There are many different kinds of video meeting platforms available today that can improve virtual meetings and increase participant engagement and interaction. Choosing the right platform and becoming practiced and proficient with their use can ensure great results for virtual meetings. Matching the tools and technologies to meeting objectives is the first step. Video meetings are most useful for sharing information with participants in real time. Software applications include tools for: presentations, webinars, chat, screen & document sharing and more.
Note that LITA offers free access to Zoom for committees and interest group meetings. Zoom is our recommended tool for online meetings and conference calls.
Skype
Recommendation: Best used as a text, phone, and video chat client
Cost: Skype is free for video & instant messaging | Platforms: Windows, macOS, iOS, Android | MS Office Support: Microsoft 365 support or Outlook Plugin| Meeting Scheduling: Share a link to group call | Record Meetings: No | Audio Support: Use any existing Lync-compatible phones or other audio devices.
User Experience Pros & Cons:
+ Free for video and instant messaging for up to 25 people
– Not a fully-fledged VoIP system
– Skype Microsoft Office supported only with Home & Office 365 or Outlook Plugin
– Changing video feed in live call has to be done in the pop up box
Skype for Business (formerly Microsoft Lync)
Recommendation: Best used as a text, phone, and video chat client
Cost: Skype for Business is included in many institutional subscriptions to MS Office Suite | Platforms: Windows, macOS, iOS, Android | MS Office Support: Business Essentials/Premium | Meeting Scheduling: Skype for Business Integrated into Outlook | Record Meetings: Capture audio, video, IM, screen sharing | Audio Support: Use any existing Lync-compatible phones or other audio devices.
User Experience Pros & Cons:
+ Close integration with MS Office
+ Skype for Business subscription is not needed for all parties in group, just facilitator
+ Low user per month cost
– Not a fully-fledged VoIP system
– Skype for Business Office 365 Business Essentials and Premium only
– Changing video feed in live call has to be done in the pop up box in both apps
Skype for Business has close integration with MS Office. Anyone who has used the consumer version of Skype will feel right at home with Skype for Business. As a replacement for Microsoft’s Lync, the videoconferencing application is pitched at Office 365 users. Being able to jump onto a video call with colleagues from within Outlook makes the whole experience seamless. As a meeting tool it offers the ability to use a digital whiteboard and also access standard Microsoft Office documents. And if you need enterprise-level SharePoint and Exchange support, this is readily available.
WebEx
Recommendation: Best used for hosting webinars, online presentations
Cost: Monthly subscription plan starting at $19 Platforms: Windows, macOS, iOS, Android | MS Office Support: Screen-share with meeting attendees | Meeting Scheduling: Integrated into Outlook | Record Meetings: Record whole meeting including content shared | Audio Support: VoIP and HD Voice (wideband audio) supported in Meeting Centre
User Experience Pros & Cons:
+ Easily scales as your needs expand; meetings, webinars, training events, etc.
+ Secure login
+ File sharing & interactive chat capability
– Pricey when you need to add multiple users; tiered pricing plans: https://www.webex.com/pricing/
– Free version has a two-person limit
– Not compatible for hosting on Chromebooks, but users can attend on them.
– Institutions with IT restrictions may run into issues as users cannot install their own software or add-ins
As one of the leaders in videoconferencing, WebEx is aimed at larger businesses even though it has a free plan that enables just two people to connect for free. The WebEx Meeting Centre is infinitely more useful, as you can set up personalized videoconferencing rooms. Ease of use is comparable to several other ‘full suite webinar’ type of products, like Adobe Connect. Facilitators need a subscription; attendees do not need an account. Users can be required to register for attendance, which helps with tracking for larger groups.
The application offers VoIP audio and integration with MS Outlook on Windows or Mac platforms. If you are new to videoconferencing and VoIP for that matter, beginning with WebEx and then graduating to WebEx Meetings, and subsequently onto WebEx Meeting Centre is a logical progression.
Join.me
Recommendation: Best used for free unlimited audio conferencing due to ease of use
Cost: Monthly subscription plans starting at $18 Platforms: Windows, macOS, iOS, Android | MS Office Support: Office documents | Meeting Scheduling: Use Google Calendar, Outlook or Office 365 | Record Meetings: Only with Pro/Business versions | Audio Support: Voice Over Internet Protocol (VoIP) free for any user.
