Video Conferencing Software

Among all the species, humans have succeeded in achieving some incredible things all this while. One of the key reasons for this success is the innate nature to coordinate with each other through effective communication and teamwork. This is the reason why meetings and conferences have so much importance in almost all sectors. The traditional technologies may include telephonic conversation, seminars, PowerPoint presentations, or whiteboard sketches.

However, with improving technologies, the older methods are slowly wading off, and several organizations are adopting online real-time, video conferencing methods.

• Frequent Travelling: Frequent traveling is a common scenario in attending offline conferences.  It consumes a lot of time for meeting correspondents and adds extra expenses.  If the meeting is cross-border, they have to reach the meeting place 1 or 2 days in advance. 
• Conference meeting set up: The meeting modulator has to see there is enough space and facility available to conduct the session. They may have to arrange for equipment like microphones, monitors, projectors, and other supporting utilities.  
• Unable to track meetings’ productivity: With offline meetings, it is not possible to track productivity. During offline sessions, sometimes the modulator and correspondents may deviate from the main discussion or topic due to overwhelming details. In such scenarios, there is no way to analyze or track conference productivity.
• Difficult to reschedule the meeting: Rescheduling an offline meeting could be a costly affair, especially if the participants are traveling from a distant location. Usually, for an offline meeting, the participants have to arrange accommodation and book tickets in advance, cancellation or rescheduling could incur high costs.
• No specific start or end time: It can be difficult to get everyone together on time for a meeting, especially if someone is joining from a far location. It is the same while ending the meeting.
• No immediate action: Once the offline meeting is diffused, it usually takes time for participants to reach back to their workplace and put things into action.

Video conferencing software allows two or more people to see and hear each other at the same time, regardless of their geographic location. The users exchange visual information via webcams, while audio content may be distributed through a computer or the telephone system. 

The video conferencing systems become even more powerful when other communication mediums combine with the tool through UCaaS ( Unified Communication as a Service). The Video Conferencing System is now a household name, but it took decades to taste the success.

John Baird was the one who demonstrated the world’s first working TV set, and later made many attempts at video calling between 1920 and 1930. But it was only in  1956; that Bell Labs were able to roll out their prototype and made the first video call. However, the viable solution was released by AT&T in 90’s, which became popular worldwide with the introduction of the internet. Since then, everything has changed for video technology and its application in various fields, especially for video conferencing. A small meeting room that can chair only 8-10 people can now address twice or thrice its capacity through an LED screen.  

The present-day video conferencing technology makes it possible to keep communications flowing effectively whether the teams are working irrespective of the office or from home. The best video conferencing for business allows users to share their screens, chat via text, exchange files, remotely access one another's desktops, communicate through digital whiteboards, and even broadcast conferences to large groups. Companies small and large can immediately start with video conferencing systems, without the need for complex infrastructure on the premises.

The core idea of the best video conferencing software is to transmit effective communication between two ends.

Step 1: Video Capturing

The videos captured by the camera take the form of quick sequences of images. These images or audio videos are in analog form. The video conferencing software converts them into digital information before the broadcast.

Step 2: Video files compressed and encoded

The digital file is compressed and encoded by the software. Without compression, the video would take up too much bandwidth.

Step 3: Video transmission

The video conferencing system uses internet protocols to send digital files in the form of packets. Remember a low internet bandwidth can slow down video conferencing. 

Step 4: Video reception and decoding

The software decodes and decompresses the digital files it receives. It then converts the video file format from digital to analog.

Step 5: Finetunes the video quality 

Later the video goes through several filters and removes unnecessary echo and hissing sound. It also keeps the video and audio in sync.

There are huge benefits of video conferencing tools, and hardly there would be any sectors left that have not used them. However, there are a few industries that use it more frequently than any other Industry.

• Education sector
• Corporates and the service sector
• Media and entertainment industry
• Health Industry
• Events, Meeting and Conference industry

Many organizations have a hybrid work environment that mixes on-premise workers with remote ones. They may even work with workers split geographically. Video conferencing apps serve as an essential collaboration tool for such teams.

