Unpredictable economic situations have ushered in a “new normal,” which drastically changed how we do things. From schools and universities to businesses and organizations, individuals and institutions now rely on video conferencing software to stay connected and continue operations.
A few weeks after the World Health Organization (WHO) declared the COVID-19 a pandemic, an estimated 16 million knowledge workers in the United States have switched to a remote work setup. This number has climbed exponentially since more states and countries have urged citizens to stay home. 
As economies start to open up across the globe, many organizations have considered transitioning to this new workplace reality for good. More businesses are replacing rigid 9-5 schedules and traditional office environments with remote work set-ups, including education and training, digital marketing, business administration, management and information technology.
As we adapt to the new wave, finding the best video conferencing software is essential to stay connected. Facilitate better communication within your network with online meeting software that matches your needs. In this article, we’ve discussed the:
• Advantages of investing in webconference service
• Top considerations in choosing the best video conferencing software
• The best web meeting software in 2020
• Potential challenges in video conferencing and ways to address them
Read on and discover the best virtual meeting software for your purpose.
The Role of Video Conferencing in Today’s Changing Economy
Collaboration can be problematic with inefficient communication processes. This challenge can ladder up to bigger issues that affect your daily routine, focus and productivity. Using the right virtual meeting software, you can support flexible work and learning styles without delay or hassle.
Web conferencing software allows businesses to grow and globalize by facilitating effective communication with partners, employees, investors and customers. At the same time, free video conferencing software enables universities and institutions — especially those dealing with staffing shortages, budget limitations and new regulations — to broaden the scope of their subjects and provide students with engaging learning experiences.
Video conferencing presents countless opportunities to stay connected with everyone amidst economic uncertainties. Whether you’re using webconference software for engaging remote employees, holding online classes, collaborating across departments or catching up with your family and friends, this technology serves your purpose.
Choosing the Best Video Conferencing Software in 2020
Web conferencing has emerged as the primary communication platform of the virtual workforce. Today, people are powering up video conferences to replace the social gatherings that are not happening in person because of the coronavirus pandemic.
Do you have the right tools and resources necessary for remote work and learning? Let’s take a look at the different considerations when choosing the best web conference software:
| COST | Most webconference service providers charge based on a per-host basis or depending on the number of participants. On average, paid web meeting software costs between $12 to $55 for each user per month. Free video conferencing software is also available but typically restricts features, such as the number of participants and maximum call length. Take advantage of free trials to ensure the online meeting software you choose meets your needs. |
| SECURITY | Digital platforms are at risk of cybersecurity issues, such as stolen meeting links, meeting bombing, data breaches and malware attacks. Invest in cloud-based video conference software to prevent any potential vulnerabilities. |
| NUMBER OF PARTICIPANTS | Some webconference services allow you to connect with at least 100 participants for free, while others require premium upgrades when connecting large numbers of users. Be sure to determine the number of participants joining your scheduled calls to save money and resources. |
| EASE OF USE | Don’t let the confusing user interface of some video conferencing software hold you back from transitioning to a remote setup. Look for online meeting software that is user-friendly and has a simple user interface (UI) to make it easier for all your employees or students to adapt to your virtual setting. |
| MOBILE EXPERIENCE | Approximately 61.5 percent of the world population utilizes mobile phones for communication, including video conferencing. Before upgrading your plans or committing to webconference software, try it out on all smart devices that your participants use. In doing so, you can ensure everyone in your group has a positive web conference experience. |
| ROOM SYSTEMS | Depending on your needs, you can organize a conference room specifically for video conferencing. Select online meeting platforms that bring HD video and audio into your meeting room and allow seamless content sharing with a tap of a button. |
| SMART MEETINGS | If your goal is to increase productivity, look for web meeting software with integrated artificial intelligence (AI). For instance, some virtual meeting software automatically takes notes and summarizes the minutes of the meeting and assigns action items to participants. These features are designed to keep attendees focused on the discussion instead of scrambling to take notes. |
| APP INTERGRATIONS | Many online meeting platforms allow integrations with multiple applications, such as Google Calendar, Outlook and Microsoft PowerPoint. Consider which apps you typically use during virtual meetings when selecting webconference software to streamline your online discussions. |
| UPTIME | A reliable video conferencing software seldom encounters technical issues, provides HD video and audio conferencing and guarantees uptime reliability. |
| RECORDING | Video recording capabilities are useful for organizations that wish to review the minutes of the meeting or share the presentation with other viewers. Online archives are also helpful when hiring new employees or hosting introductory classes. |
| SCREEN SHARING | This feature offers the best way to illustrate your point to other participants in the call. Screen sharing is useful if you want to show how a specific process is done, share a document that only you have access to and ensure your message is delivered clearly. |
| VIDEO FEEDS | Best-in-class web conference software allows the host to broadcast online meetings or seminars to large groups of passive viewers. |
| CUSTOMER SUPPORT | The last thing you want is to select a webconference service provider that doesn’t respond to your urgent concerns. Be sure to call the customer support beforehand to assess whether the features and package inclusions fit your needs and budget. |
Thrive Picks: 10 Best Video Conferencing Software for Your Purpose
The global video conferencing market has matured over time. Today, numerous online meeting platforms come with quality audio-visual (A/V) communication at an affordable price, making them a viable option for individuals and small and large organizations.
