Since the global pandemic, virtual meetings have become essential, changing communication methods. Choosing the right online meeting software is challenging due to the many options available. The best choice depends on specific business needs, including integration with a hoteling desk reservation system, but certain features are crucial. Here’s a guide to must-have features.
Feature #1: Screen-sharing
Choosing software with screen-sharing capabilities is crucial for interactive meetings and webinars. This feature enhances team collaboration by allowing users to share visuals, demonstrations, and other collaborative materials directly from their screens. It facilitates real-time understanding and ensures everyone is aligned, saving time and improving information retention.
Feature #2: Live Chat
Robust meeting software should enable participants to chat with each other or the host in a separate window during the meeting. This feature allows questions to be raised without disrupting the flow, maintaining open communication and an efficient meeting pace, especially with large audiences. It also facilitates the sharing of resource links, allowing all participants to access them simultaneously.
Feature #3: Multi-Device Compatibility
Given the widespread need for online meetings across various business units, your platform should offer multi-device compatibility. Studies show that 90% of individuals use multiple screens. Thus, software should allow access via desktops, laptops, tablets, or smartphones, accommodating diverse locations and time zones and enhancing team collaboration.
Feature #4: Unlimited Recording
While many apps allow screen recording, in-app recording features in meeting software are invaluable. This capability lets users capture screen activities, system sound, and microphone input with ease, eliminating the need to switch tabs. It ensures you can revisit every detail of conversations or complex client requests at a later time.
Feature #5: HD Video and Audio Support
For an optimal meeting experience, choose software that offers HD video and audio support. Clear visuals and high-quality sound make meetings more effective and satisfying for participants. Ideally, the video should display around 480p to 720p on high-quality streams, with audio supporting at least 16 kHz, avoiding grainy sound, echo, or feedback.
In summary, while the best online meeting software varies by business, prioritizing these essential features will significantly enhance your virtual communication experience.
Feature #6: Calendar and Reminder
The calendar and reminder functionality in online meeting software is indispensable for scheduling meetings and sending invitations. It simplifies the process of finding available times, ensuring that both you and your colleagues or clients never miss an appointment. Typically, this feature prevents double-booking, eliminating the risk of overlapping meetings.
Feature #7: Real-time File Sharing
Real-time file sharing in online meeting software is crucial for effective collaboration. It allows participants to view documents and provide immediate feedback or comments, enabling on-the-spot edits or updates. This ensures everyone stays current with document changes, whether it’s a presentation or proposal, and reduces reliance on less efficient tools like emails or cloud storage.
Feature #8: Video Analytics and Reports
Video analytics is a vital feature in online meeting software, offering administrators and managers insights into user activities, such as call duration and live stream length. This feature provides detailed feedback on what worked or didn’t in past meetings, aiding in future improvements. It also highlights the most engaging parts of meetings and tracks attendance.
Feature #9: Whiteboard Tools
One of the best aspects of in-person meetings is the ability to collaborate on a whiteboard. Advanced online meeting software replicates this experience by offering virtual whiteboard tools, perfect for discussing projects, brainstorming, or delivering presentations. Additionally, having the option to save shared whiteboard content as PDF, JPG, or MP4 files is valuable for future reference and sharing.
Feature #10: Secure, Encrypted Connections
Any remote meeting software should prioritize secure connections to prevent unauthorized access or eavesdropping. Implementing SSL encryption to establish a secure data transfer channel is essential, making online meetings more secure and resistant to hacking or interruption.
