Video conferencing has become a crucial corporate tool, particularly in the aftermath of the COVID-19 outbreak. The use of virtual whiteboards and video annotation is now another feature that many software providers have. Most of the video chat providers in this comparison also provide text chat functionality for use during meetings and occasionally outside of video sessions. In addition, many mobile app development services allow you to start automated recording by pressing a button. If you anticipate using this function frequently, ensure that the selected service level has enough storage or can interface with your current third-party cloud storage provider.
Table of Contents
What Is Video Conferencing Software?
Video conferencing software allows users to communicate with one another via video and audio in real-time over the internet. It typically includes features such as screen sharing, recording, and the ability to join meetings via a browser or mobile device. Some examples of popular video conferencing software include Zoom, Skype, Google Meet, and Microsoft Teams.
Another much-requested function is automatic transcribing. Virtual meeting software that can manage activities like attendance monitoring and meeting transcription into documents are quite in demand these days.
So, if you have made up your mind to hire a video conferencing app development team to build a software for you then great! Let’s start with some homework. Here are a few questions that you need to answer before you choose what exactly would be your video conferencing software.
4 Questions to Ask Before Developing Your Video Conferencing App
Please make sure the mere possibility is qualified before you begin selling video collaboration services so you can properly scale the product to meet their needs. Four factors should be taken into account when determining whether to approve a new client for a virtual collaboration system:
What Are Your Must-Haves Vs. Nice-To-Haves?
Carefully choose the feature set of your video conferencing application. Make a list of features under categories essential and merely desirable.
For example, automated transcribing could be good but less crucial, whereas screen sharing and virtual notes are critical.
Ensure you have the accurate requirements in mind. Take time to discuss your teams’ needs. For example, while IT could want a superior analytics dashboard, your sales staff might believe that file sharing is the most critical issue. We greatly regard these observations from the forefront. These team members could be more knowledgeable than you are about your daily operations!
Here are some crucial qualities a video conferencing software must have.
Note: These features are designed and defined considering basic business operations.
HD Video and Voice
No issue how far everyone is. Participants must feel like they are in the same room for a meeting to be productive. HD video and audio conferencing produces a more authentic experience, which is critical for fostering trust among colleagues and a more collaborative workplace culture.
Screen Sharing Option
More engaging meetings are made possible through screen and application sharing. Everyone should be capable of sharing their screen; from there, everyone may highlight certain areas of the screen or attract attention to the details they are discussing.
Supports Multiple Devices
A video conferencing software has to offer reliable mobile assistance. This indicates that all the common operating systems and platforms should be compatible with your software. Additionally, it must handle various screen widths, resolutions, and formats. Finally, it is essential to make the interface design touch-screen friendly.
A fully enterprise-grade virtual meeting platform provides in-meeting analytics to identify and fix system outages while giving IT real-time and previous data that helps technical teams keep track of their deployment.
Call Recording and Transcriptions
It allows participants to use their favored video recording online application in the video-conferencing software by directly incorporating third-party video conference recording apps. This way, they may use the documented files later as a guide for projects or even as course materials for recently hired employees.
Web Browser Access
Any online meeting with two or more people in separate places is considered a web conference. Anywhere in the globe may be one of these participants. They can see, listen, and speak with one another in real time with conferencing software and dependable internet access.
Integrations with Other Software
Integration with external applications is essential for a video conferencing software. A video conferencing software must be able to interface with other programs in your company to be effective. This will enable cross-team and cross-department cooperation and make it simple to exchange files, notes, and other items through the app or your desktop.
Meeting OR Call Scheduling
Hosts may quickly organize and start meetings straight from the program itself, making it more efficient and accessible. This is possible by combining calendar and email apps with video conferencing capabilities.
The process of generating and maintaining user profiles, groups, and permissions requires the usage of moderator tools. Security, accountability, and password protection all depend on it. You can ensure that only authorized users may use your conferencing software by adequately managing users.