Promote ease of collaboration with the right web conferencing software. Thrive reviewed the top paid and free video conferencing software to help you find the best platform for your objectives. Each virtual meeting software was evaluated and scored based on four key metrics: ease of use, features, affordability and security. We then assigned a corresponding score to each metric between 1-5, 5 being the highest. The sum of the corresponding scores was divided by the total number of metrics, which gave the average rating.
Discover the top 10 online meeting platforms in 2020 and find the right tool that meets your demands:
1. Microsoft Teams
Thrive’s Pick: The Best Online Meeting Platform for a Seamless Move to a Digital Workplace or Virtual Classroom
| Microsoft Teams is a unified collaboration platform developed to help businesses, schools and organizations share and organize files, host meetings and have conversations. This all-in-one web conferencing software is part of the Office 365 suite of applications. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 5 | |
| Affordability | 4.5 | |
| Security | 5 | |
| Total Score | 4.9 | |
PROS: Microsoft Teams is a cloud-based communication software aimed at increasing remote work or learning focus. Beyond an intuitive interface and seamless app integration, this video conferencing software serves as a multi-functional dashboard for collaboration. It allows you to post updates, hold meetings and share files all in one place. You can even invite other participants who do not have a Microsoft Teams account.
CONS: One of the biggest disadvantages of Microsoft Teams is the unnecessary consumption of storage. Since anyone in your group can create a team, this can fill up your storage space quickly. In addition, this webconference software can cater to only 250 participants, with nine video-enabled speakers.
| FEATURES: | PRICING (per user/month): |
| • Instant messaging | • ENTRY LEVEL: FREE |
| • Audio and video calls | • OFFICE 365 BUSINESS ESSENTIALS: $5.00 |
| • Group messaging | • OFFICE 365 BUSINESS PREMIUM: $12.50 |
| • Private chats | • OFFICE 365 E3: $20.00 |
| • Remote control | |
| • Screen sharing | |
| • Recording | |
| • Common space | |
| • Channel categories | |
| • Scheduling capabilities | |
| • Bots gallery | |
| • Multi-device compatibility |
2. Zoom
Thrive’s Pick: The Best Video Conferencing Software for Collaboration
| Zoom is one of the most popular and highly-recommended web conferencing tools that host more than 100 million meeting participants every day. According to a report published by SensorTower, first-time installations of Zoom’s mobile app have increased by 728 percent since March 2020. This number is expected to grow as the company announced that it would remove the 40-minute limit for free accounts at thousands of schools. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 4.75 | |
| Affordability | 4.5 | |
| Security | 5 | |
| Total Score | 4.8 | |
PROS: Zoom has set the bar high for remote collaboration. It is easy to use, supports long video calls and has simple UI and impressive sound and feed. With this webconference software, participants can enjoy exceptional experiences across all systems. It enables desktop and mobile collaboration and supports up to 1,000 interactive video participants and 10,000 view-only partakers. This video conferencing software also boasts security that offers end-to-end, Health Insurance Portability and Accountability Act (HIPAA) compliant encryption.
