How to Choose the Best Video Conferencing Solution for Your Business in 2024

With so many choices out there, selecting a video conferencing platform can quickly start to feel like a wild goose chase.

Work from home skyrocketed these past few years, only adding to many other benefits of virtual collaboration over in-person meetings.

The dozens of video conferencing software solutions available today leave companies with the difficult task of figuring out which is best for their teams, budget, and industry.

In this article, we discuss some of the most popular video conferencing tools, how they work, and their pros and cons to help you decide which one to choose for your business.

How to compare video conferencing platforms

Different businesses have different needs. So as with any other system, the best video communication tool is the one that works for you. 

That’s why, the first step to selecting a video conferencing solution is to determine your requirements.

Here are the most important aspects that can influence your choice (we’ve previously written about how to compare video calling platforms for small businesses here):

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1. Costs

All companies work within a budget. That is a good place to start shortlisting your options.

Most video conferencing software typically charge a monthly price per seat (user) so you’ll need to determine how many users will be using the platform and how often.

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2. Video conferencing use cases

Many business tools today (Slack, for example), provide audio and video calling features. But if your needs go beyond the occasional ‘quick huddle’, make sure you pick a solution that can scale and adjust to your particular use cases.

Companies that have high requirements in terms of video conferencing include, among others: consulting, online education and training, recruiting, customer meetings, Sales cold calling, live translation, and mediation.

Broadcast meetings like webinars or meetups also require robust capabilities, especially in terms of participant capacity and roles.

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3. Ease of adoption

Tools built purposefully for large organizations can have a lot of complexity. When software requires extensive time for installation, integrations, or team training, your cost of onboarding and ownership will be higher than just a monthly subscription.

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4. Security 

Information and data safety is important for any business, but it can be critical in sectors such as finance, healthcare, and any other industries dealing with sensitive or confidential information.

Make sure the provider you select has all the appropriate security mechanisms in place - whether it be HIPAA compliance, PCI DSS, GDPR, and so on.

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5. Customer support 

Issues cannot always be prevented so having good customer support from your provider is key, particularly if you commit to a year-long contract.

This being said, let’s dive in.

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Popular video-conferencing software compared

1. Zoom

Best for: team meetings, webinars, recruitment interviews

Zoom almost became synonymous with remote work during the 2020 pandemic and is one of the most widely used video conferencing platforms today.

Zoom users need the Zoom desktop or mobile app to conduct a meeting, although participants have the option to join a session from a web browser.

Meetings can be scheduled in advance from the Zoom app or a user’s account on the Zoom website. Hosts can also start an instant meeting and invite participants by sharing a meeting link.

Participants join using the meeting link and may be required to enter a meeting ID or dial-in number for audio-only access.

Zoom integrates with most calendar applications like Google Calendar and Microsoft Outlook, as well as with productivity tools, CRM systems, and other types of business software.

Hosts can record meetings and save them in the Zoom cloud or locally on their devices.

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Zoom Pros:

A popular choice, Zoom boasts a number of benefits, such as:

Ease of use

Since Zoom is one of the best-known video conferencing platforms, many users (hosts and guests) are familiar with how to use it. Zoom also has a straightforward interface for scheduling meetings.

Versatility

Zoom can accommodate any type of meeting, from one-on-one sessions to large meetings with up to 1,000+ participants. This makes it suitable for webinars, courses, and online conferences. 

Free plan

Though limited, the free plan allows you to test the platform's capabilities before signing up for a paid contract.

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Zoom Cons:

Some disadvantages of Zoom are:

It can get expensive

Plans for the most advanced Zoom capabilities (high meeting capacity, appointment scheduler, or cloud storage) can easily become expensive. 

Zoom users typically use it in combination with scheduling software like Calendly and CRM systems like Hubspot, which adds to the company's technology costs.

Learning curve

As Zoom grew over the past years, it also added more complexity, and the most advanced functionalities require time and research to set up.

Security concerns

Zoom has been in the spotlight for security concerns regarding end-to-end encryption and data privacy, among others. Most have been addressed, but you can get a better idea here. 

2. GoTo (Meeting)

Best for: client meetings, product demos, virtual classrooms, webinars

GoTo Meeting has been around even longer than Zoom, albeit under a different name (you may remember it as LogMeIn) for a while.

GoTo also has a desktop and a mobile app, allowing users to schedule meetings in advance or start instant meetings.

Participants can join using the meeting link or by entering the meeting ID or name on the GoTo website.

GoTo is the mother company of several product lines which include, among others, GoTo Meeting, GoTo Webinar (for virtual events), and GoTo Training (virtual training platform).

GoTo Meeting integrates with calendar apps, productivity tools, ticketing systems, CRM, and more.

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GoTo Pros:

User friendly

GoTo Meeting is simple and intuitive to use for non-technical users.

Diversified product line

Catering to different verticals, GoTo makes it easy to select the most relevant functionality for your business (whether it’s training, video conferencing, support, etc) and avoid paying for unnecessary features.

Cloud storage

Unlike Zoom, GoTo does not have a limit to its cloud storage capacity.

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GoTo Cons:

The biggest inconvenience of GoTo is, by far, its price.

Unlike most software in its category, GoTo does not provide a free plan, making it more expensive to get started for small businesses and individuals.

In addition, advanced features such as file management, are only available in higher-tier plans.

Having distinct product lines for different use cases also means that companies needing several products (for example meetings and webinars) end up paying more than with competing products. 

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3. Google Meet

Best for: team meetings, job interviews, community events, virtual classrooms 

Launched just a few years back, Google Meet quietly but quickly stole the show. Designed with Google users in mind, Google Meet is truly a baseline for video meeting software.

