Webinar solution that enables live video chat between users/customers and integration with existing CRM solutions.
Zoho ShowTime is a web-conferencing solution that helps you deliver impactful training and webinars. With a robust set of live engagement features and personalization settings, real-time audience interaction is guaranteed.
Are you in search of the best web conferencing software to give a smooth, seamless conferencing experience to your business? Are you wondering how such a tool can help protect your bottom line and increase your ROI? Read on to learn everything you need to know about web conferencing solutions. Additionally, you'll discover how you can collaborate and communicate with employees and clients from around the world. And all that, with just the click of a button. Plus, you'll learn about the role of web conferencing software in corporate training.
Explore the benefits of investing in a web conferencing solution and note the top features before making your decision. When choosing web conferencing software, it is best to thoroughly research the market. Only then can you find the one tool that meets your needs!
Technology has completely changed the way modern businesses and organizations operate. We can now host real-time meetings, manage remote teams, and close business deals. Some industries already conduct interactive conferences with people across the world. All the above are proof of how valuable web conferencing software is. With the right online professional meeting software, you can even sell your products and services through interactive and immersive virtual events.
Today, there are a bunch of web conferencing platforms available that offer different solutions and capabilities. There is a tool that is a perfect fit for you.
Such a tool can be useful if you want to:
Your choice of web conferencing software will largely depend on various factors. For example, the pricing model, licensing, and key features that each tool has to offer. You also need to understand the deployment options for each online meeting solution. Especially if you're looking for a truly seamless experience. In this article, you'll learn what you need to know to choose the best web conferencing software for your needs.
But first...
Web conferencing software equals a set of telecommunication technologies. It allows users to hold live meetings, conferences, webinars, presentations, and trainings through the internet. This can happen regardless of where the meeting participants are located. It uses audio or video technology to produce virtual interactive collaborations and presentations.
Partners, employees, and customers can log in through a computer or a mobile device. Then, they can easily access the online video, file sharing, instant messaging, and screen sharing capabilities of the software. Additionally, web conferencing technology offers real-time point-to-point communication that mimics a real conference setting.
Tools for online meetings and conferences have become a popular choice for businesses recently. Why? Because they are time and money-saving technologies that massively enhance productivity and efficiency. Employees don't have to spend long hours traveling just to attend a meeting. With just a click of a button, teams can quickly brainstorm. Business leaders can also quickly convene critical web meetings on short notice, ensuring that all business functions run optimally.
Web conferencing software is an essential tool for businesses, government organizations, and nonprofit organizations. Teams from different industries can leverage the power of web conferencing tools to collaborate more easily. In addition, they can pitch ideas or hold departmental meetings without the hassles of traditional conferencing.
Businesses can utilize online conferencing tools to increase their efficiencies. At the same time, they can also cut down on costs in ways not possible before. Enterprises and organizations of any size can deploy and use video-based communication as well. Utilizing these collaboration technologies is essential. Organizations can host webinars that can help them grow their brand authority and sell products in a more compelling way. They can leverage the power of web conferencing software to deliver robust and immersive online training resources. They can do this not only for their customers but also for their channels and franchisees.
Teachers can also use interactive web conferencing solutions to deliver eLearning services, including updates, check-ins, and Q&A sessions. They can leverage socializing and personal connections for students and staff. Medical practitioners can also use these tools for consultation and patient review services in already strained environments.
IT departments can still support other departments by using online meeting tools. These can troubleshoot, screen share, and lead product development teams.
Web conferencing allows presenters and participants to hold virtual meetings without the need to travel. With the rising cost of fuel, both domestic and international travel can weigh heavily on a company's budget. Tickets, hotel accommodations, and parking tolls can drain massive resources that could be channeled to other business-critical functions.
Online conferencing software ensures that face-to-face meetings are conducted through the internet at a fraction of the cost. This is particularly essential during strained economic times. For example, when companies are looking for ways to save every penny to sustain their operations. Or in terms of remote working, when employees have to work from different locations.
Web conferencing software enables participants to dial in remotely without having to spend long hours traveling. Your employees can spend more hours working on the things that matter most. This is a huge benefit for businesses.