User Experience Pros & Cons:
+ Works with Slack, HipChat, and Trello
+ No plugins to download for conference attendees
+ Free limited to 10 participants
– Monthly subscription fee: Pro ($18) and Business ($25); annual payment may offer discount for some institutions
– Better scheduling and calendar features are needed; for example if the organizer is away, meetings cannot happen, unless the organizer adds another person and assigns facilitator role.
– No keyboard mapping for non-English keyboards
All of the latest videoconferencing applications strive to remove any technical hurdles that might trip up the user. Not having to install apps or plugins, or remember dial-in codes and phone numbers is what makes Join.me a powerful and effective way to get into videoconferencing for the first time.
You can try the system out with ten other people for free before opting for a premium service. It’s also the ability to share documents (including Evernote) that makes this offering a very practical way into video conferencing for smaller businesses in particular. The Pro subscription allows 50 participants, 10 video feeds, unlimited audio, customization, recording, screen sharing, and a meeting scheduler for Outlook or Google Calendar. The Business subscription allows 250 participants and Salesforce integration. Many integrations including Chrome, Outlook, Office 365, Trello, Slack, GSuite, Hubspot, etc.
Google Hangouts
Recommendation: Best used for those with a GSuite subscription
Cost: Free for up to 10 users; prices vary for more users |Platforms: Windows, macOS, iOS, Android | MS Office Support: Plugin to schedule meetings and join Hangouts video calls from Microsoft Outlook | Meeting Scheduling: Use Google Calendar or Gmail, Outlook or Hangouts desktop or mobile device app, or web browser | Record Meetings: Enable hangouts “On Air” | Audio Support: Voice Over Internet Protocol (VoIP) free for any user.
User Experience Pros & Cons:
+ Video, chat, audio and screen sharing easy to use if familiar with Google Suite
+ Users do not need an individual account
– Bandwidth needy; users need fast internet speeds for reliable streaming
– Functions on most Internet browsers but works best in Chrome
Zoom
Recommendation: Best used for groups of 300 participants or less; LITA’s recommended tool for committee and interest group meetings
Cost: Free for LITA committees and interest groups | Platforms: Windows, macOS, iOS, Android | MS Office Support: Plugin available | Meeting Scheduling: Integrated scheduling gives multiple options | Record Meetings: Local recording allows you to record meeting video and audio locally on your computer or Shared Drive with uploading capabilities | Audio Support: Voice Over Internet Protocol (VoIP) free for any user.
User Experience Pros & Cons:
+ Good video, audio, and screen-sharing quality
+ Co-annotation and whiteboarding
+ Integration with Slack and other tools
– Not ideal for big groups or presentations beyond 300 participants
Adobe Connect
Recommendation: Best used for instruction and webinars.
Cost: Free trial |Platforms: Windows, Mac OS, iOS, Android | MS Office Support: Microsoft Lync Add-in | Meeting Scheduling: Microsoft Lync Add-in enables scheduling for anyone who has access to your network | Record Meetings: Recording enabled | Audio Support: Voice Over Internet Protocol (VoIP) free for any user.
+ Unlimited and customizable meeting rooms; webinar, screen-sharing and polling capabilities
+ Users do not have to sign up for an account to use since it’s browser-based
Google Meet
Recommendation: Best used for integration with Chromebox for Meetings
Cost: Basic Plan: $5/mo; Business Plan: $10 month; Enterprise Plan: Contact Google for pricing |Platforms: Windows, Mac OS, G Suite App for iOs, Android | MS Office Support: Outlook 2003, 2007, 2010 & 2013 plug-in | Meeting Scheduling: Set up a meeting and share a link | Record Meetings: Recording enabled | Audio Support: Dial-in phone numbers for every meeting with an Enterprise subscription only; G Suite Basic & Business requires audio participation via a computer or mobile app.
+ Included with GSuite monthly plan
+ In addition to virtual meeting capabilities, Meet allows virtual training, webinars, remote interviews and screen sharing
+ GSuite Enterprise Plan allows for 30 people in a meeting with no time limit
– A Hangouts Meet meeting can only be initiated by someone who is part of an organization that is subscribed to G Suite
– Dial-in phone numbers for every meeting with an Enterprise subscription only; G Suite Basic & Business requires audio participation via a computer or mobile app.
– Every participant must be individually admitted to a meeting.
Hangouts Meet is better suited to an internal audience or a familiar audience — mainly due to the “camera on” default and the ability for any participant to start presenting their screen at any time.
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