• Telepresence Video Conferencing System: Telepresence conference involves transmitting participants’ presence to a remote location. Telepresence is often deployed in meeting rooms equipped with high-resolution plasma monitors and VoIP phones. A complete telepresence system ranges from $55,000 to half a million. The telepresence video conference setup gives a feeling as if all the correspondents are sitting in the same room and around the same table. 
• Integrated Video Conferencing System: Integrated video conferencing systems are ideal for classroom conferences and boardrooms. The integrated video conferencing system connects multi-office companies through high-quality video and audio. It is usually fixed to a particular conference room. It may cost a bit higher due to equipment maintenance and installation.
• Desktop Video Conferencing System: This can be operated through the video and audio features already present on the laptop or desktop. The video conferencing solution is a simple way to connect a large number of people. The system can be availed in two ways: installing ready-to-use software on your desktop or a hardware codec that doubles as your computer monitor.
• Service-based Video Conferencing System: In this type of conference set up the service is often rendered through a telecom carrier. They take care of all the technicalities involved in it. 
• Mobile/ Cloud-based Video Conferencing System: The cloud-based video conferencing system is recommended for the business, whose team members travel or work out in the field.  The cloud-based conferencing system supporting access to mobile devices allows users to conduct meetings through the mobile network of their tablet or smartphone.

• Overcoming geographical barriers: Video conferencing is unique as it allows overcoming geographical barriers.  It can call or contact any other person, without any restrictions.
• Video calls with several participants:   Video conferencing solutions allow users to communicate with multiple correspondents at the same time. It is different from simple video calling, which is normally one-to-one video communication.
• Saves money and time: Usually, team members have to travel to distant locations to meet clients and discuss projects. With video conferencing, they can reduce travel time and expenses. Even in-office meetings bear the cost in the form of setting up the meeting place. With video conferencing software, the user can save time and money.
• More personal and engaging:  Video conferencing gives a more personal feeling compared to telephonic conversation.  
• More flexibility: The video call gives individuals more flexibility. Even if the person is outside the office, the software gives the flexibility to join meetings through a laptop, smartphone, iPad, or other mobile devices.  
• Higher productivity: The video conferencing software eliminates time and space barriers. The meetings could become much more efficient and shorter.
• Live demonstration:  The video conferencing software is an advantage for those who want to demonstrate something on the screen. The user can show a sample product to a client or show things that one cannot take along with them in a suitcase while traveling to a meeting. The user can even take reviews from team members about the product.
• Mute or Unmute individual participants: The conference modulator can mute and unmute participants as needed. Not just that they can even create a waiting room while preparing for the meeting.
• Reports and Analytics: The software also reflects important metrics like live-meeting highlights, real-time transcription,  and post-meeting summaries.
• Embedded with office tools: Most video conferencing tools have inbuilt support for office tools, which makes chat, task management, and file sharing easy.

• Mobile access
• Meeting lock
• Real-time chat
• User-friendly interface
• Presentation streaming
• Record & playback ability
• Two-way audio & video
• Video conferencing
• Group collaboration
• On-demand webcasting
• Presentation tools
• Screen sharing
• Automatic updates
• Robust security
• Scalable
• Seamless integration
• Meeting recording
• Guest invites
• Dial-in conference line
• Cloud recording
• Note-taking and sharing in real-time
• Risk-based authentication
• Generate Analytic Reports
• Direct Messages
• 24X7 Customer support
• Private meeting rooms
• Virtual background templates
• Split participants into smaller teams

The set up of the video conferencing system involves two steps,

1. Setting up the hardware

2. Installation of video conferencing software

1) Setting up the hardware:

• High-resolution camera: The best quality video calls require a great video conferencing camera system. It is recommended that the user using laptops have a superior quality camera for online conferencing.
• Microphone: The conference participant must see that their microphone is equipped with echo cancellation, automatic noise reduction, and automatic gain control to give meeting room participants the best audio experience. 
• Video display screen/ Computer:  If there are more participants than dual displays or projectors are recommended, but for a limited number of participants, a 4K television would be ideal. Computers or laptops with high configuration and fast processors can also be used as an alternative.
• High internet connectivity: A weak internet connection can result in shoddy audio-video quality. After all the effort one puts behind hardware and software set up, the user may not like to see the online meeting suffering due to loose internet connection.