To schedule or start a meeting, users must have a Google (Gmail) account. However, individuals who do not use Google services can join a call on Meet subject to the host allowing them to participate.

Google Meet can be used in any web browser, although a mobile app is available for both Android and iOS devices. 

It can also be accessed from Gmail and Google Calendar, allowing users to start meetings with one click.

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Google Meet Pros:

Easy to use

For anyone familiar with Google's product line, Meet is extremely easy to use and is stripped down of complex features and lengthy setups.

Integrated with Google Workspace

Meet is seamlessly integrated with very popular services like Google Calendar, Gmail, Docs, Sheets, and Slides.

Web-based 

Google Meet can be used from any browser, with no need to create accounts or install software.

Generous time limits 

Meetings on Google Meet are not time-limited for one-to-one calls, and sessions with up to 100 participants can last up to 60 minutes at no cost.

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Google Meet Cons:

As more of a ‘minimalistic’ video conferencing option, Google Meet does have some disadvantages, particularly for large organizations.

Basic functionality 

Google Meet lacks some of the advanced features and controls found in other video conferencing tools. These include for example, no waiting room, limited screen sharing, limited display of meeting participants, and more.

Advanced features are paid

Many of the more advanced features, such as recording, administrative controls, storage, or meeting capacity of up to 1000 participants, are only available with a Google Workspace or Google One Premium paid plan.

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4. Microsoft Teams

Best for: team collaboration, customer support, training sessions

Microsoft Teams offers a range of video conferencing plans for individual and business users. Plans for personal use include a free tier.

To use Microsoft Teams, users need a Microsoft account. This makes it suitable for many organizations that already use the Microsoft suite of products.

Hosts can schedule or start instant meetings from the Teams app, from their online account, or directly from Outlook.

Participants can join by clicking the meeting link or by dialing in for audio participation.

Teams integrates with other Microsoft 365 applications such as Outlook, SharePoint, OneDrive, and Microsoft Office apps.

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Microsoft Teams Pros:

Team collaboration

Because Microsoft Teams integrates with the full Microsoft suite of services used by many businesses, it acts as a comprehensive tool for team collaboration. Users can combine video calling with messaging, attachment sharing, and real-time collaboration on files.

Scalability

Teams is suitable for large organizations, supporting meetings of up to 30 hours and for 300 participants.

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Microsoft Teams Cons:

Complexity

For new users in particular, the range of features and integrations can easily become overwhelming, and setting up can require a lot of time.

Limited to the Microsoft ecosystem

Microsoft Teams is best suited for organizations that are already using Microsoft 365 and can leverage the true benefits of the integration with other apps.

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5. Cisco Webex

Best for: team meetings, webinars, virtual conferences, online training and support

Though less popular than many alternatives, Webex is reportedly used by some of the largest organizations in the world.

To use the system, users need to sign up for a Cisco Webex account. Plans include a free tier but advanced features are only available in premium plans and sometimes only via paid add-ons.

Webex meetings can be held via web browser, although desktop and mobile apps are also available. Hosts can schedule meetings in advance or start instant meetings and send guests a meeting link where they can join.

Webex also supports VoIP calling, which means users can call into a meeting from their computer or phone.

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Webex Pros:

Comprehensive features

Webex provides many advanced features for video conferencing and also has dedicated plans for webinars and online events.

Security

Cisco Webex holds a good reputation for security.

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Webex Cons:

High price relative to value

Although Webex is comparable to competitors like Zoom or Microsoft Teams in terms of pricing, some of its features are more limited - for example lower participant capacity, lower meeting duration, etc.

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6. Consolto

Best for: sales meetings, consulting, scheduling, customer support, customer management

Consolto simplifies customer meeting operations by bringing video conferencing, live chat, scheduling, customer relationship management, and more in one place.

Compared to other video conferencing platforms, Consolto does not require software download or installation. Instead, users can schedule and conduct live meetings straight from their website. 

Consolto acts as a plug-and-play system that seamlessly integrates into any website.

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Here is how it differentiates from other video conferencing solutions.

1. Conduct video calls on your website

With Consolto, carry out customer meetings, consulting sessions, product demos, or customer service calls straight from your website.

There is no need to log in to third-party platforms or install additional software.

2. Allow anyone to start a meeting

With Consolto, you can let your customers and partners initiate video calls with the click of just one button. You can read more here.

3. One tool for all customer interactions

Consolto replaces the complex suite of video conferencing, scheduling, live chat, payment, and CRM software with one single tool.

4. Universal meeting link

If you don't have a website or prefer not to use it for customer conversations, Consolto enables you to build your very own landing page.

Consolto ClickNTalk pages take only minutes to set up and allow clients to start video calls or book appointments with you anytime and from anywhere.

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Consolto also integrates with Google Calendar, CRM and CMS systems, file management and payment systems, and other business software.  

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Consolto Pros:

Here are the benefits of using Consolto over other video conferencing solutions:

Cost-effectiveness

As an all-in-one platform for meetings, appointment booking, customer relationship management, invoicing, and more, Consolto reduces the need for separate systems and thus your technology costs.

Ease of use

It only takes a few minutes to add Consolto to your website on any device (computer, tablet, or phone). Learn more about our supported platforms here.

Industry-grade compliance and security

Consolto works at industry-leading security standards and is compliant with HIPAA standards.

If you want to see Consolto in action, sign up for a free trial here. 

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Summary

Summing up, selecting a video conferencing solution for your business should feel less challenging once you’ve outlined your requirements.

If your goal is to decrease technological complexity in your business or get more bang for your technology spending, consider a solution like Consolto.

Consolto amplifies your existing customer communication channels (i.e. your website) and eliminates the need for separate solutions for appointment scheduling, chat, or CRM. You can get started with Consolto here.

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