Over the years, businesses have had to adapt to major shifts, from the rise of mobile apps to the emergence of AI. One of the biggest changes recently has been how global teams communicate. While face-to-face meetings still have their place, the rise of business communication tools has made virtual meetings a daily norm for many teams.
Choosing the right video conferencing software is crucial. Your business relies on employees staying connected and collaborating seamlessly. After testing some of the most popular video conferencing apps, I’ve narrowed it down to the top 8 for various needs. I’ve also broken down what makes each platform stand out, shared the pros and cons, and highlighted the must-have features your team will need in 2025—no matter which software you decide to go with.
Key takeaways
An essential tool for modern teams, video conferencing platforms bring many benefits to businesses including cost savings, enhanced productivity, and improved collaboration.
Platforms like Zoom, Google Meet, and Lark offer different approaches to video conferencing each with their own standout features.
The essential tools for your video conferencing app should include screen sharing, real-time transcription, virtual backgrounds, and AI-powered features.
How we evaluate and test software
We take a thorough and hands-on approach to ensure our recommendations are reliable, practical, and tailored to real-world use. Here's a breakdown of our process:
Hands-on testing
We personally install, configure, and use each software on multiple devices, including desktops, laptops, and mobile devices. This helps us understand usability across platforms and ensures we experience the software the same way you would.Key criteria
Each tool is evaluated based on specific criteria, including:Performance: Video/audio quality, speed, and reliability.
Usability: Interface intuitiveness, ease of setup, and customization options.
Features: Core functionalities (e.g., screen sharing, recording) and any standout or innovative tools.
Security: Compliance with data privacy standards like HIPAA, GDPR, and PCI, along with encryption and authentication measures.
Customer support: Availability, response times, and the quality of support across multiple channels.
Real-world scenarios
We simulate real-world use cases to see how the software performs in everyday situations. For example, we test video conferencing tools in different team settings, collaboration features with shared documents, and security protocols during file sharing.Comparison & value
Software is compared side-by-side, considering pricing structures, included features, and overall value. We also factor in flexibility, such as available discounts or mix-and-match plans, to ensure the solution fits a variety of needs and budgets.User perspective
Finally, we approach each tool from the perspective of its target users. To do this, we’ve read through positive and negative reviews on G2, Capterra, the Apple App Store, and the Google Play Store. This helps us recommend software that truly meets the needs of its audience.
Our evaluation process ensures that every recommendation is based on real testing, with a focus on what matters most to users: performance, practicality, and value.
Benefits of video conferencing software
Given that the global video conferencing market is expected to grow to 60.17 billion by 2032, it's clear that the industry is growing, which means there's more and more value for businesses. Here are the core benefits if your team is still handling everything through face-to-face meetings, emails, and phone calls:
Cost savings
Reduces the need for business travel, resulting in substantial cost savings.
Enables real-time interactions regardless of location, cutting down logistical expenses.
Enhanced productivity
Facilitates quick and efficient meetings, saving time.
Streamlines communication, allowing teams to focus on tasks without delays.
Improved collaboration
Tools like screen sharing and document sharing foster better teamwork and idea exchange.
Recording capabilities allow users to revisit meetings and ensure no critical information is missed.
Increased employee engagement
Creates a more interactive meeting experience, promoting engagement.
Helps remote employees feel connected, addressing challenges in remote work scenarios.
Essential for modern businesses
Strengthens communication, collaboration, and efficiency, making it a vital tool for today’s workplace.
Key features your team needs during virtual meetings
These are the must-have features when considering any video conferencing platform. Consider these as non-negotiables when researching the tools and functions a platform provides:
Presentation and collaboration
Screen sharing: Enables participants to follow presentations in real-time.
Recording: Allows teams to revisit discussions and share with absent participants.
Real-time transcription: Helps users focus on discussions instead of taking notes.
User experience
Ease of use: User-friendly platforms ensure everyone can navigate and use the software effectively.
Customizable virtual backgrounds and filters: Enhance professionalism and privacy during meetings.
Noise cancellation: Helps your team hear what speakers are saying during the meeting.
Accessibility and inclusivity
Real-time translation: Supports multiple languages, making meetings more inclusive.