Today, for businesses to remain competitive, they must develop quality products and services. Then, they need to deliver them to consumers fast without eating too much into the bottom line. Additionally, web conferencing tools ensure that teams can collaborate more easily. Furthermore, organizations can use them to hit targets faster and at half the cost of the traditional office-bound meetings.
Online conferencing software allows team members to easily meet up to discuss important business ideas. Additionally, they can work on collaborative projects through a web conferencing platform. Team leaders can quickly convene impromptu meetings if there is an issue that needs immediate attention.
These online meeting tools also enable easy file sharing and manipulation. This allows any authorized participant to make changes on the go. Real-time file sharing and manipulation ensure that all-important revisions are made without the need for back and forth email communications. Team members can even create virtual rooms to discuss the revisions and ratify them, ensuring that everyone on the team is fully on board with all the changes.
Web conferencing allows everyone to check in quickly from wherever they are, therefore, no time is wasted waiting for people to arrive at the meeting venue. Problems can be solved faster and products for clients can be developed more quickly.
People working from home can still make it to the virtual meeting room and promptly go back to other core business activities—no commuting or unnecessary office costs. Once the online meeting is done, remote teams can get tasks done efficiently. In the end, employees' productivity and well-being are massively improved.
Some web conferencing tools have real-time task management functionalities that help improve the overall productivity of the participants.
Online conferencing tools can be an integral tool for employee training. Organizations can use video conferencing software to deploy employee training, including their extended enterprise. They can offer online training to their partners without hiring an in-person trainer.
Various web conferencing tools have recording and playback capabilities. These functions can be used to record a virtual training for future reference. People who miss the training can also easily dial in and access the training resources.
Companies can leverage the power of web conferencing platforms to improve customer support and relationships. Your support teams can quickly offer seamless, real-time support to your clients.
Web conferencing tools also enable you to keep in touch with your customers regularly. You can reach out to them through highly interactive online presentations. You can easily share product videos, slides, and desktop slides to keep your most valued customers informed. This can improve customers' trust tremendously.
Online meeting software allows organizations to act without geographical limitations. You can manage and run critical business operations without having employees and team members holed up in one location.
Companies are geared toward creating a rich pool of talent from around the globe to increase competitiveness; therefore, they can use web conferencing tools to coordinate the distributed digital workforce. Plus, they can ensure that the entire organization is operating on the same page.
Virtual conference software also enables organizations to host huge web conferences and webinars. More importantly, they help organizations reach vast audiences that are scattered across the globe! This provides a strong competitive advantage for businesses through effective collaboration, improved productivity, and increased innovation.
The type of deployment is crucial depending on your business needs. When an organization is looking for web conferencing software, they must step back and consider their options. Decision-makers have to think about which is most convenient for their privacy and security needs. Web conferencing software holds different deployment options. Each one offers different levels of accessibility, reliability, security, and data privacy.
SaaS-based web conferencing software is shared public cloud offerings that are very popular, mainly due to their low upfront cost, ease of deployment, and simplicity. This software is excellent for organizations looking to hit the ground running with web conferencing. IT teams can quickly subscribe and set up the organization-wide, off-premise web conferencing platform.
Participants are not required to install any apps. Sometimes, participants with the conference link can just join the conference without having to sign up. However, during sensitive conferences, meeting IDs and passwords have to be emailed to attendees. Thus, making them susceptible to hackers.
Most of these SaaS-based web conferencing solutions offer limited customization options. The above may not meet the organization's needs and preferences. Suppose that you have a high number of participants. Then, you'll only need to book extra capacity from the vendors on a one-off basis as required. However, you may be dealing with sensitive data or high-value intellectual property. Then, this option may not be best suited for you since all data goes through public cloud services.
Self-hosted web conferencing software is a deployment option where the software is installed and fully managed on the company's premises. The organization has to buy bulk licenses for the participants and incur massive hardware and IT administration costs. This deployment option is most ideal for big companies with robust IT infrastructure. Companies that have the resources to install, operate, and support the system can benefit the most. It is however very secure since the software operates behind the company's firewall. On-premise web conferencing solutions enable integration with multiple applications.
