Best Video Conferencing Software for Small Business in 2024

For small businesses looking to stay connected and competitive in today’s global marketplace, video conferencing software is an essential tool. This type of software allows businesses to conduct meetings, interviews, and training sessions online, without the need for costly travel expenses.

The best video conferencing for small business can also be used to provide customer service and support, or to connect with clients and customers located in other parts of the world. In addition, many video conferencing platforms now offer features such as screen sharing and file sharing, which can further enhance the collaborative potential of this powerful tool.

There are many reasons why you might want to try video conferencing for small business before you subscribe to a plan. For one thing, you can make sure that the app is compatible with your device and meets your business dynamics. For instance, the month-to-month pricing of RingCentral, Zoho Meeting, GoToMeeting or Zoom makes them appealing to cash flow-bound entrepreneurs looking for video conferencing software they can scale should the business picks up–or ditch should sales plummet temporarily.

With a free trial, you can also get a feel of how the app works and how easy it is to use. Plus, you’ll be able to see if the app offers all the features you’re looking for.

Most importantly, a free trial gives you the chance to make sure that the app is right for you before you commit to anything. So if you’re thinking about using a video conferencing app, be sure to take advantage of any free trials that are available.

• RingCentral. RingCentral is a cloud-based video conferencing app that helps businesses stay connected. With RingCentral, businesses can hold HD video meetings with up to 100 participants, share their screens, and record meetings for later playback. RingCentral also offers a mobile app for iOS and Android devices, so businesses can stay connected even when they’re on the go.
• Zoho Meeting. Zoho Meeting allows users to meet and collaborate with others in real time. The app provides a variety of features, including the ability to share files, screen share, and record meetings. Zoho Meeting is available on both mobile and desktop devices, making it easy for users to connect with others regardless of location.
• GoToMeeting . GoToMeeting is a web-based meeting and video conferencing software that allows users to meet online with up to 250 participants. The software provides HD video and audio, screen sharing, and allows users to join meetings from their desktops, mobile devices, or directly from their web browsers. GoToMeeting also offers a number of features specifically designed for businesses, including enterprise-grade security, meeting recording and transcriptions, and integration with leading CRM and productivity platforms.
• GoToWebinar. GoToWebinar is a web conferencing tool that lets users host and attend live events from their computers. It has a number of features that make it well ideal for online meetings, including video and audio streaming, screen sharing, and recording. GoToWebinar also offers a mobile app for iOS and Android devices, allowing users to join meetings on the go.
• Lifesize. Lifesize has a variety of features that allow users to customize their experience, including the ability to create and join conferences, share files, and chat with other participants. Lifesize also offers a number of premium features for users who upgrade to a paid subscription, such as the ability to record meetings and access advanced features like screen sharing and whiteboarding.
• Skype. Skype allows users to make video calls, voice calls, and create group chats. It also offers features such as screen sharing, file sharing, and instant messaging. Skype is available on multiple platforms, including desktop and mobile. It is free to download and use, but there are also premium features that users can purchase. Skype has over 300 million monthly active users and is one of the most popular video conferencing apps available.
• Zoom. Zoom offers HD video and audio quality, making it ideal for business meetings, online classes, and personal catch-ups. Zoom also offers a range of features that make it easy to use, such as sharing screens and co-annotating documents. Equally important, Zoom is highly secure, with end-to-end encryption and a range of security settings that can be customized to suit the needs of any user.

We can categorize video conferencing software into four types based on how it is packaged today: standalone app, integrated collaboration software, on-premise and SaaS.

• Standalone video conferencing software is designed specifically for video conferencing and is not part of a larger package. This type is useful for small businesses looking for an app to conduct video calls alone.
• Collaboration software is a general-purpose package that includes a video conferencing tool as one of its features. Small businesses with remote teams may do well to consider a collaboration space for greater flexibility.
• On-premise video conferencing software is installed on the user’s own computer or server. The user is in charge of the app’s maintenance, upgrades, troubleshooting and other technical requirements.
• SaaS video conferencing software is hosted on the supplier’s servers and accessed via the internet. The vendor manages the app’s maintenance, upgrades and other technical details under a monthly subscription plan paid for by the user.

Today, SaaS or cloud-hosted video conferencing apps are the preferred type for their convenience and flexibility.
Each type of video conferencing software has its own advantages and disadvantages, so it is important to choose the right one for your needs.

• HD quality video. It allows for a clear and sharp image that is essential for effective communication.
• Active talk indicator. It lets users know who is talking at any given time. This is especially important in large meetings where there are multiple people talking.
• Screen sharing. It allows users to share their screens with other participants in the meeting. It is often accompanied by a whiteboard tool, which allows users to draw and write on a shared virtual board. This is a great way to brainstorm ideas or take notes during a meeting.
• Meeting recording. Most video conferencing software these days offer some sort of recording feature, which can be handy in a variety of situations. In most cases, the recordings can be saved in a variety of formats, including MP4, AVI, and WMV. Most software also offers the ability to share recordings with others, either through email or by uploading them to a file sharing service. And for those who need to transcribe recordings, many software programs also offer automatic transcription services.
• Meeting notes. Notes can be taken manually or imported from a text document, and they can be shared with other meeting participants or exported for use in other applications. The meeting notes feature is also searchable, so users can easily find old notes that they may need to refer back to.
• Group and private chat. Video conferencing software typically includes a group chat feature, which allows all participants to see and contribute to a shared conversation. This can be handy for discussing the meeting agenda or sharing relevant links and documents. However, some people prefer to use the private chat feature, which allows them to have one-on-one conversations with other participants. This can be useful for asking questions or clarifying points without interrupting the flow of the meeting.
• Breakout rooms. Some video conferencing software also allows users to create breakout rooms, which are separate spaces for small groups to discuss specific topics. This can be helpful for brainstorming ideas or working on projects together.
• VoIP. Video conferencing software can take the form of a Voice over Internet Protocol app, which allows users to make and receive phone calls using the internet. VoIP calls generally have better sound quality than traditional phone calls, and they can be made from any location with an internet connection. In addition, VoIP calls are often cheaper than traditional phone calls, making them a more cost-effective option for businesses and individuals alike.

