Conference rooms used to be an important part of every office, but today their function has been mostly transferred to the virtual world. At the same time, remote work and cross-border collaboration are becoming more widely accepted in the world of business, necessitating the use of new communication tools capable of instantly connecting geographically dispersed teams.

There is little need to attend meetings in person when there is a possibility to check in from anywhere using a dedicated software app and have a two-way audio and video channel for exchanging information and discussing various issues in real time.

The importance of virtual video conference software is growing as businesses become more decentralized and more readily welcome team members who are working out-of-office. In response, software developers are stepping up and releasing some very interesting suites that include virtual meeting tools of the latest generation. Businesses would be wise to keep track of the best products from this class and consider switching to a different platform if it offers new and improved functionalities.

You can also check out the guide on How to record Microsoft Teams Meetings to record your team’s meetings easily.

Also read: How to Record Online Meeting? >

What is Virtual Meeting Software?

Virtual meetings are interactive communication sessions between two or more participants who can be located anywhere on Earth, with the internet connection serving as the conduit for the messages. Such meetings typically include multimedia communication, with text messaging augmented by live audio and video streams. Software platforms used for hosting such meetings are versatile collections of tools that facilitate instant exchange of ideas and can be customized to fit the objectives and policies of the company using them. They are typically cloud-based and allow access from different types of devices, including desktop computers, laptops, tablets, and smartphones.

Some of the best virtual meeting software platforms are free to use, but other suites may require a fee to unlock some of the most advanced features or expand meeting over a certain number of participants.

Features to Consider when Choosing Virtual Meeting Software

Since the competition between various virtual meeting platforms is intense and all successful features introduced by one software brand are quickly copied by many others, it may not be easy to recognize which product is superior. That’s why businesses should go through a checklist of key features expected from this type of software and choose the option that meets their expectations most closely.

Here is the list of the essential features that you should find in any respectable virtual meeting software:

• Audio and video conferencing for multiple users
• Live chat with multimedia document sharing capacity
• Calendar with dynamic scheduling options
• Recording function available to some or all participants
• User role and access level controls for the meeting host or administrator
• System of notifications and reminders for meeting participants
• Advanced security and privacy protections
• Cloud storage space for saving important files

Top 10 Virtual Meeting Software Products

Zoom

As the best loom alternative, Zoom represents the golden standard many competitors are trying to reach. This software platform is very user-friendly and forgiving to beginners, and meetings can be joined with a single click. Zoom offers an unmatched combination of usability and sophistication that you have to feel firsthand to truly appreciate.

Essential features:

• The extreme simplicity of hosting or joining a meeting
• Screen sharing is enabled between users logging in from different platforms
• Video meetings in HD quality are available
• Meetings or webinars can be streamed on social media
• Integrates very well with Google Calendar

Main downsides:

• Length of the meetings is limited to 40 minutes without a subscription
• The phenomenon of ‘zoombombing’, with uninvited users accessing meetings to disrupt them

Pricing: free version, Pro plan costs $14.99 per host, more expensive plans are available

User ratings:

• G2: 4.5 (52262 reviews)
• Capterra: 4.6 (13398 reviews)

Zoho Meeting

This is another hugely popular virtual meeting app that has delivered a lot of value for the early adopters. It is well-suited for businesses of any size and supports various types of online activities, from sales meetings to vocational training and webinars. As a part of the wider Zoho business suite, online meeting app is well-supported with complementary tools.

Essential features:

• Very secure platform for hosting online meetings and events
• High-quality audio and video streaming in real time
• The abundance of options for managing access to meetings for individuals
• Users can set up virtual backgrounds
• Includes whiteboard tools for collaborative work in real time

Main downsides:

• Transcription of the meeting content is not available
• Note taking function is relatively basic

Pricing: free version is available, Standard package starts at $1 per month

User ratings:

• G2: 4.5 (888 reviews)
• Capterra: 4.6 (706 reviews)

BigBlueButton

Users looking for a simple and inexpensive alternative to mainstream virtual meeting apps would be wise to check out BigBlueButton. This open-source software was originally conceived as an e-learning tool, but it works quite well in a business context too. It has all the core tools needed for multi-directional communication, packaged in a very user-friendly format.

