How to find the Best Video Conferencing for You
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- GoToMeeting -- Learn more »
- RingCentral Meeting -- Learn more »
- Microsoft Teams -- Learn more »
- Zoom -- Learn more »
- Cisco WebEx -- Learn more »
- Bluejeans -- Learn more »
- Join.me -- Learn more »
- ClickMeeting -- Learn more »
Gone are the days when having a meeting required physically showing up at a set location. With video conferencing, people can connect from anywhere in the world, provided their internet service is fast enough. The best services have features that make video conferences almost as productive as a face-to-face meeting, as participants can see and hear each other, chat through instant messaging, and even brainstorm on a shared digital whiteboard. In fact, the ability for multiple attendees to share their computer screens (a tricky task in a standard conference room) as well as other innovative features, may actually leave some users wishing all their meetings happened online.
Top-notch video conferencing services are versatile platforms that will appeal to a range of users. Solo entrepreneurs can meet with potential clients miles away, small businesses can maintain active communication with employees scattered around the country, and large businesses can hold a companywide meeting viewed from various countries, to name a few examples. Even educators can benefit from using video conferences as virtual classrooms to teach students remotely.
Pricing for most services depends on the number of meeting organizers (called hosts) your organization wants to have. Typically, there's no cost for attendees to join a meeting. Several services also offer free plans, some of which are surprisingly robust. Common limitations for free services include the length of time the meeting can last and the total number of attendees, so make sure your needs fall within these limits before taking the time to set up a free video conference.
If you're new to video conferencing, we can help you understand how to use this service, what type of equipment you need to have, and features the most popular services offer. Check out our video conferencing guide to connect your team members from wherever they are.
This guide contains the following sections:
- What Is Video Conferencing?
- What Is the Best Video Conferencing Service for Me?
- Video Conferencing Services for 2020
- What Is Video Conferencing Software?
- What Is a Video Conferencing App?
- What is Screen Sharing?
- Free Video Conferencing
- How to Have an Online Meeting
- What Do I Need for a Video Conference?
Video conferencing is like a virtual meeting, with computers or handheld devices connecting people so that it feels almost as if they're in the same meeting room. Think of it as a group Skype chat for businesses. In addition to the audio and video feeds, meeting attendees can usually show each other their screens (called screen sharing), and some services provide features such as a simulated whiteboard or a chat room.
Though it isn't quite the same as having a face-to-face meeting, the only barrier to a successful video conference is the correct equipment. Video conference attendees need some type of high-speed internet connection. Most participants join meetings using a computer or laptop, though you can also connect using a smartphone or a tablet if your Wi-Fi is fast enough. Your device needs to have a decent microphone and a video camera.
A video conference can include as few as two people or up to several hundred. The organizer (or host) sets up the video meetings and invites participants (also called attendees) by sharing an invite that has a personalized link for that meeting. You'll need a video conferencing service (such as one of the services we list here) to create a meeting, but typically a participant doesn't need an account to join.
With easy-to-use platforms and some clever features, video conferences are a useful tool for a variety of situations. Business teams can use them to connect with employees and clients across the globe. Sharing is nearly instantaneous, and travel expenses are nonexistent. Beyond meetings, organizations can use video conferencing to host webinars, training sessions, and live events. What's more, educators can use the technology for distance learning and to connect with groups of students in other locations.
The best video conferencing service for you works for the typical size, frequency, and length of your meetings. Additionally, you need a product that is compatible with your group's current tech and fits in your budget. Your costs will vary depending on the size of your organization and its meeting goals.
To find the best video conferencing software for you, consider the following:
- How many organizers will create meetings? The cost for most video conferencing solutions depends on the number of hosts that will be scheduling meetings. Having only a few hosts will keep your costs down, but will require all meetings to be set up by these authorized employees.
- Consider the types of computers you and your meeting attendees use. Video conference services let you join a meeting using common internet browsers such as Firefox and Chrome. Some options also have a desktop app you can download, which many users find to be faster and more convenient. Check to make sure the service works with your operating system. Every service we list below has an app for Windows computers, most have one for Mac computers, and two have an app for Linux operating systems.
