Top 10 Features to Look for in Online Meeting Software

It is unequivocal that online meeting software has emerged as one of the most critical tools for industries learning institutions and individuals in the modern world. As discussed in the previous paragraph, the contemporary market is filled with numerous platforms, and thus, selecting an appropriate platform is a challenging task. The proper program of video conferences can improve communication and work without a doubt. Here we have outlined the ten features that can help you navigate through the features of the online meeting tools and make the right choice.

1. User-Friendly Interface

Web conferencing software usability is of vital importance and constitutes an elementary requirement for such software. The platform must be easily accessible to the users so that the people offering to attend and the people hosting the meetings encounter no issues. One of the biggest benefits of using Intuitive design is that it makes it easy for all the participants to be able to use the software upon the implementation thus avoiding a tendency of some of the participants to take longer time mastering the software.

"The usability of any device, especially in designing a user interface involves the use of nice buttons which are easily understandable, the design layout of the device should not be too complicated, and the most important areas should be easily accessible. For instance, it is convenient to time an appointment in a couple of clicks or use the ‘push to talk’ and ‘push to mute’ features when discussing with teammates. In simpler words, more time is spent interacting with the application rather than spending considerable time addressing issues related to the interface and how to operate it" says, Mark McShane, Digital PR Agency Owner of Cupid PR

2. High-Quality Audio and Video

While effective communication during online meetings, it is mandatory to have high sound and video quality. Derek Bruce, Director of the Mental Health First Aid Course says, "First of all, it is recommended to look for software with a high-definition video stream and clear audio with minimal interruption or delays. Other options such as noise suppression and echo elimination can also be used to improve the meeting experience so that people focused on the discussion can hear and see each other with comfort."

You would be surprised how surely good and bad sound and picture mixes can result in confusion and annoyance. Make sure that the data transfer speed of the selected platform is high enough to support multiple participants at the same time but without degradation in the image and sound quality. Also, the software must be able to change according to the availability of an internet connection so that the program may give each participant the best connection that they have.

3. Screen Sharing and Collaboration Tools

"Monitor sharing is another usefulness when making presentations, succession, or demonstrating something to someone. Instant screen sharing is another feature that helps another participant to be up to date with what the presenter is doing" says, Adam Crossling, Marketing & New Business Director at zenzero. Further, communication tools like whiteboards, annotations, quick document sharing, and feedback improve participation and engagement during meetings.

For example, you can use a whiteboard in a brainstorming activity where participants write their ideas and make sketches on it. Contents of the annotations can be projected to shared screens to be used during points of presentation. Such tools help convey intricate ideas and ensure that everybody remains equally informed.

4. Recording and Playback

Recording meetings is very useful in the future in case you want to note some recommendations, use it as training material for other employees, or investigate someone’s ineptitude. Consider the one that lets you record meetings and has a playback function without having to download additional software. This feature is particularly useful to allow those participants who could not attend the meeting to be informed on what transpired in the meeting, or those who do not wish to take notes but want to be reminded of meeting highlights later on.

Our expert, Prerna Jain, Owner of Canberra Bond Cleaning, "Recorded meetings are quite effective for such kinds of meetings as training sessions since such sessions can then be referred to as a source when orienting new employees. Check if it enables ease in storing and sharing recorded sessions in an appropriate platform or medium. Some also have an array of features that include transcription where certain sections of the meeting can be searched easily as well as reviewed."

5. Integration with Other Tools

"While selecting an online meeting platform you should also consider the compatibility of this tool with the other tools and software in your workplace as integration with the other tools and software can greatly increase the value of this tool. When selecting the best software to use, one should also consider how well it can interface with your calendar applications, mail clients, project management tools, and other programs that you use most often" says, Sam Hodgson, Head of Editorial at ISA.co.uk. This integration makes things easier as it helps reduce the number of steps involved in completing a task as well as avoiding having to rely on different applications.

