Video conferencing is a communication system that enables users to organize personal video calls and group conferences. When team members are geographically dispersed, technologies enable real-time interactive exchange of audio and video data among participants. Communication becomes more convenient and efficient thanks to a wide range of features, including collaboration tools such as presentations, screen sharing, and annotations.

In today's fast-paced world, video conferencing has become one of the most important tools that helps businesses reach new prospects, meet new partners, and close profitable deals despite long distances and different time zones. This is because video-based communication elevates formal conversations by providing face-to-face contact and allowing participants to read each other's body language. Additionally, online conferences enable companies to boost the productivity of remote workflows and expand business activities beyond their domestic country.

On the Participant's Side

The required peripherals are connected to each participant's device (whether it’s a computer, smartphone, or even a Smart TV): these include a camera, a microphone, and speakers or headphones to play back the received sound. Video and audio data are captured and digitized either directly by the connected peripherals or at the device level.

On the Server Side

The video conferencing server acts as a central hub for processing data from client applications. Depending on the architecture employed (such as SVC or MCU), the system processes the data in a specific manner and, when required, merges it into a finalized video layout.

The media streams are then transmitted back to each participant, allowing them to see and hear the other interlocutors. Alongside receiving and sending media data, the server continuously processes auxiliary signals: information about user statuses, notifications about the start of a call or conference, and data on the quality of participants' communication.

Video communication is a virtual conversation involving two or more participants, who can hear, see, and speak to each other in real time using video-enabled devices such as desktops and mobiles. In the business world, a growing number of companies globally are leveraging online meetings to strengthen connections with partners, customers, and suppliers, while maintaining seamless remote collaboration processes in today’s hybrid work environment.

Which video conferencing platform is right for your business? The answer generally depends on your organization’s unique requirements and needs. While personal communication is not demanding and doesn’t require complicated setups, enterprise customers are usually looking at more advanced features, such as 4K resolution, large-scale meetings, integration with conference room systems, reports and monitoring, etc.

When choosing the best video conferencing software it is important to note that cloud-based video conferencing systems largely depend on an Internet connection and third-party security measures, creating vulnerabilities for enterprises adopting the technology. Privacy-conscious orgs usually opt in for self-hosted collaboration platforms that operate totally offline in your LAN/VPN network to ensure that all communications, meeting recordings and personal data stay within your company network under your supervision.

Here is an overview of the best video conferencing software with a breakdown of features our customers care about the most.

Zoom

Zoom is a cloud-based video conferencing platform that allows individuals and organizations to conduct virtual meetings, webinars, and collaborative sessions. It supports audio and video conferencing, live chats, screen sharing, and other communication features. Zoom is known for its ease of use, high-quality audio/video, and cross-platform compatibility, being available on Windows, macOS, Linux, iOS, and Android, as well as via web browsers.

Zoom provides free high-quality video conferencing for up to 40 minutes per group meeting. With a Zoom Pro plan for $14.99 per month, you can host unlimited conferences with up to 100 participants (can be increased up to 1,000 with Large Meetings add-on which costs approximately $600 per year). The Pro plan also adds more features, such as cloud recording and streaming. A more expensive Business plan enables recording transcripts, company branding, single sign-on, and other enterprise features.

Key features include virtual backgrounds, breakout rooms for splitting larger meetings into smaller groups, and the ability to record sessions. Despite facing security concerns in the past, Zoom has implemented several security measures, such as end-to-end encryption, meeting passwords, and waiting rooms. It's widely used for business meetings and online education.

Google Meet (Hangouts)

Google Meet is a secure video conferencing solution developed by Google. It's built for both business and personal use and is widely recognized for its integration with Google's suite of products like Gmail and Google Calendar. As part of the Google Workspace platform, it allows users to easily join meetings via shared links without the need for additional software, as it operates directly in modern web browsers and through mobile apps available on iOS and Android.

With Google Meet, users can host and join online web meetings for free. However, there are some limitations you should be aware of when using the free version. You cannot hold a meeting for more than 1 hour a day, while the number of participants is limited to 100.

Google Meet allows free access to many useful tools such as desktop sharing, gallery view, and many others. However, some essential features, such as meeting recording, “hand raise” function, and breakout rooms are only available in paid plans.