Self-hosted cloud-based web conferencing software is a unique deployment option. This solution enables organizations to buy a virtual private cloud and customize it to meet their needs. The platform offers greater control of their data and privacy needs. In addition, this happens at a smaller cost than the on-premise self-hosted system. Organizations running a self-hosted cloud-based system can easily scale up or down to match their conferencing needs. This option provides greater quality and security.
Some web conferencing software requires users to download and install a desktop application to be able to use their service. Most legacy web conferencing software has a powerful, enterprise-grade desktop app. This option combines quality HD video and industry-leading interoperability.
Web conferencing desktop apps are more robust and highly scalable. They are suitable for video- and resource-intensive collaborations. Desktop apps may require specific system configurations or newer hardware to run smoothly in case of an update.
Fortunately, most web conferencing software comes with a desktop application version and a web-based version. This is a plus when aiming to deliver a seamless workflow and collaborate through software conferencing.
Mobile applications allow users to access web conferencing software through their mobile devices for a truly versatile workflow. Provided your device can support the app, you can access the web conferencing platform wherever you are. Users can upload resources, track online initiatives, and participate in the web conference on the go. This is an excellent choice for remote teams and on-the-go training.
Industry experience and support have significant importance. Thus, they are decision-making factors that should not be overlooked. However, there are plenty of secrets to vet web conferencing software vendors.
We should first explore who can benefit from such a tool:
Academic institutions can leverage the power of web conferencing software to deliver cutting-edge training. They can offer educational materials and training resources to hundreds of students across the world. Through the web conferencing software designed for academic use, students and teachers can interact seamlessly. Teachers can even record the sessions. Then, they can make them available to students who were not able to attend.
Students can share files with their tutors. They can discuss course materials, grades, and assignments in a way that transcends the classroom setting. Schools can use web conferencing solutions to host training without over-stretching budgets. Plus, they can hold collaborative webinars with other schools. But perhaps one of the coolest things is being able to host experts frequently through these tools. Students can get to meet their role models through video conferences. By avoiding in-person visitations, there is less hassle and logistics, making it easier for all parties.
Web conferencing software allows professionals to work remotely as freelancers and contract workers, from wherever they are on the map. Teams that are spread across the globe can easily collaborate and discuss project ideas through web conferencing software. A distributed workforce can even use productivity trackers to provide measurable milestones and project updates. In this way, they can ensure that projects are completed faster. Plus, product go-to-market times are tremendously reduced.
For instance, even freelancers can benefit from web conferencing tools. They can create face-to-face interactions and collaborations with other freelancers. For example, a freelancer can create virtual meeting rooms to have engaging interactions with clients. Additionally, he can use robust file and screen sharing capabilities to deliver projects and answer any questions.
Web conferencing software for large enterprises is a highly efficient and inexpensive solution. Implementing such a tool can help businesses stay connected with their prospects, clients, and employees.
Companies can use web conferencing software to:
Nonprofit organizations can use web conferencing tools to connect face-to-face with colleagues, board members, supporters, and prospects. Most importantly, they can do so cost-effectively and without the need to travel. Nonprofits can create engaging and compelling webinars to tell their story. By utilizing such a tool, they can reach millions of donors, volunteers, and partners across the globe.
Whenever a nonprofit needs to train its employees and partners, they can do so easily. Mainly because they have the chance to deploy robust online training sessions that are accessible remotely.
State and federal government meetings can be held virtually through web conferencing tools. These tools can help ensure that key administrative procedures do not stall. Even during a crisis, decision-makers can still ensure consistency of service delivery. All they have to do is use a web conferencing tool for regular operations.
State and national leaders can also create webinars to offer any critical information. Hence, giving citizens much-needed peace of mind.
Small businesses need to adopt innovative solutions to stay competitive, cut costs, and deliver market-relevant solutions. Web conferencing solutions for SMBs allow these organizations to hold meetings online. They can host product demos/training and create easy team collaboration sessions. What's more, they can deploy webinars with vast audiences and extensive interactivity. In this way, SMBs can generate more leads and increase conversions without cutting too deep into their bottom line.