Advanced features
AI-powered tools: Tools like Meeting Owl provide meeting insights, whereas AI in tools like Lark can auto-generate action items based on what's said during the meeting.
8 best video conferencing software for every need
In the global video conferencing market, having the right tool can make all the difference. Here’s a quick glance at the best tools and what they’re ideal for:
Best overall all-in-one platform: Lark
Best for feature-rich experience: Zoom
Best for Google Workspace integration: Google Meet
Best for Microsoft 365 users: Microsoft Teams
Best for high-quality video and security: Cisco Webex Meetings
Best for hybrid online meetings: Meeting Owl
Best for usability: Dialpad
Best for small to medium businesses (SMBs): GoTo Meeting
Lark - Best overall platform
Lark is a powerful all-in-one super app that includes all the collaboration and communication tools you need in one platform, including fully integrated web conferencing software called Lark Meetings.
From secure one-on-one audio calls to video conferences with thousands of participants, Lark Meetings ensures smooth and efficient communication. The ability to schedule, initiate, and join meetings directly in chats or the app itself adds to its convenience. Additionally, features like virtual backgrounds, avatars, and touch-up filters enhance your team's video experience, making it one of the best video conferencing apps available in 2025.
And that's not all, with its native instant messaging, project management, CRM, and performance management tools all in one place, your team doesn't need to switch between third-party apps which could help you save up to $25,200 in costs. Whether you need to co-edit documents, set OKRs, manage data, or create AI automations for workflows, Lark does everything, and a little more.
Availability:
Desktop, mobile, tablet, and web access
Pros:
State-of-the art audio and video call features including breakout rooms, live co-editing, whiteboards, and more
Live transcriptions which you can translate into one of eighteen languages
AI-generated meeting minutes and action items based on what's said during calls
Initiate video calls from chats you're having with colleagues in groups, documents, and other locations
Integrates with third-party calendars such as Google Calendar
Seamless integration with the Lark ecosystem means you don't need to switch between third-party apps to talk with your team
Cons:
Video conferencing is only available on Lark's paid plan
Price:
Free plan includes 11 products and is available for up to 20 users
Paid plans start at $12 per user per month
Rating:
Apple App Store: 4.9/5
Google Play Store: 4.2/5
G2: 4.5/5
Zoom - Best for a feature-rich experience
Zoom is widely recognized for its reliability and ease of use, making it an ideal platform for both large video calls and quick chats.
Source: zoom.us
Zoom packs a ton of features into its platform, from collaboration tools and video recording to seamless integration with Google Calendar, which automatically adds meetings to your schedule—making it easier to stay on top of your work. Plus, the AI-driven features that generate answers from meeting transcripts are a game-changer for improving efficiency.
That said, the free plan does come with a time limit, which can be a bit of a challenge if you have longer meetings. In addition, compared to some alternatives, it lacks essential collaboration features. Still, despite these minor drawbacks, Zoom continues to be a top choice for remote workers and hybrid educators because of its robust communication and collaboration tools.
Availability:
Desktop, mobile, tablets, Android TVs, and web access
Pros:
Popular amongst teams for its reliability and ease of use
Lots of resources available on YouTube for newcomers
Integrates with Google Calendar
Cons:
Time limits on the free plan
Overwhelming number of features for some
Price:
Free plan available for 1 user
Pro plan starts at $13.33 per user per month
Rating:
Apple App Store: 4.6/5
Google Play Store: 4.2/5
G2: 4.6/5
Google Meet - Best for Google Workspace Integration
Google Meet is the go-to platform for Google Workspace users, providing seamless collaboration within the suite.
Source: meet.google.com
Google Meet's deep integration with Google Workspace apps enhances the user experience, making it ideal for teams already utilizing these tools. Integrations with Zoho Bookings and Jotform allow for automatic scheduling and meeting management, streamlining administrative tasks.
However, compared to other platforms, Google Meet may lack some advanced features. The requirement of a Google Workspace subscription can also be a limitation for those not already using Google’s services. Despite these cons, Google Meet’s user-friendly interface and seamless integration make it a strong recommendation for Google Workspace users.