 2) Setting up Software:

• Research your software thoroughly:  There is an endless list of video conferencing software available in the market. It is essential that users cross-check their requirements and budget with the tools. Users can use video conferencing software reviews to shortlist the tool or visit the website that shows video conferencing software comparison. There is even online conference software that can be accessed straight from the browser.  The online conference software or browser-based system is ideal for those team members who are not allowed to download any software from external sources. It is important that whatever software the user uses, should easily integrate with the hardware.
• Mobile video conferencing app: If the meeting correspondents need on-the-go access via smartphones and tablets, then the user may have to install mobile apps
• Send user guide to team members: Once the user selects the video conference software, the user guide or training video should be shared with the team members to acquaint them with the features.  
• Install the software: The user can install the software and start using it.

• Everything connected on Cloud: The cloud-based video conferencing platform helps to reduce the unnecessary investment done after hardware, infrastructure, and network. The cloud-based video conferencing system sends updates automatically to all connected devices and apps to ensure that the team is running on the latest software version. It allows access to the rich features through a web browser that one uses in their desktop or mobile apps. Some software vendors even support cloud recording which eliminates the need to take notes on the go.  
• Enhanced security features: The latest video conferencing system is focused on enhancing security. It can automatically determine if suspicious behavior is taking place, such as login from an unauthorized device from a remote location. Besides that, the software focuses on security factors like Secure Real-Time Transport Protocol (SRTP) encryption and multiple authentication levels.
• Real-time edit: The video conferencing platform supports real-time workflows through audio, video, and rich screen and content sharing. While few allow editing the recording right within the software.
• Integrating with productivity tools:  Ineffective meetings can quickly add cost to the organization. The current video conferencing tools are focused on increasing meeting productivity. The new video meeting tools support integrations with productivity tools to help their users.
• AR/ VR video conferencing systems:  It is too early to comment on the AR/VR conferencing system, one cannot deny its application.  The tech enthusiasts are seeing a wide application of VR and AR in video conferencing. 

Yes, Video Conferencing systems are secure to use.

The modern-day online conferencing system is equipped with strong security layers.  They come with intrusion-detection systems and fraud analytics, firewalls and session border controllers, vulnerability scans, multiple authentication levels. On top of that, to prevent interceptions, Secure Real-Time Transport Protocol (SRTP) encryption is activated between all endpoints.

Most of the video conferencing tools with basic features are not that expensive, except if the user opts for more advanced features or tools that permit a large number of participants. Video conferencing tools like Hangout Meets may charge users as low as $1.65/month, whereas high-end tools like Ryver, may cost $49 - $149/month.

While the users who want to settle with a medium price range then tools like Lifesize, RingCentral Video, Uberconferences, ClickMeeting, GoToMeeting. Their price may fall between $12 - $25.  Some of these tools may also offer a free trial for a limited period or a free version for a lifetime with limited features.

In case the user wants to test a free version or work on an open-source version then there are plenty of  Free and Open Source Video Conferencing Software that might be quite helpful.  Most video conferencing software list shares common basic features, but still, it is recommended to do in-depth research on functionalities a tool has to offer and how they can help within the organization.

GoodFirms is a top review and rating platform that has been listing IT solutions.  It is a quick and easy way for IT companies to mark their online presence. The website’s user-friendly interface and well-categorized software list allow companies to display their product in the most visible format. It also enables visitors to scan the product on features, ratings, and pricing at ease. The platform places software seekers in a better position to make critical decisions on software selection.  Besides that, the growing list of software vendors can build a strong community to optimize business processes. 

The influence of digital technologies is evident in almost every sector. The meeting room is one of them that is quickly adopting the latest technology like video conferencing solutions in their infrastructure. The video conferencing service is allowing companies to schedule meetings on the go and connect with participants without any boundaries. Do not fail to check the list of the best video conferencing software to automate meeting scheduling and save your precious time.