This can massively reduce business operational costs, improve employee productivity, and increase business ROI. Additionally, since web conferencing solutions are comprehensive, expandable, and scalable, businesses can gradually grow their reach and operations. Such technology can lead to avoiding expensive infrastructural upgrades.
Open source web conferencing solutions allow users to host virtual meetings and collaborate with colleagues, offering all the above, without paying hefty monthly fees. This open-source software also allows you to modify its source codes. By doing so, you can include features and integrations that are more relevant to your business.
Web conferencing software with free licenses gives users the freedom to modify the software. Plus, they can share it as they wish without seeking consent from the developers. Most of the software solutions with free licenses are also open source. This means that you might be able to use them without having to pay hefty licensing fees.
However, this type of software comes with basic functionalities. Hence, you may have to hire IT professionals to include features and integrations that meet your business and industry needs. Free software licenses require that you share any modifications for others to access it.
Paid licenses for web conferencing software are proprietary licenses that you must pay for. This allows you to restrict users from copying, modifying, or redistributing the software to other parties. Usually, the source code for the software is not freely available. Paid software solutions are usually feature-rich and have more enhanced support solutions, hence the premium cost.
Freemium web conferencing software offers a bunch of awesome functionalities and capabilities for free. However, to unlock a more enhanced experience and top-class features, users must upgrade their subscriptions. The upgrades offer market-specific add-on services that can offer you a competitive edge over users on the freemium model.
A one-time purchased license model is probably the simplest way to sell web conferencing software. It offers a single product and a single set of features at a single price. The one-time payment may be paid annually or just once when buying the software. This will allow you to use it as you wish for a lifetime. Licensing web conferencing software can be a significant cost for small businesses that would rather use a monthly subscription service or a use-basis payment.
Most SaaS web conferencing solutions offer subscription services that are measured as a value of usage metering over time. This is a great solution for small and medium businesses. It helps keep tabs on their expenditures while still having the option to scale their usage over time.
Audio and video quality is of the utmost importance to web conferencing software. The participants need to get quality audio and visual cues from the speakers on time. Likewise, they would do so with face-to-face interactions.
Blurry images or crackly audio would compromise the quality of a virtual event. A good web conferencing tool has embedded software that helps to smooth out images and audio. This is important when working under low bandwidth. It's important to look for a web conferencing solution with auto-mute capabilities and noise cancellation. Auto-adjustment settings for users with low bandwidth are equally beneficial.
Screen sharing allows participants to create interactive live demos. This helps employees demonstrate something by displaying their screen to other participants. The screen sharing capabilities should offer high-quality images and should be easy to toggle on and off.
With the growing need for virtual collaboration, web conferencing software should also have easy-to-use file sharing. Plus, it should offer management capabilities mainly to help participants access critical documents at the touch of a button. This eliminates the need to have a string of frustrating email trains that can lose scope and meaning.
File and screen sharing capabilities must be at the top of your list. Especially if you're looking for a web conferencing solution that can foster collaboration for your organization.
Built-in recording and playback capabilities allow users to track discussions. Then, they can easily review the session according to their notes. The recording and playback features also ensure that absent participants are still able to use playback. Having on-demand recordings helps users follow the conference proceedings at a later time.
Customer-oriented web conferences can also be recorded to be used in the future as sales and marketing assets. For instance, businesses can use recorded product demos and trainings to sell a product to new leads; therefore, they will be saving money and resources.
Some web conferencing tools come with inbuilt AI software. Such technology highlights the most salient points of a meeting. Plus, it collates with crowd-sourced participant feedback, making it easy to generate a comprehensive report once the meeting is adjourned.
When looking for recording capabilities, you need to find a platform that strikes a balance between quality and file size. Thus, you won't have to store huge files that eat up your storage resources.
Having the recording in a flash format offers a superior edge over other file formats. This is mainly because users won't need to install any other software. The participants can access the file remotely through any Mac or Windows browser.
Live presentations through screencasting allow session leaders and speakers to use PowerPoint slides. They can even use Mac's Keynote to give lecture-style presentations. Everyone can see your presentation simultaneously, regardless of their time zone or device.
Business leaders can prepare well-curated presentations before the conference. Later on, they can add the live voice-over during the event.