- Do you have a favorite calendar you want to use? Instead of requiring you to add each meeting to your calendar manually, some conferencing services have a plug-in that integrates with your calendar. This plug-in automatically adds the appointment to your calendar when you create a new meeting, which streamlines the process. Plug-ins for Microsoft Outlook and Google Calendar tend to be the most common.
- Do meeting attendees connect with a smartphone? Most services have Android and iOS apps that let meeting participants join your video call easily from a smartphone or tablet. A few have advanced features that let you use your device to start a meeting, collaborate using a shared virtual whiteboard, or switch into safe driving mode when you're in a car.
- Talk to your IT department. Larger companies with an IT department may have resources or guidance on web meetings. They may already have a preferred service or can advise you on what integrates well with the company's current technology.
- Do you want more than just video conferencing? If you want to promote active engagement and collaboration, look for a service that makes it easy for colleagues to chat using instant messaging, manage tasks, share content and files, and brainstorm with an interactive whiteboard.
- Try out a free version. Many video conferencing services have a slimmed-down plan with no monthly fee. It's a good option for individuals and small companies that have lightweight meeting needs. Organizations wanting to dabble in video conferencing may also want to use a free plan as a way to try out the technology before committing to a contract. Most free plans come with limitations, including the number of people that can join the meeting or the meeting length, so make sure these work for you first. See more in our Free Video Conferencing section below.
- Test the service with a free trial. Conferencing platforms that don't have a complimentary plan often let you sample the software using a free trial. These vary in length from seven to 30 days and are a savvy way to test out several options.
There's no shortage of video conferencing services. The extensive selection includes a wide range of prices and services levels, making it possible to find a quality option that fits your needs and budget. We've compiled a list of some of the most popular services below.
GoToMeeting
Best For:
Those looking for simplified technology
Not Recommended For:
Active teams who want more advanced collaboration features
Base Price: $12 per organizer per month
Free Version: None available
Free Trial: 14-day free trial
Phone App: Available for Android, iOS, and Windows devices
Desktop App: Available for Windows and Mac
Calendar Plug-ins: Microsoft Outlook and Google Calendar
GoToMeeting earns lots of praise for its easy-to-use interface that works with most devices. Mac and Windows users can download GoToMeeting desktop apps. Linux users and Chromebook owners can use GoToMeeting's Web App to run online meetings in Chrome or Firefox browsers. Phone apps are available for Android, iOS, and Windows devices.
No free version is available, though the base package from GoToMeeting is a good value for small and medium organizations. For $12 per month, the Professional plan gives each host unlimited meetings, no meeting time limits, and a personalized meeting ID. Basic features include a chat room and screen sharing. Note that GoToMeeting allows webcam video sharing for 25 people per meeting (even if the maximum number of 150 participants are in the meeting).
RingCentral Meetings
Best For:
Solo entrepreneurs and small businesses looking for low starting prices
Not Recommended For:
Active teams that prefer a service with built-in task management and collaboration features
Base Price: $14 per organizer per month
Free Version: Yes
Free Trial: None available
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows and Mac
Calendar Plug-ins: Microsoft Outlook, Google Calendar, and iCal
RingCentral Meetings' free version is an appealing choice for brief meetings (it caps group meetings at 40 minutes). The software still boasts features such as screen sharing and a virtual whiteboard. Groups that want unlimited meeting time can step up to a paid plan. For $14.99 a month per organizer, the Essentials plan comes with unlimited meeting lengths, reports on how your company uses the service, and 24/7 customer support.
Busy teams with a lot of active participants may find RingCentral Meeting somewhat lacking. Task management and file sharing aren't integrated, though you can still do some file sharing through the associated Glip app, and some services are better for collaboration.
