Video conferencing has become a central element of effective communication for businesses with remote or hybrid teams. The choice of a suitable video conferencing vendor affects meeting quality, security, user experience, and overall collaboration efficiency.
This guide helps business leaders, IT decision-makers, and communication managers understand the key factors in selecting video conferencing vendors. It covers essential features, evaluation methods, and vendor comparisons to support informed decision-making.
With many options available, having a clear overview prevents costly mistakes and ensures investment in a platform that supports business goals.
How we evaluate and test video conferencing vendors
Evaluating video conferencing vendors involves assessing both technical capabilities and usability, ensuring the solution fits operational demands. The key evaluation criteria include:
Performance and reliability: Testing platforms for stable connections, clear video and audio quality across different network conditions, and low latency to maintain smooth communication.
Security and compliance: Reviewing encryption protocols and adherence to data privacy standards such as GDPR and HIPAA to protect sensitive information.
Feature set: Examining available collaboration tools including screen sharing, breakout rooms, live transcription, recording, and compatibility with other business applications.
User experience: Assessing the platform’s intuitiveness to cater to users with varying technical skills, reducing training efforts and accelerating adoption.
Pricing structure: Analyzing transparency in pricing, scalability of plans, and potential hidden costs to ensure alignment with business budgets.
Customer support: Considering the availability and quality of vendor support services, which are vital for resolving issues promptly and maintaining operational continuity.
Best features to look for on video conferencing platforms
Choosing the right video conferencing vendor means prioritizing features that meet your team’s communication and collaboration needs. A platform packed with useful, reliable features can make the difference between frustrating calls and smooth, productive meetings.
Here are some must-have features to focus on when evaluating video conferencing platforms from various vendors:
1. High-quality video and clear audio
Clear video and audio form the foundation of effective video conferencing. Look for vendors offering high-definition video with smooth streaming capabilities. Audio should include noise suppression and echo cancellation to ensure every participant can be heard without distractions. Adaptive streaming technology that adjusts quality based on network conditions is a huge plus.
2. Flexible screen sharing with collaboration tools
Screen sharing is vital for presentations, demos, and brainstorming sessions. Vendors that provide easy-to-use screen sharing—whether full screen, specific applications, or browser tabs—offer more versatility. Extra features like real-time annotation, drawing, or virtual whiteboards enhance collaboration and help keep meetings interactive.
3. Secure meeting controls and encryption
Security should not be an afterthought. Effective video conferencing platforms provide end-to-end encryption to safeguard your conversations. Additional security options like password protection, waiting rooms, and meeting locks let hosts control access and maintain privacy.
4. Recording and transcription options
Recording meetings offers a convenient way to review content or share sessions with absent colleagues. Look for cloud-based recording with easy playback and sharing options. Automated transcription services add value by turning audio into searchable text, improving documentation and accessibility, especially for remote teams or international participants.
Additionally, organizing important takeaways from meetings as action items can significantly enhance productivity and accountability post-meeting.
5. Calendar integration and scheduling features
Smart scheduling saves valuable time and reduces missed meetings. Integrations with popular calendar tools simplify creating and joining meetings. Some platforms offer AI-driven assistants that suggest optimal times across time zones and send automatic reminders to participants.
6. Integrations with business applications
Video conferencing rarely stands alone; integrated workflows raise efficiency. Vendors with extensive integrations to CRM, project management, collaboration, and productivity tools—Lark, Slack, Salesforce, Microsoft Teams, Google Workspace, and more—allow meetings within broader work ecosystems. This connectivity cuts context switching and streamlines workflows.
7. AI-driven enhancements
Artificial intelligence adds polish and productivity boosters, including background noise removal, virtual backgrounds, auto-framing cameras, and live captions. These features improve accessibility, create professional meeting environments, and help participants stay focused.
Top 10 video conferencing vendors: An overview
Lark
Lark is a versatile, integrated collaboration platform that combines messaging, calendar, cloud storage, and video conferencing. It supports secure communications ranging from quick one-on-one video calls on Meetings to large video events with hundreds of participants on Webinar. Lark’s AI-powered features and all-in-one approach make it a standout among video conferencing vendors.
Key product features:
Seamless meeting scheduling and joining directly in the app
Users can schedule, initiate, and join meetings from within Lark or directly from chats, simplifying workflow and saving time.Customizable visual experience with virtual backgrounds and filters
Virtual backgrounds, avatars, and touch-up filters enable users to enhance their video presence professionally or creatively. Gallery, Thumbnail, Side by Side, and Speaker views allow users to select their preferred meeting layout.Role-based meeting controls for enhanced security and moderation
Hosts and co-hosts can manage participants, control speaking and sharing permissions, and configure meeting lobbies for added security.AI-driven meeting recording with automatic meeting minutes generation
Meetings can be recorded, and AI automatically generates meeting minutes, streamlining post-meeting follow-up.