When looking for web conferencing software with screencasting features, be sure to see what options are provided. This will further determine whether it will meet your needs.
When searching for web conferencing software, we advise that you go for a solution that is easily customizable. For example, you will be able to customize looks, feel, and functionality.
Some web conferencing software allows you to create fully customized templates. Others offer high-end simulations and HD videos that can be easily integrated into the web conference. This helps create compelling webinars. Afterward, you can redistribute these assets by creating a strong company image and recognition. If customizable branding is equally important, you should opt for a solution that has even more capabilities.
Businesses should be critical when looking for web conferencing software. Decision-makers should only invest in those that offer pre-built integrations and can easily connect with other tools, for example, your CMS. Of course, you should be able to quickly integrate it with your CRM system. This will allow customers and partners to easily join a meeting by just clicking on a shared weblink.
Web conferencing software with social media integrations allows customers to quickly get social without getting off the platform. This can massively impact your social outreach and grow your brand authority.
So, before you choose a web conferencing tool, be sure to go for one that supports business-critical integrations. Look for anything that can help you collect, analyze, and provide beneficial analytics to your enterprise. These integrations will give you more visibility to potential customers. Plus, they'll allow you to leverage all marketing channels without compromising the system's functionality!
Whiteboard features allow users to draw, write, and otherwise illustrate their ideas in real time. Interactive whiteboards allow session leaders to easily and quickly take various actions. For example, they can use text boxes, shapes, drawing tools, and erasers to enrich the conference content.
Whiteboards are especially important for webinar-specific platforms. Mostly because they help improve the impression on your attendees and help make note handouts after the webinar. After the session ends, you can download drawings and graphs from the whiteboard as a PNG. Then, you can use the material for future reference and content repurposing.
If whiteboards are an important part of your company's creative process, find a tool that offers interactive whiteboards. This will help to pass them over to other attendees and enhance your collaboration.
The web conferencing software should offer straightforward meeting functionalities like scheduling, initiation, and joining virtual sessions, making it easy for the host and attendees to create and join the conference. Platforms with desktop and mobile apps offer a seamless way to create and join meetings. Some web conferencing software even creates calendar events that can be shared with participants.
Are you going to use the web conferencing tool to reach prospects and customers? Then, it is important to look for a solution that offers simple, one-click joining capabilities. This ensures that participants can easily patch into the conversation without the need for lengthy sign-up processes.
Companies looking for web conferencing solutions must prioritize their needs. Meeting management, attendee management, project management, materials management, and agenda management features are essential. These capabilities can make or break a conference.
For instance, the session leader should be able to easily mute non-participating users. Or, it should be simple to allow or remove members and even block uninvited guests.
Web conferencing software with breakout rooms offers an added advantage. It actually helps different teams to deliberate on issues without disrupting the entire conference.
Almost all web conferencing tools offer chat facilities. Before choosing a web conferencing software, ensure that their chats are customizable. Being able to include the company's brand and allow for directed chats is crucial.
Instant messaging allows real-time, text-only conversations between two or more participants. An attendee can quickly send a message to a co-presenter seeking clarification on some issues. This should be able to happen without disrupting the whole session.
Just like a normal conference, instant messaging is important. It offers a chance to hold a press conference, interview, or Q&A session on the sidelines of the conference. Be sure to go for a tool with interactive and customizable chat features to enrich the conference feel and experience. The above will certainly improve collaboration between parties.
As your business grows and you start serving multiple geographies, the web conferencing software should have seamless multilingual support. This is a go-to solution if you want to serve a global audience. Businesses should be able to engage and connect with customers globally. To do so, they have to deliver a unique Customer Experience without getting stuck by language barriers. Customers, partners, and remote employees can communicate easier and feel more comfortable.
Choose a web conferencing solution with enhanced audience interaction features. For example, see if the software offers email invitations and reminders, document management, and feedback collection. These features improve the attendance of your web conferences and webinars. At the same time, they provide critical insights that businesses can use to develop better products and services.
Web conferencing software can be a source of massive big data and real-time analytics. When looking for the right conferencing platform, be sure to choose one with robust real-time data reporting. This will help you gather important information.