Essential features:

• Reliable video meetings and live-streaming software
• Meeting hosts can control participation and organize surveys and polls
• Whiteboard and markup tools empower teams to create together
• Meetings can be recorded and saved for later reference

Main downsides:

• Audio can be unclear when multiple people are talking at once
• Backend server installation and administration are relatively complex

Pricing: forever free, open-source server

User ratings:

• G2: 4.1 (23 reviews)
• Capterra: 4.1 (55 reviews)

Webex Meeting

Webex is often overlooked when the best virtual meeting software products are discussed, but this Cisco-made app definitely deserves some attention. This is a powerful and highly scalable solution full of intelligent features that make running a distributed team much easier. It’s fair to say this communication platform can provide a big productivity boost for many businesses.

Essential features:

• Highly interactive virtual conferencing platform for businesses of any size
• Automatic translation for more than 100 languages
• Introduces breakout rooms for smaller discussions within a larger meeting
• Noise removal and audio enhancement for better sound quality
• Anonymous polling and Q&A’s

Main downsides:

• Webex is not the most user-friendly platform in the market
• It can take a lot of bandwidth when hosting company-wide meetings

Pricing: Basic plan is free, paid plans start at $13.5 per user per month

User ratings:

• G2: 4.2 (14376 reviews)
• Capterra: 4.4 (6638 reviews)

Slack

This app has recently burst onto the scene and earned a place among the handful of elite virtual meeting and online collaboration tools. It combines excellent conferencing capabilities with a large number of productivity-oriented features. The adoption is very quick and natural since the interface is accessible even to the most inexperienced users.

Essential features:

• Users can communicate through a live chat, attend audio and video meetings, or share the content of their screen
• Advanced project management and issue management features
• All conversations and shared files are saved and can be readily searched
• Support for integration with a huge number of mainstream software products
• Routine actions can be easily automated

Main drawbacks:

• Messages are deleted after the free trial period ends
• Notifications can sometimes be late to arrive

Pricing: Free version is available, Standard plan costs $6.67 per user, Plus plan costs $12.5 per user

User ratings:

• G2: 4.5 (30772 reviews)
• Capterra: 4.7 (22789 reviews)

Jitsi Meet

The flexibility offered by this open-source video conferencing tool is so great that many organizations prefer it to better-known virtual meeting platforms. Jitsi Meet allows users to create their own conferencing service and organize it in any way they see fit. This freedom is very valuable for companies in many different industries that heavily rely on online communications.

Essential features:

• Apache-based JavaScript application that facilitates customizable online meetings
• End-to-end encryption and very high level of security
• Excellent quality of video and audio is the major strength of this app
• Meeting participants can join via link without opening an account

Main downsides:

• There is no virtual whiteboard feature
• Maximum number of participants in a meeting is 100

Pricing: free trial available, standard service costs $0.07 per hour

User ratings:

• G2: 4.2 (20 reviews)
• Capterra: 4.1 (69 reviews)

BlueJeans

This software aims to be the only virtual workspace an organization needs, and it offers possibilities for conducting many different activities in a better, more decentralized way. In addition to audio and video conferencing, businesses can use BlueJeans for empowering remote teams to collaborate in real time and make shared decisions regardless of their location.

Essential features:

• Available as a mobile or desktop application, as well as through a web browser
• Scheduling or joining an online meeting can be done in seconds
• Users can share their screens or record the entire meeting
• Meeting hosts can manage permissions for attending the meeting

Main downsides:

• There is no functional free version
• Audio and video channel can sometimes be out of sync

Pricing: Standard package costs $9.99 per month, the Pro is priced at $13.99, and Enterprise is $16.60 monthly

User ratings:

• G2: 4.3 (4973 reviews)
• Capterra: 4.3 (593 reviews)

Lifesize

This software may not be as widely known as some other products on this list, but its advanced features can rival any alternative. Teams that embrace Lifesize as their primary virtual meeting solution can be in touch with each other at all times. The realistic quality of video communication makes meetings in cyberspace very familiar and comfortable.