Magic Share for real-time, interactive document collaboration during meetings
Participants can browse shared documents independently or follow the presenter’s view for synchronized collaboration.Collaborative whiteboard feature for participant interaction and creativity
A shared whiteboard lets attendees doodle, brainstorm, and visually collaborate in real time.Real-time subtitles with multilingual translation into English, Chinese and Japanese
Live subtitles improve accessibility by allowing participants to choose their preferred subtitle language during meetings.Built-in chat with emojis, reactions, and messaging for engagement
Attendees can communicate using chat messages, emojis, and reactions without interrupting the meeting flow.
Best for:
Companies seeking an all-in-one collaboration suite with strong AI-enhanced meeting features and seamless integration between chat, calendar, and video conferencing.
Reviews:
It is consistently praised that Lark’s integrated platform reduces context switching and improves productivity. The AI-generated meeting minutes and Magic Share feature receive particular commendation for enhancing collaboration and saving time. Lark’s security and user control options provide peace of mind. While still growing its global presence, Lark is widely recognized as a modern solution optimized for hybrid and distributed teams.
Zoom
Image source: zoom.com
Zoom is one of the most recognizable names in video conferencing, known for ease of use, reliability, and scalability. The platform supports everything from quick video calls to large-scale webinars and virtual events. Zoom’s wide adoption spans enterprises, small businesses, education, and more, making it a staple in the industry. Participants can easily join meetings from different locations using the 'dial-in' feature, which supports over 50 countries, enhancing accessibility and convenience.
Key product features:
HD video and audio with adaptive bandwidth to ensure stable connections.
Support for breakout rooms enabling smaller group discussions within larger meetings.
Integrated chat, polling, and whiteboard features for interactive sessions.
Cloud recording with searchable transcripts.
Robust security features including waiting rooms, meeting passcodes, and end-to-end encryption.
Scheduling integrations with calendars such as Google Workspace and Microsoft Outlook.
Developer-friendly APIs for custom integrations and workflows.
Virtual backgrounds and video filters to enhance user experience.
Webinar and large meeting capabilities supporting thousands of attendees.
Best for:
Organizations of all sizes seeking a reliable, easy-to-use platform with robust video conferencing features and extensive third-party integrations.
Reviews:
Zoom is highly rated for its straightforward user experience and consistent performance, even in bandwidth-challenged environments. Its rich set of collaboration tools and integrations helps teams stay productive. However, as one of the largest platforms, Zoom occasionally faces scrutiny around security practices, though continuous improvements have been made.
Microsoft Teams
Image source: microsoft.com
Microsoft Teams is a comprehensive collaboration platform combining chat, video meetings, file storage, and app integration. Integrated deeply with the Microsoft 365 ecosystem, it suits organizations already invested in Microsoft products seeking unified digital workspace solutions that include video conferencing. High-level executives, such as a Director of Library and Academic Services may value Microsoft Teams for its ability to enhance collaboration and engagement within their teams and educational environments.
Key product features:
Video and audio meetings with HD quality and adaptive networks.
In-meeting collaboration via screen sharing, file sharing, and real-time co-authoring of Office documents.
Breakout rooms to facilitate focused discussions.
Extensive meeting controls for roles, guest access, and security compliance.
Meeting transcription, recording, and live captions for accessibility and review.
Seamless integration with Outlook calendar and other Microsoft 365 tools.
Together Mode feature that arranges participants in a shared virtual background to reduce meeting fatigue.
Integrations with third-party apps via Microsoft AppSource.
Enterprise-grade security and compliance built-in.
Best for:
Enterprises and teams already invested in Microsoft 365 seeking tight integration between communication, collaboration, and productivity tools.
Reviews:
Microsoft Teams is appreciated by the full integration with Microsoft 365, which streamlines workflows and improves productivity. Its video meeting quality is reliable, and the platform’s security features meet enterprise demands. However, a steeper learning curve and occasional interface complexity should be noted.
Google Meet
Image source: workspace.google.com
Google Meet is Google’s secure and user-friendly video conferencing solution integrated seamlessly with Google Workspace. It’s designed for easy access and scalability, enabling teams to initiate meetings directly from Gmail, Calendar, or any device with a browser.
Key product features:
One-click meeting access through Google Workspace apps
Live captions powered by Google’s speech recognition technology
Screen sharing with multiple presenters support
Meeting recording saved automatically to Google Drive
Noise cancellation to improve audio clarity
Integration with Google Calendar for streamlined scheduling
Real-time chat alongside video conferencing
Host controls including mute, remove participants, and screen lock
Low-latency video optimized for various devices and network speeds
Best for:
Organizations heavily invested in Google Workspace looking for a simple, secure, and integrated video conferencing tool.
