Video Conferencing Software
Published October 26th, 2016 by

Things to Consider in Selecting a Video Conferencing Tool

Things to Consider in Selecting a Video Conferencing Tool

The beauty of online video conferencing tools reaches many organizations and companies. It makes connecting with clients and business partners all around the globe a lot easier and convenient. Users are able to communicate with people face-to-face just like as if they are in the same place. Video conferencing has been a staple program among many businesses because of the advantage it gives. However, video conferencing is not always going to work best without considering a few important benchmarks. Choosing the right solution and considering your needs is highly important when implementing a video conferencing program.

Like any other platforms of technology that you integrate with your business’ networks, video conferencing software must be chosen meticulously according to your current system. What solution fits your budget? What solution can improve communication and increase productivity in your firm? There are tons of important factors to consider before purchasing one. If you are a wise manager, you know that making an investment is something that does not need to be rushed, careful study and detailed planning are highly important. Here are helpful tips for choosing the best online video conferencing tool that fits your needs.

The Number of Participants

When choosing a solution to purchase, the first thing you need to take into consideration is the number of users. You might be conferencing with one participant or you might also do a conference with two or more people. Considering the number of participants is essential because it determines the type of video conferencing tool you would purchase. If you are after a video conference with multiple participants, choose a solution that is capable of picking up sound from larger rooms and capturing a wider angle to make every participant visible during the conference. Moreover, it is also important to consider if you will be conferencing with another party at a time or will you be connecting with several parties from different locations.

Network Support

See to it that your current system can support the software you are planning to purchase. If you find it hard to look for the one that fits your existing system, you may have to upgrade it. You also need to consider your internet bandwidth. Some solutions require faster connection to run the program smoothly. Having a video conference may also affect the current traffic within your local internet connection, thus, investing in additional bandwidth is necessary so as not to interrupt other existing infrastructures. According to the article 5 Steps to Choosing a Video Conferencing Solution –, in order to use additional technologies such as Quality of Service (QoS), you need to add or update your existing devices in your network. QoS is used to support online video conferencing tools.

Usage Estimation

User’s requirement is another important factor to consider when choosing the right software. Users pertain to your customers, staff and management. Find out how employees and customers hold meetings and know the numbers of participants in each session. Also, consider the average length of conferences.  Some meetings can be planned in advance, and that gives you a hindsight of how long a meeting will last. In addition, you need to find out whether video conferences and meetings are recorded or not. Knowing these things will give you a rough idea on what tool to choose. The fact that employees and clients use different systems, it would be best to choose a tool that allows multiple operations.

Device Compatibility

Make sure the video conferencing system you are going to purchase can support a good variety of endpoints. Clients and business partners may be using different operating systems with their computers or mobile devices, thus, you need to make sure participants will be able to connect with the video conference seamlessly. To help you choose the right solution, read this online video conferencing tool reviews, and check whether or not certain tools support multiple endpoints. Video conferencing allows you to communicate all around the globe, but this would not be possible if you choose a tool that is unable to support other systems.

Playback Requirement

Instances happen where you missed some information during a meeting or you need to review it. Hence why a playback feature is necessary when choosing a video conferencing solution. Employees and customers may find meetings and conferences helpful for future reference. This is where the availability of a video conference recording comes in handy. As a manager, you know that taking down notes and relying on it as a primary reference is never enough. Therefore, investing in a tool that would help you and your company obtain accurate information about meetings conducted is a no-brainer.

Those are some tips to selecting the best online video conferencing tool that fits your business. You can, of course, add some more that are not mentioned above so long as it aims for a better solution selection.

Questions to Ask Before Purchasing

As an addition to the guideline discussed above, here are some of the basic questions from the study 7 Questions to Ask Before Choosing a Video Conferencing Solution –, which you need to ask prior to purchasing the tool.

  1. Does the tool give a total solution?

As a wise manager, you must see to it that the tool you are going to purchase is going to give you the right solutions. Vendors must be able to deploy a total solution that will support whatever device and endpoints a company, its partners and clients need. A total solution includes three key elements:

  • Ability to handle scheduling, monitoring, software updates and reporting.
  • Ability to control network bandwidth and enables access and supporting features like a unified dialing plan.
  • Firewall retraction to allow remote communication with remote participants.
  1. Can the tool deliver HD capabilities?

Everybody wants an HD quality, whether that’s a movie, game, television and or other video graphics. But unfortunately, not every video conferencing software vendors is able to satisfy their customers with their own definition of HD. Find a tool with an HD system that is engineered appropriately and the one with the best resolution according to the call’s speed. Having a poor video resolution is not good especially if you are going to have important meetings or interviews.

  1. Can the tool support any business setting?

The video conferencing tool you should be buying is something that will make communications feel as if you are talking in front of someone no matter the distance you actually have in between. The tool is what makes this possible. Moreover, the tool should also be able to support multiple endpoints so as not to interrupt other participants who are going to join the video conference. You need to keep in mind that clients have different types of operating systems and features on their devices, and thus, choosing a tool that would support all device systems is a must.

  1. Will it integrate with other brands?

Business partners and other clients may use other equipment with another brand. Seek a tool that is able to integrate with other brands. You may standardize your company with a certain brand when it comes to video conferencing, but it is inevitable for you to meet clients and organizations that use another brand. Other vendors require users to pay additional fees in order for the tool to integrate with other equipment. You need to avoid those brands. You may look for online video conferencing tool reviews to help you choose the one that will help you reach people regardless of the brand they are using.

  1. Will the tool be easy to implement?

A lot of video conferencing applications are too complex and difficult for non-technical users to operate. Solutions that are highly technical can be difficult to adapt to your workforce and may also require some time for training. To avoid the hassle, choose the solution that promotes a user-friendly interface. Doing this will give you the benefit of faster program implementation and training cost reduction to have a smooth video conference interminably.

Now that you’ve got your questions ready, you should also take into consideration the needs of your company. Regardless of the tool you choose, it is undeniable that video conferencing is an effective way of connecting with colleagues, interact with customers and keep up with business partners. You also have the benefit of saving time and cost by reducing the need for travel and increase workforce productivity. These are all possible when you choose the right tool.


Video conferencing has become one of the most in-demand solutions in terms of communication.  This demand has also resulted in the birth of a handful of video conferencing products. The development of multiple tools has also left people with endless options, making it difficult for them to choose the one to purchase. Selecting the right tool can be a daunting task. The overwhelming choice of vendors alone can be one of the main factors that make it hard to choose. However, through careful planning and screening, you will be able to pick the right one.

Seeking for the right online video conferencing program to purchase? Check out the list of the best online video conferencing tools from

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