For instance, it symbolizes compatibility with Google Calendar or Microsoft Outlook to arrange and attend meetings through the calendar interface. Using integrations such as Zapier, one can link such apps as Trello, Asana, and others to tally with the project management apps. These integrations help in strictly organizing the work and meetings that you have.

6. Security and Privacy Features

According to Timothy Allen, Director at Oberheiden P.C., "One potential drawback of using online meeting software is the presence of security and privacy issues. Make sure that the platform has integrated end-to-end encryption protection for every message, reliable login methods, and strong privacy measures. Other characteristics like the passwords for the meetings, waiting rooms, and locking of the participant’s access make it possible to keep secrets and to bar people who do not have to be in it."

In the current world experiencing increased instances of working from home, it is vital to protect such vital business data. Search for programs that are compatible with and have acknowledgement of standard procedures in their functioning like GDPR, HIPAA, etc. It also requires periodic security updates concluding with security parameters and visible organizations' privacy policies to uphold trust and security parameters.

7. Customization Options

"You can adjust the basic meeting settings to make it more or less similar to a typical meeting. You should consider using a service that provides the ability to set up meetings via various parameters such as layouts, logos, etc., and permissions for the participants" says, Holly Cooper, Marketing Manager at LUCAS PRODUCTS & SERVICES. She adds, "Since different people have different needs and expectations when using an app, the option of selecting various features can improve engagement and guarantee that all the needs of the target audience are met"

For instance, getting access to branding your company logo and colors for the interface of the meeting can prove helpful for brand image. Some of the customizable areas include rearrangement of the meeting layouts where some may allow you to reset priorities in a meeting and some may include content feeds such as videos or shared screens. All these options increase the flexibility and operation of the platform for the user.

8. Mobile Accessibility

Participants are now mobile and hence the functions that allow the use of smartphones and tablets to access meetings are important. Ensure that you select software that has readily available, optimized mobile applications that do not limit roles by preventing participants from meeting on the move. Mobile access guarantees that all members of the particular team can be connected for communication without necessarily being in one room.

All the functionalities that a good application provides on the desktop should also be available on the mobile version such as screen share, chat, and file share. Meeting reminders and updates are also very relevant in pull and push notifications to avoid a situation when some of the participants forget about certain meetings. Having meeting accessibility on the mobile sets a high level of comfort and allows one to attend meetings irrespective of location.

9. Scalability

To sum up, there are many things to consider about online meeting software, but one of the most important ones is that, as your organization begins to expand, the programs that you utilize should also be able to expand. Identify a platform that is scalable to cater to many users and participants in a meeting without these features affecting overall performance. Scalability helps the application to stay functional and credible, regardless of the changes that occur over time.

For example, the platform should function equally well with hundreds of participants using it for a large webinar or town hall meeting as well as work well for 2-10 people in a teleconference call. Other valuable features include the possibility of choosing more or fewer tiers in pricing, including plans and specifying what changes are expected from the users when they switch from free to paid or paid to another tier. Scalability essentially means that the software is capable of handling the organization’s needs when it grows.

10. Customer Support

Good customer support is important in tackling technical matters as well as in making the end user’s experience a good one. Select software that provides help services that include real-time chat, email, and phone assistance services provided were. These expectations mainly relate to how fast you get help when you need it, and whether this help is provided by knowledgeable staff.

Select providers who provide information in the form of frequently asked question sections, online help, and tutorials. The availability of a functional, efficient, and active customer support service that can help to solve any problems during very important meetings such as these is indeed important. Friendly customer support means that you can use the online meeting software expeditiously and they solve any issue that hinders this process.

Conclusion

Selecting the optimal solution for online meetings is important if the organization wants to improve the ways of interaction, cooperation, and performance. When choosing the one, it is possible to pay attention to factors like interface, sound and video quality, the ability to share a screen, and record a meeting, compatibility with other applications, safety, opportunities for customization, mobile accessibility, and possibilities to scale; also, customer support is crucial. Selecting appropriate software for communication makes the meetings to be meaningful, constructive, and fun for all the parties involved. With the right tools, you get to work to improve the communication of your team and get a better result in your remote and hybrid environments.