Essential features:

• Cloud-based conferencing system with separate meeting rooms
• This app supports 4K video and service architecture
• Solid collaboration and presentation tools are included
• Support for a large number of global languages

Main downsides:

• Sound quality is not as impressive as video quality
• There is no whiteboard tool in this app

Pricing: Standard package costs $12.5 per month per host, Plus package costs $14.5 monthly

User ratings:

• G2: 4.6 (470 reviews)
• Capterra: 4.4 (85 reviews)

Toasty

Holding virtual meetings with Toasty for the first time can be a revelation – this software is so intuitive that you will instantly feel like you’ve been using it for years. It was designed to enhance interactivity and all the tools it contains are shaped to the needs of modern businesses. Definitely worth trying if you are looking for a viable Zoom alternative.

Essential features:

• Video conferencing tool that allows screen sharing
• Very user-friendly interface that fits well on screens of any size
• Any attendee can invite other people to participate in a meeting
• Breakout rooms allow for focused communication in small groups
• Templates for different types of meetings are provided

Main downsides:

• This software is largely unknown so clients and collaborators may resist using it
• Toasty can sometimes glitch while screen sharing is active

Pricing: Free version is available, Plus version costs $20 per month, Premium version is offered for $50/month

User ratings:

• G2: 4.2 (13 reviews)
• Capterra: N/A

Dialpad Meetings

Widely regarded as one of the best video conferencing and business collaboration tools you can currently find, Dialpad Meetings is a good choice for any company that requires long-distance teamwork. This software was originally known as UberConference, and it brings a similar collection of smart features under the new brand.

Essential features:

• Video conferencing platform with a track record of success
• Calls and meetings in HD quality with crisp audio and screen sharing
• Users can join a meeting via link, without a PIN code
• Built-in AI algorithm performs real life transcription of what is said in a meeting
• Time management tools to keep meetings on schedule

Main downsides:

• Recording the meeting is limited to 45 minutes for free users
• Messages sent in error can’t be deleted

Pricing: Free version available, Business license costs $20

User ratings:

G2: 4.4 (2001 reviews)

Capterra: 4.5 (587 reviews)

Frequently Asked Questions about Virtual Meeting Software

Can I access virtual meeting software from my smartphone?

Each virtual meeting platform has different access points, but in almost every case it’s possible to join a meeting using only your phone. Some software suites have specialized apps for Android and iOS phones, while in other cases it’s possible to tap on a link from a standard web browser.

Is it possible to record video feed and shared screens during a virtual meeting?

Recording video and audio during a conference call is a standard feature of contemporary virtual meeting software. In most cases, it’s possible to record everything you see or hear during a meeting, but it’s necessary to check how exactly the recording function works in the software you are using.

Do all users have to pay for video conferencing software or only those hosting the meeting?

Virtual meeting platforms utilize all kinds of business models, from those that allow free access forever to those that charge per host or per user fee. The most popular apps from this class have free versions available, so smaller organizations can use them without running up a large bill.

Who can join a scheduled virtual meeting?

Meeting hosts can regulate user access and send invitations to people they expect to attend. In turn, users need to click on the invitation link, and in some cases may have to install an app to their digital devices. The host can also decide to lock the meeting for further access after it starts.

Final Words

Thanks to broad choice of excellent video conferencing solutions, modern businesses can operate at full speed even if a lot of their members are not physically in the office. Zoom may be the best-known platform of this kind, but it’s certainly not the only one worth trying. Some organizations may be attracted to leaner and more flexible open-source tools, while other businesses could prefer software products released by high-profile developers. Either way, it won’t be hard to find a tool that connects and unites the team regardless of where each member is located.