In today’s business world, more and more companies are relying on video conferencing software to hold meetings, provide training, and collaborate on projects. There are many benefits to using this type of software, including the following:

• Connect with anyone around the world. The ability to connect with people from around the world saves you travel expenses and reduces your carbon footprint. More importantly, you can communicate at once for urgent messages.
• Save time and travel costs. Video conferencing software can be a huge time-saver, as team members can avoid the need to schedule and travel for in-person meetings.
• Make remote work collaboration efficient. Video conferencing app allows remote team members to stay connected and collaborate in real-time, no matter where they are located.
• Communicate face-to-face, visually. Video conferencing software provides a visual component that can be helpful for presentations or demonstrations. It also gives team members the ability to see each other’s facial expressions and body language, which can improve communication overall.
• Enable live events. Video conferencing app allows people who cannot be physically present at an event to still participate and experience it. Video conferencing software also allows for a greater degree of interactivity than other forms of streaming, such as webinars or pre-recorded events. This interactivity can take the form of live chat features, Q&A sessions, polls and surveys, and more.
• Record meetings easily. Video conferencing software can be used to record meetings so that it can be viewed later or shared with those who were unable to attend. The recorded meetings can be archived for transparency or posterity.

In addition, video conferencing software can be used for both formal and informal meetings, making it a team-bonding tool for businesses of all sizes.

It is estimated that by 2023, over 80% of business interactions will take place virtually. As businesses become more global and internet speeds continue to increase, video conferencing has become the preferred method of communication for many organizations.

• Wider application of AI. AI-powered features such as automatic transcription and translation will make it easier for people to communicate with each other, regardless of language barriers. In addition, AI can be used to generate realistic virtual backgrounds, making it possible to hold meetings in any location.
• Enhanced security. We can expect to see stricter security measures implemented in order to protect confidential information.
• Improved user experience. Video conferencing platforms will also continue to work on providing a more seamless user experience with fewer lags and glitches.
• HD video. Furthermore, the quality of video resolution is expected to increase, with full HD and 4K becoming the new standard.
• More immersive experiences. Gamification features, such as points, badges, and leaderboards, will be improved and used to encourage participation.
• Wider integration. Video conferencing will be integrated with productivity tools such as file sharing, document management, CRM, calendar, and messaging apps. This will provide users with a seamless experience and allow them to access all the tools they need in one place.

As businesses increasingly turn to virtual solutions, video conferencing will play an integral role in facilitating communication and collaboration.

While these issues can be problematic, there are usually workarounds that users can utilize to overcome them.

• Privacy and data security vulnerabilities. Many video conferencing platforms collect data from users, including sensitive information such as contact lists and user interactions. This data could be sold to third parties or used for targeted advertising. In addition, video conferencing software often uses peer-to-peer networking, which can potentially allow hackers to eavesdrop on conversations.
• Downloading an app. Many video conferencing apps require users to download and install the software before they can join a call. This can be a problem if you’re trying to join a call from a work computer that has strict security settings.
• Corporate firewall. Some corporate firewalls block video conferencing software, which can prevent employees from being able to participate in important meetings.
• Mobile issues. One common problem is difficulty joining a conference call via phone. This can be frustrating for participants who are unable to connect or who experience dropped calls.
• Lack of support for older OS or browser. Additionally, some video conferencing software are incompatible with older browsers or operating systems. This can pose a problem to users who are not able to update their equipment or who do not have access to the latest technology.
• Limited internet connectivity. Video conferencing can require a significant amount of internet bandwidth, more so for larger groups. Participants in areas with limited internet may have difficulty joining a call.
• Slow screen sharing. Screen sharing can sometimes lag, making it difficult to follow the conversation. The issue is exacerbated for complex presentations that need frequent conversation exchanges.
• Less personal. Another potential issue is that video conferencing can be less personal than in-person interactions, as people are not able to pick up on nonverbal cues such as body language and facial expressions.

Video conferencing pricing vary widely, but most of them are based on the features and number of users included in the package. In general, the more features and users, the higher the price. Some apps may also offer discounts for annual subscriptions.

Many vendors also provide a freemium edition (free forever), but with limitations such as allowable time and number of participants per meeting.

Consider the starting plans of the following top video conferencing apps for your reference (terms & conditions apply):

• Zoom – $149.99 per user/year (or $12.50/month)
• RingCentral – $19.99 per user/month
• Zoho Meeting – free, $1 per host/month
• GoToMeeting – $12 per organizer/month
• Skype – $2.99 per month

The COVID-19 pandemic has forced many businesses to reevaluate their workplace policies, and one of the most significant changes has been to embrace of remote work. For many employees, working from home has been a game-changer, allowing for a greater degree of flexibility and a better work-life balance.

However, one of the key challenges of remote work is maintaining communication and collaboration among team members. That’s where video conferencing comes in. By allowing employees to see and hear each other in real time, video conferencing makes it possible to replicate the experience of being in the same room, even when team members are spread out across the globe.

In addition, video conferencing platforms offer a variety of features that can facilitate collaboration, such as screen sharing and instant messaging. As more businesses continue to allow employees to work remotely, video conferencing is likely to play an increasingly important role in enabling productive collaboration.