Reviews:
Google Meet is praised for its seamless integration across Google services and its straightforward interface, which makes joining meetings effortless. The automatic meeting recordings and reliable video quality are frequently highlighted. While it may lack some advanced collaboration features compared to others, its ease of use and scalability make it a solid choice for many businesses.
Cisco Webex
Image source: webex.com
Cisco Webex is an enterprise-grade video conferencing platform favored for its security and advanced collaboration features. It caters to large organizations and sectors with stringent security needs, offering reliable video communication and extensive integrations.
Key product features:
HD video and audio with adaptive bandwidth
End-to-end encryption and advanced security compliance
AI-powered meeting assistance including automatic transcription and highlights
Breakout sessions and virtual whiteboards for collaboration
Integrated scheduling and calendar management
Support for large-scale webinars and events
Customizable meeting layouts and virtual backgrounds
Slack and Microsoft Teams integrations for workflow compatibility
Real-time polling and Q&A to boost engagement during meetings
Best for:
Enterprises and industries require robust security, compliance, and advanced meeting capabilities.
Reviews:
Webex is known for its strong emphasis on security and reliability, as well as its rich feature set tailored to enterprise needs. The AI enhancements and detailed meetings analytics stand out. But some users may find the interface less intuitive compared to competitors but appreciate the platform’s scalability and support infrastructure.
GoToMeeting
Image source: goto.com
GoToMeeting is a well-established video conferencing solution known for its reliability and straightforward user experience. It offers easy-to-use video meetings with robust features catering mainly to small and medium businesses.
Key product features:
HD video and crystal-clear audio quality
One-click meeting scheduling and joining with calendar integrations
Screen sharing with presenter controls and annotation tools
Meeting recording with cloud storage and playback
Mobile apps for video conferencing on the go
In-meeting chat and raise hand features for participant interaction
Customizable meeting layouts and branding options
Security controls including password protection and waiting rooms
Integration with productivity tools like Slack and Microsoft Office
Best for:
Small to medium-sized businesses seeking a reliable and easy-to-use video conferencing platform with essential collaboration features.
Reviews:
GoToMeeting’s stable connections and simple interface is highly appreciated, making it quick to adopt. Its recording and scheduling tools receive positive feedback, but some users may request more advanced collaboration options. Overall, it is valued for dependable performance and straightforward usability.
RingCentral
Image source: ringcentral.com
RingCentral Video provides a scalable cloud video conferencing solution integrated with RingCentral's unified communications platform. It is designed to support team collaboration with effective communication tools and strong integration capabilities.
Key product features:
HD video and audio with adaptive technologies
Screen sharing and co-annotation tools
Meeting recording and cloud storage
Integrated messaging and team collaboration features
Scheduling and calendar syncing with major platforms
Breakout rooms and in-meeting polls
Robust security features including encryption and access controls
Mobile and desktop apps for versatile connectivity
Integration with CRMs and productivity apps
Best for:
Organizations looking for a unified communication platform that tightly integrates video conferencing with messaging and phone services.
Reviews:
RingCentral Video is praised for its seamless integration with the broader RingCentral communications suite. Its HD quality and security features are reliable, and the comprehensive offering is well-suited to businesses aiming for unified communication.
Jitsi Meet
Image source: github.com
Jitsi Meet is an open-source video conferencing platform that allows users to host encrypted, secure video meetings without needing to create an account. It’s browser-based but also offers mobile apps and can be self-hosted for full control.
Key product features:
Completely free and open-source with no user limits
End-to-end encryption for secure calls
No account or download required, runs directly in browsers
Screen sharing, chat, and collaborative document editing via integrations
Supports unlimited participants (limited by hardware for self-hosted)
Integration with Slack, Google Calendar, and other tools
Option to self-host for data privacy and compliance
Customizable UI and extensible via plugins
Best for:
Organizations or individuals needing a free, flexible, and secure video conferencing tool, especially those with technical resources to self-host.
Reviews:
Jitsi Meet is known for its ease of access and strong privacy focus. The ability to run meetings without accounts and its open-source nature make it popular among privacy-conscious users and nonprofits. Some users may note occasional performance limitations compared to commercial platforms, especially on larger calls.
Zoho Meeting
Image source: zoho.com
Zoho Meeting is a cloud-based video conferencing and webinar platform integrated within the Zoho suite of business applications. It offers simple, reliable video meetings with collaborative tools suitable for small businesses and remote teams.
Key product features:
HD video and clear audio quality
Instant meeting scheduling and one-click joining
Screen sharing and presenter controls
Meeting recording with cloud storage
In-meeting chat and Q&A for webinars
Integration with Zoho apps and calendar tools
Custom branding and registration pages for webinars
Security controls with encryption and role-based access
Cross-device support with mobile and desktop apps
Best for:
Small to medium enterprises are already using Zoho’s business ecosystem seeking integrated video conferencing.