Microsoft Teams
Best For:
Companies already using Microsoft Office 365
Educators wanting to connect with students
Not Recommended For:
Those who use other cloud-based platforms (such as Google Docs in Google Drive) for team collaboration
Base Price: $5 per user per month (as part of Office 365/Microsoft 365 suite)
Free Version: Yes
Free Trial: 30-day free trial
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows, Mac, and Linux
Calendar Plug-ins: Microsoft Outlook
Many companies are familiar with Microsoft products, including its Office 365 suite, the bundle of programs that includes Word, Excel, Outlook, and PowerPoint. If your company is already integrated with these staples, you'll likely find it easy to add Microsoft Teams to your toolbox. Its interface is mostly intuitive for current Office users and lets you share your screen, virtually raise your hand in a meeting, and record your meetings for later reference.
For companies, Microsoft Teams comes included with all Office 365 Business Premium subscriptions, which start at $12.50 a month. A web-based version of Microsoft Teams is available for free for educators and students.
Note that Office 365 becomes Microsoft 365 in April 2020, and Microsoft Teams is replacing Skype for Business, which will retire completely by summer 2021.
Zoom
Best For:
Anyone from a single individual to an enterprise-scale company looking for a feature-rich service
Not Recommended For:
Those who don't want to pay an extra fee to add toll-free numbers (though there are many local phone numbers for metro areas)
Base Price: $14.99 per organizer per month
Free Version: Yes
Free Trial: None available
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows, Mac, and Linux
Calendar Plug-ins: Microsoft Outlook and Google Calendar
Often, the free version of a service has only a fraction of the features. Zoom proves this assumption wrong by offering no-cost accounts for meetings of up to 100 people, as well as most of the clever elements of the fully-paid version. These bells and whistles include virtual backgrounds (no more web meetings with your unmade bed in the background), whiteboarding, HD video, and active speaker view to automatically switch the main display when a different colleague begins speaking.
One of the main downsides to the free account is that it limits your Zoom meetings to 40 minutes. Zoom lifts this restriction when you upgrade to a paid account, which start at $15 per month for each host and support meetings with up to 500 participants. Upgrades include a webinar add-in (to present to up to 10,000 people at once) and a toll-free number.
Cisco WebEx
Best For:
Users that want a free version that's packed full of features and has no meeting time limits
Not Recommended For:
Teams that want advanced features (such as meeting recording) for a lower month-to-month price
Base Price: $14.95 per organizer per month
Free Version: Yes
Free Trial: No
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows and Mac
Calendar Plug-ins: Microsoft Outlook and Google Calendar
Cisco WebEx says it hosts 6 billion meetings each month, and it's understandable why. This service is easy for most users to learn and use, and it's more generous than some rivals. For example, while GoToMeeting lets only six attendees simultaneously share video, WebEx's limit is 25.
At about $15 a month, Cisco WebEx is slightly more expensive than most of its competitors. Budget-minded users will want to check out its feature-rich free version. It comes with almost everything that the paid plans have, in part because Cisco recently expanded the free plan to 100 meeting attendees, unlimited meeting lengths, and a call-in option for audio. These upgrades may only be a temporary promotion. Teams that want more video conferencing tools, such as administrative features and the ability to record meetings, will need a paid plan. If you pay for the entire year, the per-host fee drops to $13.50 a month, which is the equivalent of four free months.
BlueJeans
Best For:
Teams using different types of computers, smartphones, operating systems, browsers, and collaboration apps
Not Recommended For:
Users looking for free video conferencing
Base Price: $12.49 per organizer per month
Free Version: None available
Free Trial: 7-day free trial
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows, Mac, and Linux
Calendar Plug-ins: Microsoft Outlook, Google Calendar, Robin, and FreeBusy
BlueJeans is an ideal video conference system if you want attendees to be able to use their preferred technology. In addition to PC and Mac compatibility, BlueJeans works with computers running the Linux operating system. There are calendar plug-ins for Microsoft Outlook and Google Calendar, as well as integration with the Robin and FreeBusy apps. The hearty list of compatible apps includes Slack, Skype for Business, Microsoft Teams, Zoho customer relationship management system, and virtual classroom Canvas.
