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Tips for choosing the best video conferencing software for your company

You really should be video conferencing. Why? Because video conferencing allows people to meet “face-to-face” while being anywhere in the world. But with so many video conferencing tools around, and all with different functionalities, choosing the perfect tool for your company can prove to be a challenge. To help you on your search, I’ve compiled some top tips on video conferencing tools, which will make it much easier for you to find the video conferencing solution that will most benefit your team. 

1. Determine your budget - Budget is a very important consideration when it comes to choosing a video conferencing tool, since they come in all price points. If your budget is low, you should first consider one of the many amazing tools with video conferencing capabilities like Any Meeting that are completely free. Do your research and know what software is available at your price point - and it never hurts to negotiate. You can also learn about how to save money on video conferencing. Stick to your budget, as you are sure to find a tool that will work with it, as long as you keep your expectations on features realistic. A low budget will rarely allow for high quality video conferences with 30 participants, for example. 

2. Know what features you need - This goes hand-in-hand with your budget, because advanced features or additional functionality come at a price. If all you want is to make an occasional video call with only one participant for example, you don’t need to pay for a tool that allows you up to 20 video attendees. Chances are, that just a Skype subscription will suffice. However, if you want to hold regular video conferences while also collaborating with your attendees, you need to look for a tool that has online collaboration capabilities. Think of all the possible uses you will have for a video conferencing tool first, write these down and look for a video conferencing solution that will cater to that. This will help you find something that will fit your purposes perfectly, and you won’t end up paying for features that you don’t need. 

3. Let your potential vendors know of your needs - Once you’ve figured out your budget and what features you’ll need, you’re ready to start contacting video conferencing vendors. When you do so, be completely honest about your needs and your office setup, so they can help you find the best solution for your company. It also helps to make your budget clear, so you know straight away if the vendor has a video conferencing system that fits your needs. Keep in mind that the better you know what you needs and the better you communicate them to potential vendors, the quicker you’ll have a working video conferencing system that fits your company’s needs perfectly. 

4. Security - To find the tool that’s right for you, you should be aware of your company’s security requirements and find a video conferencing system that works with them. During a video conference, secure data travels back and forth between users, and you want to be sure that all the information that you share during your video conference remains safe. To help your information stay secure from end-to-end you should ensure that all information you send is encrypted. The level of encryption you need will depend based on the sensitivity of the information you’ll be transmitting. The encryption protocols you’re most likely to find are 56-bit DES and 128-bit AES, with the 128-bit encryption being the most secure of all. 

5. Consider your participants
- Think about those you’ll be video conferencing with - are they behind firewalls? If so, a browser-based video conferencing system is your best choice, as there are no downloads necessary meaning that it will be much easier for participants behind firewalls to connect to your video conference. Also consider how much bandwidth your video conferencing tool will be using, as not everyone is on the highest Internet speeds available. If the video conferencing tool takes up too much bandwidth, the participants on slower Internet connections will experience delays in voice and video, making the video conferencing experience less pleasant for them.