CONS: Zoom has a 40-minute limit for meetings with three or more participants. As such, you have to be conscious of your run times if you’re hosting a group conference.
| FEATURES: | PRICING (per host/month): |
| • Full-screen view | • ENTRY LEVEL: FREE |
| • HD audio and video | • PRO: $14.99 |
| • Group messaging | • BUSINESS: $19.99 |
| • Private chats | • ENTERPRISE: $19.99 |
| • Zoom reactions | |
| • Admin feature controls | |
| • Simultaneous screen sharing | |
| • Cloud recording transcripts | |
| • Hybrid cloud service | |
| • Up to 25 video feeds | |
| • Chrome and Outlook integrations | |
| • Recording | |
| • Active speaker view | |
| • Assign scheduler | |
| • Cloud recording transcripts | |
| • Virtual background |
3. GoToMeeting
Thrive’s Pick: The Best Web Conference Software for Businesses
| GoToMeeting is packed with features and functionalities that make it the top choice for businesses. It allows participants to perform demos and share reports and private data securely. You can choose between Voice over Internet Protocol (VoIP) or telephone conferencing, or permit the extension of both options. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 4.75 | |
| Affordability | 3.5 | |
| Security | 5 | |
| Total Score | 4.6 | |
PROS: GoToMeeting is an effective platform for various business needs. It permits large meetings of up to 3,000 participants, has a user-friendly interface and allows third-party app integrations. This web conference software also boasts a fast download, speedy meeting setup and industry-standard security measures.
CONS: The maximum number of participants varies depending on your subscription plan. So if you have a large organization, you might be required to invest more. In addition, GoToMeeting allows limited active video feeds. The starter plan is limited to 11 active video-enabled speakers and the other plans allow 25 active video feeds at one time.
| FEATURES: | PRICING (per host/month): |
| • Real-time document sharing | • FREE 14-day trial |
| • Virtual whiteboard | • PRO: $12.00 |
| • Recording | • BUSINESS: $16.00 |
| • Mobile options | • ENTERPRISE: Custom rates |
| • HD video conferencing | |
| • Screen sharing | |
| • Meeting scheduler | |
| • Multinational toll-free numbers | |
| • Multi-device compatibility | |
| • PIN-based entry | |
| • Web-based and iOS support | |
| • Drawing tools | |
| • Smart assistant |
4. Zoho Meeting
Thrive’s Pick: The Best Web Conference Software for Webinars
| Zoho Meeting is a web-based video conferencing software that allows you to host online seminars and conferences with a large audience base. This web meeting software is specifically designed to make your webinars more interactive. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 4.5 | |
| Affordability | 3.5 | |
| Security | 5 | |
| Total Score | 4.5 | |
PROS: Zoho Meeting provides instant results for your live polls and Q&A. Using this online meeting platform, you can easily send invites to attendees, record your webinar and share it on various online channels, interact with participants and download analytics results.
CONS: The downside of using Zoho Meeting as a webinar platform is it does not have translation options for other languages. This may hinder you from conveying your message to other participants who do not speak your language.
| FEATURES: | PRICING (per host/month): |
| • Webinar recording | • FREE 14-day trial |
| • Customizable registration forms | • MEETING: $8.00 |
| • Screen sharing | • WEBINAR (25 attendees): $15.00 |
| • Email notifications | • WEBINAR (50 attendees): $23.00 |
| • Firewall support and security | • WEBINAR (100 attendees): $31.00 |
| • Detailed reports | • WEBINAR (250 attendees): $63.00 |
| • VoIP support | |
| • Desktop plugin | |
| • Cross-platform support |
5. Cisco WebEx Meetings
Thrive’s Pick: The Best Webconference Software for Improved Internal and External Communications
| Cisco WebEx Meetings is a virtual meeting platform that simplifies collaborations between departments. This online meeting software shows 25 video-enabled participants on one screen. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 4.5 | |
| Affordability | 3 | |
| Security | 4.5 | |
| Total Score | 4.25 | |
PROS: Cisco WebEx Meetings facilitates convenient virtual meetings anytime, anywhere, using a software-as-a-service (SaaS) model. It allows you to keep projects on schedule, share presentations and promote real-time collaborations.
