortlessly
• Organizer Controls: Track attendees and speakers with the visual roster and manage any disruptive noise.
• Multitasking-Friendly: Picture-in-picture mode allows continued participation while using other device functions.
• Recording Capabilities: Record sessions for future reference or review.
• In-Meeting Chat: Communicate directly or with groups, with chatbots available to enhance in-chat functionality.

13. RemotePC Meeting: Best for Integrated Remote Access

RemotePC Meeting combines video conferencing tools with remote access features, making it an ideal solution for teams seeking versatile collaboration.

With quick meeting setup, screen sharing, and easy calendar integration, RemotePC keeps collaboration seamless. Although its advanced features come with a remote access subscription, its balanced toolset makes it worth considering for businesses already invested in RemotePC’s suite.

Key Features

• Instant Meeting Links to create and share meetings for fast, easy access.
• Calendar Integrations: Sync with Google, Outlook, or Yahoo calendars for streamlined scheduling.
• VoIP Support: Connect via VoIP for added security and flexibility in low-bandwidth situations.
• Unlimited Participants: Add as many team members as needed, with no cap on attendees.
• Screen Sharing: Share your screen to enhance presentations or demonstrate ideas.
• Session Recording: Record meetings and save them as video or audio files for later review.
• Collaborative Whiteboard: Brainstorm and illustrate ideas with a digital whiteboard.

14. ClickMeeting: Best for Events and Webinars

ClickMeeting simplifies hosting virtual events, making it ideal for everything from large-scale webinars to smaller team meetings. It’s a browser-based platform, so attendees don’t need to install anything, streamlining the experience and focusing your time on content, not setup.

ClickMeeting’s tools support engaging, interactive webinars, from polls to real-time analytics, all wrapped in a user-friendly interface suited for events of any size.

Key Features

• Breakout Rooms: Split your main event into smaller sessions, each supporting up to 40 participants, ideal for workshops and discussions within larger events.
• Custom Branding: Personalize your conference rooms and webinars to align with your brand, adding a professional touch to your virtual events.
• Edu Mode: Perfect for online courses, Edu Mode limits participants’ visibility to only the presenter, creating a focused learning environment.
• Chat Moderation: Hosts have control over participant comments, with options to remove or block messages, allowing for moderated or open chat environments.
• Presentation Mode: Easily share presentations, whiteboard visuals, and content in formats like PowerPoint, Excel, or Keynote to enhance engagement.

Pricing

• A 30-day free trial.
• The Live package- $32 per month
• AI-powered Automated option- $48 per month.

15. FreeConference: Best Free Software for Small International Meetings

FreeConference is a user-friendly video conferencing tool designed for small teams or meetings with up to five participants. Its standout feature of this video conferencing service is the lack of required downloads, allowing users to join meetings effortlessly through any web browser.

• Up to 100 Participants: Making it versatile for larger discussions.
• Unlimited Meetings: No time restrictions
• HD Video Quality: Enhancing the clarity and professionalism of your meetings.
• Screen Sharing: Making it easier to present information and collaborate on documents.
• Moderator Controls: Provides the meeting host with tools to manage participants and maintain meeting flow effectively.
• Language Options: To cater to a diverse group of participants.
• International Dial-in Numbers: Allows participants from different regions to join calls easily, promoting inclusivity.
• Meeting Recording Option: Useful for those who couldn’t attend.
• Recurring Meetings Setup: Allows you to schedule regular meetings with the same participants, simplifying planning for ongoing discussions.

How to Find the Best Video Conferencing Tools

Choosing the best video conferencing tools can be more complex than it first appears, given the many options available. Here are five essential factors to consider when choosing the best video conferencing software for your business:

• Compatibility: Ensure your choice of a video conferencing platform integrates seamlessly with your current systems. It’s crucial that all team members, including remote team members, can easily access and use the tool.
• Cost: Evaluate the pricing structure of the tool to ensure it fits within your budget. Consider any premium features or paid plans you may need, as well as the availability of a free version to get started.
• Ease of Use: Look for a video conferencing solution with a user-friendly interface that accommodates users with varying levels of tech proficiency. The simpler the navigation, the smoother your online meetings will be.
• Functionality: Confirm if your choice of a video conferencing app includes the necessary features for your organization, such as screen sharing, virtual whiteboards, and breakout rooms for more effective collaboration during video meetings.
• Security: Prioritize tools that offer robust security features to protect your data, including end-to-end encryption, firewalls, and password protection. This is essential for ensuring compliance with legal requirements and safeguarding video communications.

Conclusion

When it comes to choosing the best video conferencing software, you are spoiled for choice since our options cover many different bases. Some are ideal for large meetings, others for small businesses, and some provide flexibility and multi-functionality. There is also a video conferencing app alternative if you are looking for a tool that is better for asynchronous communication– Zight!

Whatever video conferencing platform you choose, ensure it aligns with the needs of your organization. Start by assessing your needs and then go through our options of the best video conferencing platforms above. If unsure, use the free trial periods where possible. Start with Zight?