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Like It or Not, Online Meetings Are Here to Stay. Choosing the Best Virtual Meeting Platform in 2023

December 29, 2022

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Do you need to teach online courses, organize team meetings or business video conferences where everyone is actively involved? Online meetings have become an indispensable part of the workflow of modern businesses, organizations, and even educational institutions. And although they play an important role in a team’s continuity of work and internal communication, online meetings still pose a challenge to the productivity and efficiency of the remote workforce.

In this article, you will learn which are the most popular video conferencing tools, tips for using them, and what are their pros and cons, to help you find the best solution for your team.

Why Are Online Meetings Necessary?

If you’re an employee or the leader of a corporate team in 2022, you have probably already attended at least a few meetings that were held 100% online. More and more companies are using this method to bring together teams from different corners of the world, thus also broadening the pool of candidates from which they can select, so they can bring in new people and talent. As the adoption of hybrid or remote working continues to grow, so does the number of remote employees. From job interviews to getting to know the team to onboarding sessions and any other type of team meetings, all these interactions are being conducted virtually.

Digital tools have become elemental to team collaboration. More and more businesses are realizing that they can use video conferencing applications to bridge the gap caused by physical distance and improve performance and collaboration. From real-time brainstorming to accessing body language and facial reactions, online meetings have become a solid alternative to face-to-face meetings, and this trend is expected to continue in 2023. 

The Most Popular Apps for Online Meetings

To join an online meeting, all you need is a Wi-Fi connection, a device with a camera, whether a phone or laptop, and a profile on a trusted app. From reliable audio and video playback to intuitive settings, screen layout options, live captioning, and full control for meeting hosts, let’s take a look at what the most popular online meeting tools are and what you can expect from them.

Microsoft Teams

Microsoft Teams is a web conferencing and messaging software developed by Microsoft, designed for professional and business communities. Microsoft Teams offers the following benefits for online meetings:

— The ability to show your screen to other users

— The option to turn a group chat into a one-button videoconference

— The option to invite anyone in the company to a call, chat, or video conference

Zoom

Zoom is another popular business video conferencing solution. Zoom offers free personal profiles, as well as paid accounts for corporate clients. The benefits of a Zoom session for business users:

— Meetings involving up to 300 participants at the same time

— Various ways to display the audience on screen

— Real-time messaging 

— Control settings for the event host

Google Meet

Google Meet is an app you can access for free with a Gmail account, but you can also access it for a price through the Google Workspace plans. With a personal account, you can hold meetings lasting up to an hour, for up to 100 participants, with screen sharing options, virtual backgrounds, chat, and live transcripts of discussions. If you access Google Meet as a Workspace user, you can take advantage of many other features: 

— Meetings without time limits

— Hand raising option to take over the discussion or ask questions

— Option to record meetings

— Background noise reduction options

— Option to broadcast live to up to 10,000 followers

— Question and answer sessions or polls, and many other options

— Direct connection to applications such as Gmail, Chat, or Calendar.

Slack

Slack could be the best solution for most companies, due to its user-friendly design, intuitive nature, and multi-device compatibility. Slack offers strong security and enterprise-grade data protection. It’s also compliant with regulatory requirements like FINRA, HIPAA, and FedRAMP. The benefits of Slack for business users include:

— Conversation histories

— High level of customization

— Easy file sharing

— Top integrations (Integrations are available with Zoom, Google Drive, Asana, Monday.com, Dropbox, Outlook Calendar, and Zendesk).

Main Benefits and Drawbacks of Virtual Meetings

Virtual meetings kept many teams connected during the pandemic. As companies and employees make the transition to hybrid systems, they need to ensure that every meeting brings all participants together in one engaging experience, and provides everyone with the same opportunities to collaborate.

Pros of organizing online meetings.

Firstly, virtual meetings are cost-effective and time-efficient, as colleagues in different locations or time zones can connect at the same time. Online meetings usually tend to have higher attendance rates than physical meetings and there are space constraints. They can be more environmentally friendly than physical meetings, as they are ideal for interaction, note-taking, and information sharing

While virtual meetings can definitely have a positive impact on a team’s productivity, there are also some drawbacks, as anyone who has ever attended one knows.

Cons of Online Meetings.

A virtual meeting does not create the same kind of connection between participants as a physical meeting. They can also be less effective due to slow Internet connections or faulty equipment.

Sometimes, online meetings are more difficult to manage for users connecting from mobile phones, which can lead to a potential slight decrease in productivity.