Since the global pandemic strikes, virtual meetings have now become a new way of communicating, even a regular part of day-to-day life for many of us. Thanks to the rapid growth of technologies, there is an ideal solution which you can use anywhere in the world: online meeting software.
However, with so many options to choose from, choosing the right online meeting software for your business is no small feat. Each of them offers different useful features and functions to examine-- and of course, not everything will make sense for your project or team.
In other words, there's no one-size-fits-all when it comes to choosing the perfect online meeting software. It all depends on your business needs and what you're trying to accomplish.
But, there are definitely some essential, must-have features that you shouldn't go without. And we've listed them for you.
Feature #1. Screen-sharing
A worth-considering online meeting software provides a screen-sharing feature. For interactive meetings and webinars, this feature is vital.
The screen-sharing feature makes it much easier for you to improve your team collaboration. You can share visuals, mind maps, graphs, charts, step-by-step demonstrations, and other collaborative information from a user's individual screen.
Showing every single participant or member of the meeting how something actually works simultaneously in real-time is a lot more useful and time-saving than just talking about it. You can say that this feature helps them retain the information quickly while keeping them on the same page.
Feature #2. Live Chat
A robust online meeting software always allows participants to chat with each other or with the host in a separate window while the meeting is in progress.
For instance, if you have a question and you don't want to interrupt the flow of the meeting, you can simply send a message and everyone can discuss it whenever they are ready. This feature keeps the line of communication open and the meeting moving effectively. This is especially helpful when you have a large audience.
Chat features can also be extremely handy when you need to share links to resources that you want other participants to check out. Just copy the link in the chat window and share it with everyone at once.
Feature #3. Multi-Device Compatibility
The need for online meetings is now so prevalent across various business units and levels of an organization that your chosen platform should enable employees to access it anywhere, using any device.
Studies show that 90% of people use multiple screens sequentially. That's why a good online meeting software should provide its users with multi-device compatibility, so they can access it across their desktops, laptops, tablets, or smartphones.
In a meeting involving people across different locations and time zones, this multi-device compatibility feature is one of the most useful features for team collaboration.
Feature #4. Unlimited Recording
There are a lot of apps that allow you to record your device screens, so you can save or share your online meetings. But, when an online meeting software provides you with in-app recording features, you know that one is worth using.
The in-app recording feature allows users to record screen activities, system sound, and microphone sound during the entire meeting-- with only a few clicks without having to switch tabs.
If you don't remember every detail of the conversation or discussion, even the complicated requests from an overly demanding client, you can review everything at a later date with this feature.
Feature #5. HD Video and Audio Support
"Sorry, your screen is blurry" "Can you repeat that? You’re breaking up" Those could be some common sentences you would hear if you used an online meeting software that doesn't even support HD video and audio support.
For the best online meeting experience, you need to choose software that delivers HD voice and video. High-quality visuals and crystal-clear audio can make the meeting more effective and participants feel satisfied as well.
As a minimum, the video should display around 480p and approach 720p on high-quality streams. Meanwhile, the audio quality should support at least 16 kHz and shouldn't create grainy sound, echo, or feedback.
Feature #6. Calendar and Reminder
The calendar and reminder feature on an online meeting software is helpful for scheduling meetings and sending meeting invitations. This feature also makes “finding time” a breeze.
You can easily find a time when you can call or meet with your colleagues or clients and make sure you and they never miss the date.
More often than not, the calendar and reminder feature disallow overlapping events, so you won't have two online meetings at the same time.
Feature #7. Real-time File-sharing
The notes, document, and file-sharing feature on an online meeting software is important for collaboration so you can work together in real-time.
The feature also helps all the participants to view the document and share their feedback or comments. Thus, you can edit or make changes to the document right away.
This way everyone stays up-to-date with changes to documents— whether it’s a presentation or proposal. In this case, it's safe to say that the file-sharing feature minimizes the use of less effective tools, such as emails, cloud storage services, etc.
Feature #8. Video Analytics or Reports
Video analytics is another important feature that online meeting software should have to help administrators and managers track the activities of users, such as video conference call length, duration of the live stream, etc.
They will get detailed insights about what went right or wrong during previous meetings so that they can improve it for future meetings.
The analytics and reports feature also allows you to understand which parts and when your meetings are the most engaging as well as how many people are attending the meeting.
Feature #9. Whiteboard Tools
The beauty of in-person meetings is that you can discuss a project with your teammates or clients in front of a whiteboard and collaborate on it. A powerful online meeting software can help you do it remotely too by providing a whiteboard feature.
Whether it’s for the discussion of the next social media campaign, video ads projects, or this month’s content creation process, whiteboard tools on an online meeting software are helpful for exchanging ideas with your colleagues, brainstorming sessions, and presentations.
It would be cool too to also have the ability to save those shared content as PDF, JPG, or even MP4 files as well so you can keep them and share them whenever you need to.
Feature #10. Secure, Encrypted Connections
Any remote meeting software that you use should offer secure connections between participants to prevent any unauthorized access or eavesdropping of your important meetings and calls.
They also need to have the ability to set up an encrypted connection with SSL encryption in order for all data transfer. This way, you make all the online meeting activities more secure and it makes it more difficult for them to be hacked or interrupted.
Choose Your Online Meeting Software Wisely
Using an online meeting software that provides all the essential features above can make all the difference when it comes to business productivity. It makes your meetings more efficient and boosts participants' retention and satisfaction.
MeetFox is an example of powerful software that spoils you with essential features you need in an online meeting solution. From being able to share files and documents, scheduling, having a secured meeting room with the option to customize it, allowing participants to join webinars from PC or mobile device— MeetFox provides everything you need. It is also very easy to use, so even non-IT participants can use it hassle-free.
About The Author
Andre Oentoro is the founder of Breadnbeyond, an award-winning explainer video company. He helps businesses increase conversion rates, close more sales, and get positive ROI from explainer videos (in that order). Feel free to connect with him on Twitter: @breadnbeyond and LinkedIn: Andre Oentoro