Availability:
Desktop, mobile, tablet, Android TVs, and web access
Pros:
Seamless integration with Google Workspace means your team can access all Google's core products with ease
User-friendly interface makes initiating features like breakout rooms simple
Cons:
Limited features compared to competitors
Requires Google Workspace subscription
Price:
Free version available for anyone with a Google account but with limited features
Paid plans start at $4 (Google Workspace subscription)
Rating:
Apple App Store: 4.8/5
Google Play Store: 4.5/5
G2: 4.6/5
Microsoft Teams - Best for Microsoft 365 users
While the news of Skype retiring was sad for us all, we're pleased that Microsoft still offers us video conferencing through its workspace collaboration platform Microsoft Teams.
Source: techrepublic.com
With excellent video quality and support for large calls, Teams is effective for various meeting sizes. The platform’s advanced collaboration features, including whiteboards, meeting notes, and chat functionalities, significantly enhance team productivity.
However, new users may find the platform complex due to its extensive features. Despite this drawback, Microsoft Teams remains a top choice for comprehensive collaboration in business settings.
Availability:
Desktop, mobile, tablet, and web access
Pros:
Integrates with Microsoft 365 so you can use all of Microsoft's core products
Robust collaboration features including team chat features like instant messaging
Cons:
Can be complex for new users
Requires Microsoft Outlook subscription
Price:
No free plan for businesses unless you already have a Microsoft 365 plan
Paid plans start at $4 per user per month
Rating:
Apple App Store: 4.8/5
Google Play Store: 4.6/5
G2: 4.4/5
Cisco Webex Meetings - Best for high-quality video and security
Cisco Webex Meetings is known for its excellent video quality, making it suitable for enterprises that prioritize high-quality video during their meetings.
Source: webex.com
The platform features automatic noise removal, significantly improving audio quality during calls. With advanced encryption and multilayer security, Cisco Webex Meetings ensures that user interactions are safeguarded.
The strong combination of video quality and robust security measures makes Cisco Webex Meetings an ideal choice for enterprises focused on both aspects. However, it can be more expensive than some competitors, and the setup process may be complex for new users. Despite these challenges, the platform’s security and quality make it a standout choice for high-stakes meetings.
Availability:
Desktop, mobile, tablet, and web access
Pros:
Some of the highest audio and video quality in the industry
Advanced encryptions and security keep your one on one conversations and group chats secure
Cons:
More expensive than some competitors
Complex setup for new virtual meeting users
Price:
Free plan available for unlimited 40 minute meetings
Paid plans start at $144 per user per year.
Rating:
Apple App Store: 4.6/5
Google Play Store: 4.5/5
G2: 4.5/5
Meeting Owl - Best for hybrid meetings
Meeting Owl offers an innovative approach to hybrid meetings with its 360-degree camera that captures all participants in a room, enhancing interaction and ensuring everyone is seen and heard.
Source: oise.utoronto.ca
The intelligent auto-tracking technology focuses on the speaker, ensuring that remote participants can engage naturally, as if they were in the same room. For larger meeting spaces, connecting two Meeting Owls extends both audio and video coverage.
However, the higher initial cost can be a drawback for some businesses, and there is a learning curve to use the device optimally. Despite these challenges, Meeting Owl’s unique features make it an excellent choice for hybrid meetings, significantly improving the experience for remote participants.
Availability:
Desktop, mobile, and tablet
Pros:
360-degree camera creates immersive video conferencing
Intelligent auto-tracking with remote desktop control available
Top quality hardware for offices with meeting rooms
Cons:
Lacks collaboration software for instant messaging, calendars, and more.
If participants mostly join remotely from multiple locations the hardware may prove ineffective
Price:
No free plan
Hardware costs start at $1049
Rating:
Apple App Store: 5/5
Google Play Store: 2.5/5
G2: Unavailable
Dialpad - Best for Usability
Dialpad is designed with usability in mind, providing an intuitive interface that makes it accessible for all users, even those new to video conferencing.
Source: dialpad.com
Its user-friendly design ensures that navigating the platform is straightforward, allowing teams to focus on their meetings rather than struggling with the technology.
However, while the platform excels in usability, it may lack some of the advanced features found in other video conferencing tools. Additionally, it might not be the best choice for very large meetings. Despite these limitations, Dialpad is an excellent option for teams looking for a straightforward and effective video conferencing solution.