A secure system is guarded against unapproved access. It safeguards your information from being hacked. There are numerous methods to offer this degree of security:
- Application of encryption: Algorithms encode data so that it can only be read by those with the proper passwords or unique keys.
- Usage of firewalls: A firewall protects a computer network (and its customers) from other potentially unsafe or unreliable systems. Firewalls examine network traffic and restrict connections that do not adhere to predetermined security standards.
What’s Your Budget for Video Conferencing Software?
You cannot buy champagne if your budget can only support beer. It is important that you have a well-defined budget for your software. An inexpensive and long-lasting system is referred to as being “right-sized” for a video collaboration system. It affects the users more than upfront tools and setup expenses. You should consider continuing running costs, including distribution and bridging fees and training. A few points to consider when defining your budget are:
- Review Your Most Recent Expense Report
What is your current business budget, and how much money can you spend on video conferencing tools? Your existing toolset is another area to pay attention to. Which equipment do you possess, and how much did the installation and configuration cost? Analyzing your previous purchases might help you see trends and prevent expensive errors.
- Examine Popular Pricing Paradigms
Each video conferencing software has unique price structures and business methods. For instance, some offer several pricing levels and demand a one-time license cost, while others require monthly membership fees. Browse the most common plans to see which best suits your business requirements.
- Identify Needs vs. Wants
You undoubtedly have a few essential features that you absolutely must have, while others are negotiable, especially if they will cause you to go over budget. Distinguish between needs and wants to gain control of expenditure. For instance, if sophisticated support services like 24/7 phones are more expensive, you might not require them. But if it assists you in performing better, it could be worth the expense. Everything comes down to your corporate priorities.
- Describe Every Task Involved
When discussing with the video conferencing app developers, outline all the jobs required and how much you will have to spend for each project stage. Your video conferencing software budget should consider every step of the implementation stage. For example, you predict it will take your team two days to set up the tool. This covers feature exploration, setup, and modification. Payroll hours are needed for this, and other support materials like a brief lesson to get employees up to speed.
- Send out RFPs for Customized Quotes
An RFP outlines your budgetary goals and your expected return on investment for providers. They answer with tailored quotes and product details, enabling you to fine-tune the spending strategy in light of existing pricing schemes. As an example, let us say you budget X for each user. You learn after evaluating multiple offers that per-user prices are somewhat higher, particularly if you wish to add support services or additional features.
- Put Value for Money Initially
Prioritizing value overpricing should be your primary aim. Many businesses need to pay more attention to returns because they are preoccupied with costs. For example, a platform may start more expensive but offers flexible price options and all the functionality you want.
In conclusion, video conferencing software is effective only if your team since it is user-friendly and feature-rich.
- Reconsider Your Expense Report
Budgets are not rigidly fixed. To increase ROI, you should periodically review your expense sheet. For instance, if you are running short of time and the development time is significantly steeper, the budget would be higher than you anticipated. The effectiveness of your budgeting tools is another factor to consider.
Does It Work with Existing Technology?
This is a management- and IT-related query. To evaluate bandwidth utilization and capacities for IT, you need to have a solid grasp of their internet services. For instance, a high-definition system can make sense if your broadband network is reliable and fast.
The same query pertains to management and the business culture. For example, the acceptance curve would be sluggish and unpleasant if you enter a company that has never utilized video conferencing. This increases the likelihood that clients will not feel they received their money’s worth.
How Much Technical Knowledge Do You Need?
While video collaboration technologies can be simple to use, a novice user may think otherwise. Preparing the client to use and manage the technology must be a part of your commitment. First, determine who might be utilizing the platform and arrange cooperation calls. Will you require technical help on call, or does there already exist an on-site IT expert that can handle configuration and troubleshooting? Once installation is complete, you must know what further requirements the client will have for the system to function correctly.
