Schools, hospitals, and businesses of all kinds are searching for ways to stay connected during the COVID-19 pandemic. Virtual conferencing platforms like Cisco WebEx, GoToMeeting, and Microsoft Teams are experiencing an increase in traffic, reporting 22 times the amount of their normal usage.
However, not all conferencing platforms are built the same. What should you look for? 9 Questions to Ask When Choosing a Videoconferencing Program.
What should I consider about security?
Access/Participation: Evaluate the ease of accessibility to your meeting – are you able to send a unique meeting ID that is protected by a password? Popular videoconferencing app Zoom recently became victim of “Zoombombing,” where intruders were able to jump and disrupt Zoom meetings. If it only takes a link to join a meeting and it does not have a secure password or login procedure, then you may want to look into additional security options that allow you to verify and accept.
Moderating/Controlling : You should assess who needs to join the meeting and who should be your control organizers, a.k.a., your moderators. Moderation capabilities are useful for larger meetings, where you can control who is a presenter and who is an attendee. You can also remove users and set restrictions. Some platforms also have a “lobby” where you can assess users and manually allow them into meetings.
How many participants can I have on a call?
Some platforms specialize in accommodating large numbers of participants, while others assess smaller meetings. Consider if you are aiming to present to large audiences with little interaction, or if you are aiming to have smaller focused groups with everyone contributing content? Factoring this can help you determine what features you need for your remote business meetings.
How is the visual and audio quality?
Most videoconferencing platforms allow HD video capabilities but will also depend on your bandwidth for quality, so keep that in mind if you are not on an enterprise-level ISP. For high quality audio, look for services with echo and noise reduction. Some apps offer additional video filters and audio features, such as Teams’ ability to blur your background and mask your voice.
What about multimedia sharing?
Screen sharing allows you to explain finer points of a presentation and allow you to show processes effectively. Having the capability to share files during the meeting can keep your meetings more organized, rather than using another platform to send and receive documents. Keep in mind if your platform offers any included online cloud storage option upon installation, such as Microsoft 365’s OneDrive storage, that is seamlessly integrated with the program.
Do I need to record meetings?
If you’re looking to archive your meetings, then look for a platform that allows you to record. Recording meetings can be useful as you can save parts to create training material or simply just be able to replay a specific part. Again, consider if online cloud storage is included with the platform of choice.
What do I need to look for in user friendliness?
This is where you will likely spend the most time when choosing your videoconferencing app. The User Interface (UI) makes or breaks a software platform, so be sure to dig deep into how each program works before adoption. Many include a free trial so you can give it a run-through before purchase, or if not, then lookup tutorials and videos online of the interface.
How is their Customer Support?
An unfriendly platform can be pain, but a platform with an unfriendly customer support team can be even worse. Be sure to look at reviews of the program online or maybe even through videos to see if anyone has any personal experiences with the app’s customer support.
What is the app’s mobile experience like?
Depending on your business, you may still be out serving the community during the pandemic. Being able to videoconference remotely through a tablet or smartphone can allow you to stay connected with your staff no matter where they are. Check to make sure that the program you choose has a mobile app for the smartphone platform you and your employees use. If not, then evaluate what the mobile browser version operates.
Does it have 3rd party app integration for other apps?
Many videoconferencing platforms allow you to integrate their platform into third-party applications. For example, Microsoft Teams allows integration for Cisco WebEx and various other third-party tools such as Evernote and SalesForce. Some services provide plugins for e-mail and calendar applications, allowing you to quickly and easily schedule meetings.
What is the Price?
Make sure you look into a platform that meets your needs and your budget. Many platforms are lifting premium costs and extending free trial windows during this time, so be sure to evaluate the features you are going to use at a price you can afford.
Now let’s cover a few popular videoconferencing options that you can use to hold meetings and video conferences, the various features, and price points.
- Free six-month trial with an annual commitment
- Control who can join your meetings directly & assign presenters & attendees
- Meets over 90 industry laws and standards
- 10,000 participants
- HD Video, high quality audio
- Background Blur
- Simple Screen-Share Controls & File Sharing
- Meeting Recording
- Calendar integration via teams or Outlook
- Additional Collaboration Tools available
- Browser, Desktop and Mobile Apps
- Upgraded Free Plan available, additional features, storage, & support start at $13.50
- Up to 100 Participants
- 1GB Cloud Storage
- Unlimited meeting time
- HD video
- Calendar Integrations
- Browser-based, Desktop & Mobile Applications available
- 14 Day Free Trial
- Up to 250 participants with free trial
- $12/month
- Small gathering and conference options available, conferences up to 3,000 participants
- Screen sharing capabilities
- Calendar integrations
- Free mobile app
- Desktop and mobile applications
If you need assistance on choosing the right videoconferencing service for your business, contact neoRhino IT Solutions today at (281) 779-4850.
*neoRhino does not endorse these services and suggestions are mentioned for informational purposes only. Information is subject to change.