Live meeting statistics reveal actionable insights about the quality of your meeting. Also, they are empowering IT teams to continually work on improving the video meeting experience.
With an easy-to-use analytics dashboard, admins can view a host of statistics. These can include the number of calls made, total minutes spent, and the devices used to access the meetings. With such stats, you can model your next meeting to meet the needs of the participants.
The need for responsive technical support cannot be overemphasized. You want to work with a web conferencing software provider who will hold your hands as you learn the system. You'll also need to work with a team that is quick to get on top of things, this is vital in case of any technical failure.
Before purchasing the system, you should give the company a call. When you do, see if you can talk with a real person. Discuss your concerns with one of their experts that has deep product knowledge. That first call should give you a pretty good idea of what kind of support to expect.
A best-fit web conferencing tool should be compatible with multiple devices and browsers—mostly to allow easy and quick participant access. Participants should be able to easily dial-in from their mobile devices, such as phones and tablets. Additionally, the mobile versions of the web conferencing tools should be as congruent as possible with the desktop versions. They should allow easy access to guest users.
It should also have high interoperability to create a truly dynamic work environment. Interoperability ensures that anyone can join the virtual meeting no matter their device or internet protocols.
Web conferencing software can help businesses deliver white glove customer service with live video calling. The best video calling software can help IT and customer support teams to:
Teachers and trainers can extend the boundaries of their classrooms. By deploying virtual classrooms using immersive and interactive web conferencing software, they can:
What's more:
Businesses in the entertainment industry can increase productivity. They can cut operational cost throughout the creative, production, and distribution phases by:
Financial service businesses can enjoy a unique competitive advantage after the implementation of web conferencing software into their operations. Sales execs can easily meet, connect, and engage their prospects virtually. They can share presentations, videos and spreadsheets to keep customers informed.
Healthcare practitioners can leverage web conferencing software to deliver personalized healthcare experiences to patients.
Legal practitioners can connect with clients and colleagues from anywhere. A best-fit web conferencing solution helps:
Web conferencing solutions can help revolutionize the manufacturing process by:
When looking for a web conferencing tool for your use case, it is imperative that you look for one that is easy to set up. Basically opt for a system that is easy to use but also delivers on all your needs and preferences.
When choosing the best web conferencing software for your business, it is critical that you first identify your needs. The web conferencing needs for a small business are uniquely different from those of a large enterprise. Similarly, government organizations may require different functionalities than those of a non-profit organization.
You, therefore, need to ask several pertinent questions:
The answer to these questions should provide the features and functionalities you should be looking for. To choose the most appropriate solution for your business, keep in mind the following:
Before making your web conferencing tool decision, you should emphasize its ability to connect with third-party applications. You want a web conferencing solution that will easily integrate with Slack, file storage apps, and marketing automation apps. Or, maybe you need more social media tools, payment tunnels, accounting apps, and customer management systems (CMS). Therefore, you must be thorough during your market research.
Integrations allow customers to work quicker and more efficiently without the need to switch between apps. You can save time by avoiding logging off your web conferencing software. For example, you can send a bunch of meeting invitations emails right on the spot. Most software have inbuilt integrations with Google's Gmail or Microsoft's Outlook. This allows you to send multiple emails to webinar or conference attendees at the touch of a button.
To put it into perspective, your web conferencing software should also integrate with your marketing automation platform and CRM system. Your sales team can leverage this to gain deeper insights into your prospects. This ready-to-go integration should be a major deciding factor before purchasing your ideal web conferencing tool. There is no need of buying software that lives on its own data islands.
Are you considering onboarding a new web conferencing tool? Or maybe you're evaluating your current one? Whatever the case, you have to identify the ideal software. If you're thinking of switching to a new, more effective system, be thorough. Sieve through the different options available to get the best video conferencing software for you.
When choosing the ideal web conferencing solution, factors such as User Experience, mobility, ease-of-use, audio and video quality are vital. In-meeting features, support, and cost must always be at the top of your list. Various solutions offer different features and capabilities at different price points. You must be willing to strike a balance between cost and quality with the right service provider. In the end, a bad buy can cost you money and time. Also, it can force you to go back to the drawing board.
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