CONS: Although it offers a free 30-day trial, maintaining Cisco WebEx Meetings subscription can be pricey for some organizations. Additionally, this virtual meeting software can cater to only 200 participants.
| FEATURES: | PRICING (per host/month): |
| • Personal meeting room | • FREE 30-day trial |
| • 5 GB Cloud storage | • STARTER: $13.50 |
| • Screen sharing | • PLUS: $17.95 |
| • Unlimited HD video meeting | • BUSINESS: $26.95 |
| • Customer support | • ENTERPRISE: Custom rates |
| • Active speaker technology | |
| • VoIP | |
| • Video call-back | |
| • Proximity integration | |
| • Numeric meeting password | |
| • Customizable video address | |
| • Centralized custom button | |
| • Active speaker, grid and floating panel view | |
| • Recording |
6. Lifesize
Thrive’s Pick: The Best Online Meeting Software for Large Corporations
| Lifesize is a cloud-based communication platform used by thousands of organizations across 100 countries. This video conferencing tool allows up to 300 participants in large meetings and caters to up to 10,000 concurrent viewers in live stream setups. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 4.75 | |
| Affordability | 3 | |
| Security | 4 | |
| Total Score | 4.2 | |
PROS: Lifesize allows flexible and convenient video conferencing via mobile or desktop. It enables you to hold meetings within your network or outside your directory by placing the participants’ IP address, video address, Lifesize extension or IP address and extension. This online meeting platform has simple UI, good sound quality and HD video.
CONS: Lifesize subscription can be costly. It is best suited for large-scale, multi-location companies who can afford to invest in paid video conferencing software.
| FEATURES: | PRICING (per host/month): |
| • Contact search | • FREE 6-month trial |
| • Account settings modification | • STANDARD: $12.50 |
| • Virtual support | • PLUS: $14.95 |
| • Recording | • ENTERPRISE: Custom rates |
| • HD audio and video | |
| • Instant messaging | |
| • Room systems | |
| • Unlimited meetings | |
| • Personal meeting room | |
| • Centralized management console |
7. Skype
Thrive’s Pick: The Best Virtual Meeting Software for Interviews and Consultations
| Skype is a free video conferencing software that supports desktop operating systems (OS), android and iOs phone applications. It allows on-the-go video conferencing, suitable for holding an interview or one-on-one consultation with students or colleagues. | QUALITY SCORE: | |
| Ease of Use | 4 | |
| Features | 3 | |
| Affordability | 4.5 | |
| Security | 5 | |
| Total Score | 4.125 | |
PROS: With one click, anyone can join the meeting using any device. Skype allows real-time collaboration with up to 50 participants, with added features such as head tracking and automatic cropping.
CONS: Skype is not as flexible as other online meeting platforms. To use the app, you need to create your account and download the program. You also have to update your contact list manually to utilize the conferencing features.
| FEATURES: | PRICING (per user/month): |
| • Smart messaging | • ENTRY LEVEL: FREE |
| • Audio and HD video calling | • BUSINESS COMMUNICATION: $2 |
| • Call recording | • ONLINE PLAN 2: $5.50 |
| • Live subtitles | • OFFICE 365 BUSINESS ESSENTIALS: $5 |
| • Private conversations | • OFFICE 365 BUSINESS PREMIUM: $12.50 |
| • Custom appearance | |
| • Screen sharing | |
| • SMS and voice messaging | |
| • Calls to mobiles and landlines | |
| • Send contacts |
8. FaceTime
Thrive’s Pick: The Best Virtual Meeting Software for Apple Users
| FaceTime is the perfect video conference software for Apple users who wish to stay connected with family, friends and colleagues during holidays and special occasions or to simply catch up. It is a convenient and useful video conferencing platform integrated into your Apple devices. | QUALITY SCORE: | |
| Ease of Use | 4 | |
| Features | 3 | |
| Affordability | 5 | |
| Security | 4.25 | |
| Total Score | 4 | |
PROS: FaceTime boasts superior video messaging quality, with 720p video calls possible on supported devices. All you need to do is select the person from your contact list and make a call. You also have the option to change your filters and rejoin group calls.