Availability:
Desktop, mobile, tablet, and web access
Pros:
Intuitive interface
AI-powered features
Cons:
Limited features while video conferencing
May not be suitable for larger meetings
Price:
No free plan
Paid plans start at $15 per user per month
Rating:
Apple App Store: 4.6/5
Google Play Store: 4.3/5
G2: 4.4/5
GoTo Meeting - Best for small teams needing simple features
GoTo Meeting is designed to be user-friendly, which is crucial for small teams.
Source: goto.com
The video conferencing platform allows for HD video conferencing, enriching the meeting experience and making it easier to connect with remote team members. Additionally, features like recording meetings and transcription help keep track of discussions and action items.
While the platform is highly accessible, the limited free version may not meet the needs of all businesses, and it may lack some advanced features compared to competitors. However, by integrating well with other GoTo products, GoTo Meeting provides SMBs with a cohesive toolset for secure video meetings.
Availability:
Desktop, mobile, tablet, and web access
Pros:
User-friendly
HD video conferencing
Cons:
Limited free version
Basic features compared to competitors
Price:
No free plan
Paid plans start at $12 per meeting organizer per month
Rating:
Apple App Store: 4.8/5
Google Play Store: 4.8/5
G2: 4.2/5
How to choose the best video conferencing software
Assess what your business needs
Consider factors like the number of participants you regularly host and the frequency of meetings. Whether it’s a small team meeting or a large-scale conference, understanding these variables will help narrow down your options.
Prioritize audio and video quality
Look for video conferencing platforms that offer HD video and crystal-clear audio to avoid frustrating technical issues that could disrupt your meetings. Clear visuals and sound ensure more productive discussions and reduce misunderstandings.
Check for reliable customer support
Issues can arise at any time, so reliable customer support is a must. Opt for a platform that offers 24/7 support or at least fast-response times to ensure you're not left stranded during important calls.
Focus on security features
Security should be a top priority, especially when handling sensitive information. Look for tools that offer data encryption, two-factor authentication, and other security measures to protect your meetings and ensure your data stays safe.
Evaluate recording and sharing capabilities
Having the ability to record meetings and easily share content afterward can improve collaboration and ensure everyone stays on the same page. Consider platforms that offer automatic recording and straightforward sharing options.
Read reviews and recommendations
Finally, always check user reviews and recommendations before committing from sites like G2 or Capterra. Hearing directly from other businesses can help you gauge system performance, reliability, and any potential drawbacks you might not have considered.
Frequently asked questions
What is the best video conferencing platform for overall use?
Zoom is synonymous with video meetings, but for overall use, we recommend Lark. It has pretty much all the same features as Zoom but with a host of collaboration features such as instant messaging, document creation, calendar management, project management, and more. However, the best tool for you will depend on your needs and we recommend you give each tool a try using their free plans.
What are the most important features to look for in video conferencing software?
Look for video conferencing software that allows you to record meetings, share your screen, and translate real-time transcriptions. These are all tools you'll likely need in different work scenarios.
Are there any free video conferencing platform options?
Zoom, Google Meet, and Microsoft Teams all have free versions you can use. However, with limitations in terms of how many minutes you can have per call, it's unlikely either can meet a business's needs. For this reason, we recommend purchasing a plan from a top-tier video conferencing platform so you get all the basics and more without limitations.
Conclusion
Holding a video conference isn’t just about turning on your camera and talking. It’s about getting your message across clearly, really listening to others, and collaborating with everyone involved. To make that happen, you need a platform built for virtual meetings that offers features designed to make remote communication and teamwork feel seamless.
Now, what works for you may not work for another team. For example, if you’re looking to consolidate all your tools into one easy platform while still getting top-notch video quality, Lark or Google Workspace is your best bet. But if you’re happy with your existing tech setup and simply need a tool for meetings, then Zoom is a tried-and-true option that’s hard to beat. And if you’re more focused on finding the right hardware for your meetings, Meeting Owl is exactly what you need.
Ultimately, we can’t make the decision for you, but we do recommend taking advantage of free trials and plans to really test out the software before committing financially. This way, you can be sure you’re getting the perfect fit for your needs.
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