Advantages of Video Conferencing Software for Your Business
Your company will get a wide range of advantages from utilizing such platforms. For example, the following are some benefits of video-conferencing:
The Edge over the Competition
Video conferencing may be a godsend for teams of product developers looking to introduce novel concepts to the market. Group members are better-informed thanks to video conferencing systems that facilitate knowledge sharing more swiftly. In addition, it can assist customer service personnel in developing personal connections with clients through in-person interactions.
Reduce the Expense of Travel
One of the main purposes of video conferencing solutions is to enable you to meet and converse with others in various locations while sitting at your workstation. It resembles being around your business partners, clients, and coworkers the most. Given the costs associated with travel, video calls always win out over in-person meetings.
Travel can be not only time-consuming but also costly. For example, people frequently travel considerable distances for training, conferences, and corporate meetings, but video conferencing can replace these in-person interactions most of the time. In addition, spending money on business travel may be avoided if you put it into other important company goals.
Teleworking Is Simple
According to research, humans receive visual data more quickly and correctly than words and speech. As a result, when you conduct a meeting using video conferencing, your participants will learn more and understand it better than if you conducted the conference using voice. For distant workers, video conferencing tools are also quite helpful. It may promote interaction between telecommuters. Additionally, it helps make reports and instructions easier to grasp.
Due to the lack of face-to-face interaction, traditional communication channels, including email, phone conversations, and instant messaging, may result in misunderstandings, particularly for global firms. Employee attention is known to be improved by video conferencing, leading to quicker project completion and higher productivity. Along with important messages that you would like them to grasp, participants are constantly on the same level.
Better Connections and Communication
Because they feel disconnected from the other attendees, individuals in audio conferences often drift off and multitask. However, the urge to maintain “virtual eye contact” when using video translates to greater levels of participation. You are more likely to apply the communication techniques we have all honed in face-to-face interactions when every conference participant is visible.
Due to the ability to view each other’s expressions and body language, which are crucial elements that sometimes get overlooked throughout phone sessions, video conferencing may enhance cooperation. Additionally, it may arrange supplier meetings, which significantly aids in increasing output.
Encourages Team Engagement
For several reasons, teams are spatially isolating themselves more and more. While some permanent workers and entrepreneurs work from home, some freelancers operate from different continents and some travel for business. However, huge distances become meaningless when you can bring your team together remotely for pre-arranged meetings or last-minute check-ins.
It is simple to understand how video conferencing creates a robust and eco-friendly atmosphere for your organization when considering all of these benefits simultaneously. As a result, you may simplify many of your present activities and foster cooperation while providing time with cheaper expenses, more team cohesion, and more effective meetings.
How to Test Video Conferencing Systems/Software/App?
The trial participants utilize each software in a video chat on a smartphone of their choice and offer feedback on the apps’ videos and audio quality, usability, and general comments. Additionally, our testers examine each program and rate how effectively it handles issues with privacy and permissions, as well as uninstalling the app from your computer. Versions of Windows, Mac OS, iOS, and Android are also evaluated.
Audio and Video Performance
Trial participants use each app for video conversation and comment on the sound and picture quality. The performance rating is based on the audio and video results on average.
Ease of Use – How easy the video conferencing software is to use
The ease with which you may mute other participants in the video conference, mute yourself, use the software while functioning on anything else, and adjust the video design grid are some features our tester examines.
First Time User Experience
We assess how well the app works when it is used for the initial time. Are you feeling anxious and perplexed? Can you immediately begin relishing your meeting by selecting the video chat option instead?
Cancellation of Accounts
When you are done using the video conferencing software or program, how simple is it to remove it from your computer and your life? Unfortunately, some applications nag you with alerts and ask you to use them again.
Consumption of Data
Our testers track the quantity of data utilized throughout a 30-minute video conversation.
You should choose the video conferencing software based on your convenience. For instance, if you want personal software, Skype, zoom, Google meet, and so on are some of the ideal options. On the other hand, Microsoft Teams, fresco, Cisco Webex, and so on are some of the best video conferencing software applications for organizational use.