Reviews:
Zoho Meeting is appreciated for seamless integration with Zoho apps and straightforward usability. Its webinar features are strong for the price point. Users may desire more advanced collaboration tools but regard it as a cost-effective choice for teams using Zoho products.
Twilio Video
Image source: twilio.com
Twilio Video is a programmable video platform that allows businesses to build customized video conferencing solutions tailored to their specific needs. It offers robust APIs and SDKs for easy integration into web and mobile applications, enabling a highly flexible and scalable video communication experience.
Key product features:
Customizable video experience with API-driven development
HD video and audio with adaptive bitrate streaming
Cross-platform support for web, iOS, and Android
Real-time screen sharing and chat capabilities
End-to-end encryption for secure video calls
Advanced network quality monitoring and troubleshooting tools
Scalable infrastructure optimized for large-scale deployments
Integration with other Twilio communication APIs (SMS, Voice)
Extensive developer documentation and SDK support
Best for:
Businesses and developers who want to create tailor-made video conferencing solutions integrated deeply within their own apps or workflows.
Reviews:
Twilio Video is praised for its flexibility and extensive developer tools, enabling bespoke video conferencing applications. It’s well suited for companies needing control over the user experience and custom integrations. Some users note a steeper learning curve compared to out-of-the-box solutions but appreciate the scalability and security features.
4 hardware suppliers to enhance your video conferencing experience
Poly (formerly Polycom)
Image source: hp.com
Poly is a leading provider of high-quality video conferencing hardware, specializing in audio and video devices such as conference phones, cameras, speakers, and microphones. Their products are widely compatible with major video conferencing platforms and serve a range of meeting room sizes.
Key features:
Advanced audio processing with noise cancellation
High-definition video cameras supporting automatic framing and wide-angle views
Easy integration with Zoom, Microsoft Teams, Cisco Webex, and more
Durable hardware designed for long-term use
Comprehensive product portfolio covering personal devices to large conference room systems
Best For:
Organizations needing reliable, professional-grade audio and video solutions across small huddle rooms to large boardrooms.
Logitech
Image source: logitech.com
Logitech offers a wide range of easy-to-use and affordable video conferencing cameras and peripherals designed for small to medium-sized rooms as well as personal desktop use.
Key features:
Plug-and-play USB cameras with HD video
Integrated microphones and speaker options
Compatible with most major video conferencing software
Portable and simple installation
Cost-effective solutions for SMBs and individuals
Best for:
Small businesses, home offices, and flexible meeting spaces looking for quality video hardware at an accessible price.
Prestigio
Image source: prestigio-solutions.com
Prestigio provides a variety of smart devices including video conferencing cameras and accessories, focused on delivering affordable and versatile solutions for business communication.
Key Features:
Affordable video conferencing cameras with full HD support
Compact and easy-to-install designs
Compatibility with popular video conferencing platforms
Focus on value-for-money without compromising basic functionality
Best For:
Small companies or startups seeking budget-friendly yet functional hardware for video meetings.
Lifesize
Image source: enghousevideo.com
Lifesize offers enterprise-grade video conferencing hardware with a full range of products including cameras, microphones, and room systems designed to deliver crystal-clear audio and video.
Key features:
Ultra HD video cameras with zoom and auto-framing
Integrated audio solutions with echo cancellation
Seamless software integration with Lifesize cloud platform and others
Scalable solutions suitable for meeting rooms of all sizes
Advanced security features and encrypted communications
Best for:
Enterprises and organizations demanding high-quality, scalable video conferencing hardware with strong security.
Frequently asked questions
What features are most important in video conferencing software?
High-definition video and clear audio, robust security, screen sharing, meeting recording, and ease of use top the list. Additionally, integrations and AI enhancements add further value.
How do I ensure my online meetings are secure?
Look for platforms offering end-to-end encryption, password protection, lobby controls, and compliance with data privacy regulations.
Can video conferencing software integrate with my existing tools?
Most leading vendors offer integrations with calendars, messaging apps, CRM systems, and productivity suites to streamline workflows.
Conclusions: Why Lark stands out among video conferencing vendors
Choosing the right software comes down to matching features, reliability, security, and usability with your organization’s specific needs. While many platforms offer strong capabilities, Lark uniquely combines AI-powered collaboration tools, secure meeting controls, intuitive user experience, and deep integration within a holistic productivity suite, making it an excellent choice for modern, hybrid teams aiming to enhance productivity and engagement!
Each team has different dynamics, priorities, and workflows that dictate the need for specific features and functionalities. By carefully selecting a platform that aligns with your current needs, you’ll foster your team’s long-term growth and better collaboration!
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