How to choose the correct video conferencing software

Need to choose new video conferencing software? Here’s how to pick the right option for your business.

The technological world today is changing, with new advancements and developments coming out daily, such as video conferencing. Video conferencing is leading the way in how companies are communicating with employees, clients, and stakeholders.

Video conferencing software are conferencing services that involve visual connections between two or more people who live in separate locations for communication.

Video conferencing API provides the transmission of static images between two places. It also ensures transmission of full video images and high-quality audio between multiple locations, through desktop video conferencing. 

As more people are working remotely, video conferencing is helping teams collaborate in ways that teleconferencing can’t match. With video conferencing, you can see physical gestures, facials expressions, and have the ability to share screens and files. 

How video conferencing works

Video conferencing processes are split into two parts: transfer and compression. During compression, a person’s webcam and microphone will capture analog AV input.

Data and information collected in the form of continuous waves of frequencies and amplitudes represent captured colors, sounds, brightness, shades, and depth. During the phase for transferring, digitally compressed data is sent through the digital network to the receiving computer. 

What is video conferencing?

Video conferencing describes online meetings that take place over the internet by connecting through a video conferencing app in meeting rooms with personal devices like laptops or smartphones with webcams. 

It’s essential to choose the right video conference service for your business. Here are some things you should keep in mind when you are searching for video conferencing services for your business

The number of participants

When looking for software for conferencing, keep in mind the number of participants that might regularly be sitting in on your meetings. Some services let you connect a certain amount of participants for free before you need to upgrade to a plan. 

Video feeds

Numerous video conferencing services advertise that their meetings can host hundreds of participants at one time, but typically they limit the number of video streams.

Before choosing a service,  you need to find out if the service limits feed, and make sure that the quality of the video is excellent.

Ease of use

You don’t want to be stuck with a conferencing software with a confusing user interface. The software should be easy to use for all participants to keep them engaged. 

Types of meetings

Depending on the services, you can launch different types of rooms, where you can hold separate meetings. What kind of sessions are you planning on hosting?

Open-ended meetings where people are giving their feedback, or a lecture or presentation where participants are muted? Having an idea of the sessions, you will typically host virtually will help you find the best service to accommodate your needs. 

Mobile experiences

Video conferencing is about connecting people remotely, and you can do that through mobile devices. Try video conferencing services on a tablet and smartphone to make sure participants will have a positive experience on these devices, as well.


It is helpful to save the highlights of a meeting to use at a later date. Video conferencing has recording capabilities that help with going back and reviewing a conference or meeting if needed.  When choosing software, pay close attention to the space available for storing recordings.

Screen sharing

The ability to screen share keeps participants engaged in the meeting, and makes meetings or conferences much more interactive. Especially, if you need to show or explain more delicate points of a presentation, it is beneficial to show remote employees to access certain documents, screen sharing helps you do it more effectively with video conferencing.

Application integration

Numerous video conferencing software allows you to integrate a third-party application, such as Microsoft PowerPoint. Being able to join software can help with presenting during your meeting or conference.

When selecting a video conferencing software, consider what application you would like to use with your conferencing systems, such as calendars, or email clients. Some video conferencing software provides plugins to connect to your email and calendar on Google.

Customer support

Don’t overlook how excellent the customer service is with the video conferencing software. You can call the customer service lines of the technology you are considering to get an idea of how they treat their clients.

When there are any issues with your video conferencing software, you want to make sure you are receiving the best customer service. 

The required components of video conferencing technology

The workings of a video conferencing technology include:

  • Network for data transfer that typically uses high-speed broadband internet, which uses technology like voice over internet protocol (VoIP). 
  • Two or more video cameras, webcam or smartphones that provide video input
  • Two or more microphones either located on an individual device or device that provides audio input
  • Computer screen, monitor, television, or projector that can broadcast video output
  • Laptop speakers, headphones, or professional speakers that can use the audio output
  • Acoustic echo cancellation (AEC) software which helps with reducing audio delays and supports real-time streaming

How can video conferencing help you?

Video conferencing can help your business increase productivity amongst employees, improve communication, and increase interactions with employees, colleagues, and clients. 

Video conferencing will have a tremendous effect on how people will communicate with one another moving forward. New technology will continue to enhance the video conferencing software as it becomes a more integral part of how companies operate their business.