CONS: FaceTime requires a Wi-Fi or cellular data connection to work. And as mentioned, this application works only for Apple users and limits video call participants to 32 people.
| FEATURES: | PRICING (per user/month): |
| • HD video | • FREE |
| • Intuitive interface | |
| • Integration with Apple devices | |
| • Camera effects | |
| • Instant messaging | |
| • Ringless notifications for invites | |
| • Memoji and Animoji | |
| • Camera button for live photos | |
| • Video and audio calls |
9. Google Hangouts
Thrive’s Pick: The Best Online Meeting Software for Product Demonstrations
| Google Hangouts is a virtual meeting software developed to facilitate video and voice calls with ease. It works with Mac OS, Windows, Chrome, Ubuntu and other Debian-based Linux distributions. You can access this webconference service using your Gmail account. | QUALITY SCORE: | |
| Ease of Use | 4 | |
| Features | 5 | |
| Affordability | 5 | |
| Security | 1 | |
| Total Score | 3.75 | |
PROS: Google Hangouts is an excellent communication platform for business owners and customers. It boasts multilingual chats, which support 28 different languages for communication between non-English speakers. This online meeting platform is also easy to set up and use, comes with an intuitive interface and supports almost any platform.
CONS: You need to have a Google account to access this feature. Another downside of using Google Hangouts is it requires a stable and high bandwidth to facilitate smooth communication. Furthermore, it does not use end-to-end encryption. To keep meetings secure, the meeting creator has the option to mute or remove other participants.
| FEATURES: | PRICING (per user/month): |
| • Weekly Invites | • FREE |
| • Screen sharing | |
| • VoIP | |
| • Multi-device compatibility | |
| • Voice calls | |
| • Multiple webcam capabilities | |
| • HD video calls | |
| • Data security | |
| • Live captioning | |
| • Auto screen focus | |
| • Intelligent muting | |
| • Custom control for admins | |
| • Google app integrations | |
| • Echo bots |
10. Facebook Messenger Rooms
Thrive’s Pick: The Best Free Web Conferencing Software for Virtual Hangouts
| Facebook recently unveiled Messenger Rooms to allow individuals to communicate without having to meet in person. This free video conferencing software is designed for video calls that do not require formality. According to Mark Zuckerberg, founder and CEO of Facebook, the goal of Facebook Messenger Rooms is to bring more people together during the coronavirus pandemic. | QUALITY SCORE: | |
| Ease of Use | 5 | |
| Features | 3 | |
| Affordability | 5 | |
| Security | 1 | |
| Total Score | 3.5 | |
PROS: Facebook Messenger Rooms is the latest virtual hangout where you can easily create a “room” and catch up with your family and friends. It facilitates group video calls with up to 50 people and allows link sharing and video scheduling. Facebook makes it more fun by enabling augmented reality features and virtual backgrounds during calls. Plus, it has no time limits and is entirely free!
CONS: Facebook Messenger Rooms may not be the best option if you’re planning to host professional meetings for your organization. This video conference software does not allow you to save and record meetings and has no end-to-end encryption. The video quality is also not as good as other video conferencing platforms.
| FEATURES: | PRICING (per user/month): |
| • Private rooms | • FREE |
| • Screen sharing | |
| • Room activity | |
| • Meeting schedules | |
| • Lock room | |
| • VoIP | |
| • Link sharing | |
| • Multi-device compatibility | |
| • Multiple webcam capabilities | |
| • One-one-one calls | |
| • Video chats | |
| • Guestlist management |
Potential Video Conferencing Challenges and How to Address Them
Securing the best online meeting platforms does not automatically eliminate virtual communication barriers. As the demand for online meeting platforms increases, more people grapple with unavoidable challenges. These include:
• Time zone difference
• Connection issues
• Understanding non-verbal cues
• Compatibility issues
• Technical difficulties
• System glitches
• Low-quality video/audio
• Security concerns
• Among others
Thankfully, there are some basic system guidelines that you can follow to maintain high-quality audio and video during web conferences. Follow these tips for a seamless video conferencing experience:
Choose a web conferencing software that has strict security protocols
✔ Ensure your team members have access to a stable internet connection and the right equipment
✔ Launch demo sessions before rolling out new web conferencing solutions to your team
✔ Hold meetings in a noise-free environment with good lighting
✔ Set specific meeting schedules
✔ Build rapport with your virtual team
Leverage the Power of Video Conferencing Tools
In today’s volatile environment, you must take a proactive approach to stay in touch with the people around you. Maintain effective communication with your team, customers, students, friends or loved ones using video conferencing software that matches your goals, needs and budget.
Not sure which online meeting platform best suits your purpose? Contact Thrive Internet Marketing Agency today to find out how we can help you.