Unlike rivals such as RingCentral Meetings, Zoom, and Cisco WebEx, there's no free version of BlueJeans. However, you can try it for free for seven days, and if you sign up for an annual subscription, the monthly rate drops from $12.50 to $9.99 per host.
Join.me
Best For:
Organizations wanting an inexpensive annual plan for basic conference calls
Not Recommended For:
Those looking for a month-to-month plan or a free video conference service
Base Price: $10 per organizer per month
Free Version: None available
Free Trial: 14-day free trial
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows
Calendar Plug-ins: Microsoft Outlook and Google Calendar
Join.me has a lot in common with GoToMeeting. Both are from software company LogMeIn. You also get a 14-day free trial with each, and neither offers a free version. Side-by-side, Join.me is like a lightweight, cheaper version of GoToMeeting. One difference: No monthly plan is available with Join.me, so you have to commit to a full year of service after the free trial. Join.me's $120 annual plan ends up costing $24 less than GoToMeeting's annual plan. The base Join.me plan lets you schedule an unlimited number of meetings, doesn't limit the length of your meetings, allows for screen sharing, and enables participants to chat and share files. However, only five people can join each meeting, and video streaming is not supported.
ClickMeeting
Best For:
Organizations that host lots of webinars in addition to video conferences
Not Recommended For:
Those looking only for a video conferencing solution
Base Price: $30 per month for three organizers
Free Version: None available
Free Trial: 7-day free trial
Phone App: Available for Android and iOS devices
Desktop App: Available for Windows and Mac (only for screen sharing)
Calendar Plug-ins: Microsoft Outlook
ClickMeeting is oriented more toward web-based seminars than video conferences and is a good solution for organizations that host webinars regularly. It has numerous features geared toward managing a large group of attendees, including chat moderation, polls, and surveys. Tailor the platform to fit your company's needs with its event landing pages, call-to-action buttons, and ability to create on-demand webinars.
If your group only gathers for web meetings, ClickMeeting isn't a very attractive option. Its starting price of $30 is higher than similar services. Though this software does let three separate organizers set up events, it limits video conferences to four video streams and 25 total participants.
Video conference software is a technology that connects people in different physical locations, creating a virtual conference room. It can also be called a video conference service, solution, or system. With most services, you don't have to download something on your computer, but instead use the online interface to join and participate in a meeting. That said, many companies have a desktop app that you can download. These can be faster, easier to use, and more robust than the online version, though this varies from one service to the next.
There are two types of video conferencing apps. A desktop app is one that you download and use on your computer. Most video conference systems have apps for Windows and Mac computers, and a few have apps that work with the Linux operating system. Users with other types of computers, including Chromebooks, will need to use the online platform instead of a desktop app. Without a desktop app, users connect with the web conferencing software online through a browser, like Chrome or Firefox.
A mobile app lets you download the video conference service on your smartphone or tablet. These apps make it exceptionally easy to join a meeting when you're out of the office, like when you're waiting at the airport. Apps are also ideal if you don't have a computer, or when your computer is temporarily out of commission. Every service we list above offers an app for Android and iOS devices, and GoToMeeting has an app for Windows phones.
Screen sharing lets you present your computer desktop to other meeting attendees in your video conference. It's a convenient way to share a presentation or information that everyone can see at the same time. It's also helpful when you need to visually walk someone through various steps, such as training employees on a new type of software.
Some video conferencing solutions let you switch who has control so that several people can share their screens during a meeting, and some let you view video feeds of meeting attendees at the same time you can see the shared screen. A few services allow attendees to brainstorm ideas and visualize plans with a virtual, collaborative whiteboard.
Pros
A good solution for individuals, solo entrepreneurs, and small organizations wanting to save money
No obligation for monthly or yearly payments
Allows you to try a service before committing
Cons
Number of attendees often limited
Typically caps meeting length
Can lack recording and other advanced features
Many video conferencing systems have a free plan. This is different from a free trial, which typically gives you full access to the service for a week or two. By contrast, a free plan provides unlimited access to a slimmed-down version of the company's paid plans.