Skype for Business

Skype for Business was a professional enterprise-grade communications platform developed by Microsoft, which offered features such as instant messaging, video conferencing, and voice calls. It was designed to integrate with Microsoft Office applications and provide a seamless communication experience in a corporate environment.

Skype For Business provides video conferencing for up to 250 participants, call recording, and anonymous polls. Some other Skype features worth mentioning are:

Integration with Outlook and other Microsoft apps.

Shared workspace. Meeting participants can not only discuss the project, but also collaborate on documents and follow workflow progress. Up to 6 participants on screen.

Host controls: if a presenter suddenly forgets to turn off the microphone or someone breaks the rules, the organizer can quickly fix it.

Security. Skype features enhanced protection against hacker attacks.

As of July 31, 2021, Microsoft stopped operating Skype for Business Online, redirecting its users to Microsoft Teams, which now is the primary communications platform for businesses within the Microsoft ecosystem. Skype for Business Server, the on-premises version, is still available with a specific expiration date for extended support.

Jitsi

Jitsi Meet is an open source WebRTC engine demo developed by 8X8 Inc. It provides free video meetings available from your browser. It is known for its flexibility and privacy-focused features. The main components of Jitsi include Jitsi Meet, Jitsi Videobridge, and Jitsi Desktop (formerly known as Jitsi SIP Communicator).

Jitsi does not provide desktop client apps, only mobile users can join a meeting from Jitsi app. Jitsi allows only 75 participants per meeting, which makes it a controversial choice for large-scale conferences.

If you're setting Jitsi on your server, you may require custom development and installation of additional software, which raises the need to hire an IT specialist. Finally, Jitsi may not be a good choice if you have an unstable Internet connection: it’s very demanding regarding system requirements and bandwidth.

Microsoft Teams

Microsoft Teams is a cloud-based unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage, and application integration. It is integrated into the Microsoft 365 suite of applications and is designed to help teams collaborate in a modern and efficient way. With Microsoft Teams, you can host meetings for up to 300 users.

With its deep integration with other Microsoft services like SharePoint, OneNote, and Office, Teams offers a comprehensive toolset for teams to communicate, collaborate, and streamline their workflows in one shared workspace.

Microsoft Teams platform may have certain disadvantages, including confusing file structure and limited security options. Teams works best when fully integrated with other Microsoft services, which can be less ideal for users or organizations that rely on a diverse set of non-Microsoft tools.

Webex

Cisco's Webex stands out as a solution crafted specifically for corporate virtual meetings and interactive online sessions. With a rich array of features including high-quality video calls, effortless sharing of screens and files, customizable virtual backgrounds, and a collaborative digital whiteboard, Webex meets all your remote gatherings needs

Webex seamlessly integrates with widely-used productivity suites like Microsoft Office, Google Workspace, and Salesforce, enhancing its adaptability across diverse business environments. Plus, Webex offers tailored solutions to address specific requirements such as training sessions, customer support, interactive Q&A; sessions, real-time polling, and dynamic breakout discussions.

An outstanding feature of Webex is its robust security measures, encompassing end-to-end encryption and compliance with international security standards, ensuring the protection of confidential communications.

Although Webex boasts a comprehensive interface, new users may require some time to acclimate, particularly if they are accustomed to simpler platforms. Additionally, the free version's limitations often prompt users to upgrade to a subscription for full functionality. Furthermore, individuals with older hardware may experience resource strain when using Webex.

Nevertheless, Webex remains a dependable choice for professional-grade video conferencing needs, providing a secure and seamless platform for corporate communication.

BlueJeans

Verizon's BlueJeans presents itself as a high-quality cloud-based video conferencing service tailored specifically for enterprise and business requirements. Its primary aim is to facilitate seamless collaboration and communication across various platforms. Users can effortlessly participate in multi-party video calls using their desktops, mobile devices, or room systems. BlueJeans places a strong emphasis on simplicity and adaptability, seamlessly integrating with a variety of third-party hardware and software solutions such as Microsoft Teams, Slack, and Office 365.

BlueJeans offers features, including top-notch video quality, content sharing, customizable virtual backgrounds, robust meeting recording capabilities, comprehensive analytics, and live streaming options for events. Security is a top priority, with the implementation of encryption protocols and secure meeting controls. Notably, BlueJeans distinguishes itself by incorporating Dolby Voice audio technology, ensuring crystal-clear sound with minimal background noise. Moreover, hosts have access to moderation tools to manage participant permissions and ensure smooth meeting proceedings.

