Best Web Conferencing Software

With more employees working from home and more clients spread throughout the world, web conferencing software has become widely popular. These platforms provide an easy way to run online meetings over the internet, where participants need only a device with video and audio capabilities and an internet connection. Besides creating the ability to have face-to-face meetings, the best web conferencing software comes with helpful tools that enable users to have efficient and collaborative sessions with one another. Those tools are also the perfect way to showcase a product to a client or provide seamless, professional customer support.

Web conferencing software features to look for

While the most important features change depending on the company’s needs, some should always be part of the web conferencing software provider’s package.

Collaborative tools

You should be able to run conferences as seamlessly over the internet as in person. For this reason, it’s essential that web conferencing software offers the necessary tools to enable participant collaboration, such as screen and presentation sharing, remote control, and a whiteboard.

Meeting follow-up

Advanced web conferencing software comes with helpful features to allow recording the sessions for later playback. Some web conferencing platforms also come with the ability to record only a meeting’s highlights and create automatic transcripts, saving precious time for everyone attending the web conference.

Security features

Cyber crime is on the rise, and web conferencing platforms are one of the top targets. Consequently, it’s essential to find a provider that has in place all the necessary security measures to safeguard your web conferences.

Third-party software integration

It’s no secret that employees struggle with the number of platforms they use on a daily basis. Finding a solution that integrates with the services already in place is vital to enable users to use the software seamlessly from the get-go. One example of this is the ability to schedule and start meetings with one click from the user’s email or live chat.

How to use web conferencing software

In its essence, web conferencing is just a communications channel that enables people to speak and see each other no matter what the distance is between them. Therefore, the sky’s the limit when it comes to the purposes web conferencing software can be used for.

Typically, organizations use web conferencing software for two main reasons: to enable employees to run meetings with each other regardless of whether they’re working from home or in different hubs, and to speak with customers without leaving the office.

For internal communication, web conferencing software enables colleagues to have meetings just as they would in person. This means that participants can take advantage of web conferencing platforms to make presentations, work together on a file, or have discussions regarding an important topic. For external communication, web conferencing software is the perfect way to demo the company’s services, provide one-on-one training, discuss contract terms, and more.

It’s also important to note that web conferencing software can (and should) be usable from all types of devices. While the most common way to run meetings is through a computer, there’s also the possibility of joining online meetings through a mobile or a conference phone. Especially when dealing with customers, it’s also essential to find web conferencing software that can be used without the need for installation, offering the option to join meetings through a browser instead.

Free vs paid web conferencing software

Most web conferencing software providers offer the use of their services completely for free. Although a bit limited, these free plans still enable users to run meetings over the internet and take advantage of basic features such as screen sharing, live chat, and HD video. Web conferencing software providers usually limit the number of participants and time per session instead. For example, paid plans offer the possibility of having meetings running 24/7, while the free plan restricts them to around half an hour. Moreover, advanced functions such as third-party integrations, the admin dashboard, and meeting recording can only be found in the paid subscriptions.