Selecting a free plan from a top-notch video conferencing service is an appealing choice for individuals who want to connect remotely with potential clients or industry associates. Small businesses and organizations that have only a few meetings in a given month can also benefit from this money-saving option.
There are a few limitations worth noting before fully embracing free video conferencing solutions. In particular, they frequently restrict the number of attendees who can join a meeting, with some only allowing one-on-one interactions. Meetings are also often limited to 40 minutes. Features and limitations vary between free services.
No one wants to participate in a meeting that wastes their time. All meetings have potential efficiency landmines, though conferences that connect people remotely have a few unique hurdles to overcome. Follow these simple tips to keep your video conference professional and productive.
- Give your tech a trial run. Before leaping into your first online meeting, make sure tech issues won't throw things off course. Adjust and aim your camera properly, and make sure you have sufficient lighting. A quick sound check with your microphone and speakers or headset is also wise. Most video conference services let you check your setup before you join a meeting.
- Check your background before starting your camera. Tidying up may include removing desktop clutter. Remote employees who don't have a dedicated workspace should make sure any areas within the camera's view – such as beds and countertops – are orderly and don't contain personal items you don't want on display.
- Check your desktop background. When getting ready to share your screen, check to see what else you might be sharing. Before you divulge your browsing history and recent activities, you may want to close browser tabs and any apps that you want to keep private.
- Snooze your notifications. Not only is it distracting to see notifications pop up when someone is presenting their screen, but some may also share private information, such as an email preview or instant message. Options to limit notifications include closing apps like Microsoft Office, setting specific notifications to snooze, putting your smartphone in Do Not Disturb mode, or setting your operating system to limit notifications (for example, Windows has this as a "focus assist" setting).
- Mute your microphone. Don't let your loud typing or barking dog disrupt the flow of the meeting. Keep the audio interruptions under control by muting your microphone when you aren't speaking. If you join a meeting using a computer and a phone, make sure you first mute your computer to prevent echoing or reverb.
- Share documents and agendas before the meeting. Instead of losing precious minutes during the meeting, give attendees an advance copy of materials. As a bonus, sharing files before a meeting lets participants read the information without distraction and gives them time to prepare thoughtful questions.
Many laptops and mobile devices have nearly everything you need for a video conference already built-in. That said, before tech issues keep you from joining your next online meeting or impact the quality of your audio and video, it's worth a quick check to make sure your equipment is up to speed. Users joining from a desktop computer will often need to invest in a few items ahead of time. Always check the actual requirements for the video conference software you will be using.
Here are the basic pieces of video conferencing equipment you need:
- An up-to-date computer system or mobile device. Typically, every video conference service lists its requirements when it comes to computer operating systems, processors, and RAM. If you are connecting to the video conference through the web, you'll also need to check the list of supported web browsers. If you are downloading a desktop app, make sure you download and sign in to the app beforehand so you can join the meeting on time.
- A mobile app. Users who will join via a phone or tablet will need to download the mobile app for the video conference system ahead of time. Allow for a few additional minutes to sign in to the app and configure its settings as needed.
- A high-speed internet connection. Slow internet can cause blips in the audio and missing pieces of video during an online meeting. According to Cisco, speeds of at least 0.5 megabits per second (Mbps) are necessary for standard video quality, with matching download and upload speeds. For high-definition video quality, you'll need download speeds of 2.5 Mbps and upload speeds of 3.0 Mbps.
- A webcam. You'll need a webcam to share video feed of yourself, an important element to bridging the gap between long-distance colleagues. If your computer doesn't have a built-in webcam, you can purchase one with a USB plug-in, which typically sits on top of or clips onto your monitor.
- A speaker and microphone or a headset. Laptops, smartphones, and tablets often have a built-in speaker and microphone. If your device lacks an audio setup or you want to upgrade it, there is a wide selection of choices. These include a separate speaker and microphone, a headset, or earbuds. You can connect them using the headphone jack, a USB port, or Bluetooth.