Despite its notable strengths, some users, particularly those from smaller businesses, might perceive BlueJeans' pricing as relatively steep compared to other alternatives. Although user-friendly, the platform's interface and feature set may not rival the depth offered by larger competitors. Nevertheless, BlueJeans remains a reliable choice for those seeking a dependable video conferencing solution, with a strong focus on superior audio quality and cross-platform compatibility.

Lifesize

Lifesize represents a sophisticated video conferencing platform aimed at enhancing enterprise and business communications through the fusion of cutting-edge hardware and cloud-based software solutions. Emphasizing security, it employs end-to-end encryption to safeguard the privacy of video meetings across various modes, including one-on-one calls, large group meetings, and webinars. Lifesize's distinguished reputation for delivering exceptional video and audio quality is supported by its range of conference room systems and compatibility with 4K video resolution.

The platform seamlessly integrates with diverse business tools such as Microsoft Teams, Outlook, and Slack, among others, facilitating productivity and collaboration. Lifesize offers a comprehensive suite of features, including meeting recording, live streaming, real-time analytics, calendar integration, and an intuitive interface designed to streamline meeting management and participation.

A notable aspect of Lifesize is its provision of dedicated hardware that complements its software, ensuring a consistent and controlled video conferencing environment. However, the investment required for Lifesize's hardware and software solutions may pose a challenge for organizations mindful of budget constraints, particularly when compared to software-only alternatives. Although Lifesize enjoys widespread adoption in the enterprise market, its uptake by smaller companies may be impeded by the initial costs associated with establishing a complete ecosystem.

In 2020, video conferencing apps experienced an unprecedented surge in downloads due to the COVID-19 pandemic. According to Transparency Market Research, the market is expected to grow from $6.1 billion in 2019 to $11.56 billion by the end of 2027. What are the main growth drivers of the video conferencing market?

The Rise of Remote Working

An increasing number of companies tend to switch to remote work and online collaboration. This trend has persisted for a number of years, however, it has certainly become mainstream due to the far-reaching implications of COVID-19.

Many businesses have to adopt video conferencing solutions in effort to maintain their efficiency amidst travel restrictions and quarantine. In many ways, recent events have made it quite clear that effective video collaboration tools are critical for the proper performance of any organization.

Ease of Use and No Downloads

Video conferencing software should be easy to adopt and use by non-experienced IT users. It should be simple to start or join a video meeting, invite meeting participants or manage your conference from any device.

It is also important to allow users to connect from their browsers without installing any apps. This opportunity was opened up by the development of WebRTC technologies facilitating in-browser communication.

From Meeting to Huddle Rooms and Workplaces

Users no longer want video communication confined to conference halls and meeting rooms. Instead, online meetings have evolved into an everyday communication tool used in workplaces: you can join large video meetings, share content, record conferences, and exchange messages—all directly from your own PC.

These changes have been made possible by the widespread adoption of SVC (Scalable Video Coding) architecture, enabling organizations to host thousands of conferences on standard servers. Besides, the technology has made it easier and less costly for businesses to connect new users.

Security and Reliability of Your Meeting Solution

Meeting solutions must be capable of functioning under varying network conditions or low bandwidth to ensure a consistent video conferencing experience. This is crucial for users working from home in areas with limited internet bandwidth.

Is the solution safe?

As mentioned above, confidentiality is paramount when hosting corporate video conferences. Attackers must be prevented from accessing data, even during transmission. That is why TrueConf Server implements several levels of security simultaneously.

How reliable is the platform?

If you have an important business meeting or a product presentation for a client, it’s essential to choose a reliable solution. TrueConf supports SVC (Scalable Video Coding) technology, enabling the video conferencing server to seamlessly adjust the optimal video quality, resolution, and frame rate according to the available bandwidth of the communication channel.

Is it easy to manage the solution?

The video conferencing platform must include convenient administration and management, as well as detailed analytics. Thanks to the rapid deployment within your corporate network and its easy administration, you can start conferences in 15 minutes without wasting time on additional settings.

Market Recognition

The Gartner® Magic Quadrant™ is an annual research report in the technology sector, providing essential insights for selecting the right video conferencing solution. TrueConf is a standout developer, recognized and highlighted by leading analytical agencies such as Gartner, IDC, and Frost & Sullivan.