12 Tech Tools for Virtual Meetings
Aug 16, 2024 • 19 min read
As virtual meetings continue to be the norm for many companies, event planners need to have reliable and efficient tech tools in place to facilitate effective team communication. Below are 12 virtual team communication tools that remote teams can use to connect with their team members and get feedback:
You’ll learn:
- Slack
- Join.me
- Dropbox
- Google Drive
- FaceTime
- Skype
- Periscope
- Zoom
- Freeconferencecall
- GoToMeeting/GoToWebinar
- WebEx
- GroupMe
- Finding The Best Communication Tool For Your Team
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Slack
Slack is a popular visual collaboration tool that offers a robust platform for teams to communicate, collaborate, and stay organized. Its various features make it a popular choice among project managers who are looking for a tool that can help them stay connected with their team members, and manage project resources efficiently.
One of the key features of Slack is its ability to create project-specific channels. This allows project managers to create a dedicated channel for each project, where team members can discuss project-related matters, share updates, and collaborate on tasks. Such channels provide an organized space for team members to stay focused and keep track of important discussions.
In addition, Slack can also connect project management tools like Asana, Trello, or Jira. This means that team members can receive notifications and updates from other project management tools directly on Slack channels. This can help streamline workflows and ultimately increase productivity.
Moreover, Slack enables project managers to share project updates and resources with the team. For instance, sharing files, images, or videos on a channel is quick and easy. Team members can access resources anytime, even when they are working remotely.
Slack also offers various types of channels, including personal, group, private, public, and multi-workspace channels. Personal channels allow one-on-one conversations between team members, while group channels facilitate communication between specific groups within a team. Private channels enable conversations between select team members, allowing them to discuss sensitive information openly. Public channels are visible to the entire team, and multi-workspace channels enable team members to communicate across different teams within the company.
Managing Slack’s simple and intuitive interface is also very easy, even for non-technical users. Slack’s productivity-boosting features like notifications, reminders, and shortcuts are designed to help users stay on top of tasks and manage their workflow efficiently.
Join.me
Join.me is a leading virtual communication tool that offers an intuitive and interactive platform for users to communicate and collaborate with one another. Its screen sharing and video conferencing features make it a reliable option for both individual and team use. Join.me boasts an affordable pricing structure, making it an ideal option for small businesses as well as larger enterprises.
Join.me is especially useful in fostering collaboration, as its features make it easy to generate and share ideas, demos, and presentations. The screen sharing feature allows participants to share their ideas and work in real-time, while the video conferencing feature offers a more human touch to remote communication.
Join.me offers three pricing tiers to meet your business needs. The free version includes basic features such as screen sharing, desktop sharing, and chat. The Lite version is priced at $10 a month and includes additional features such as the ability to record meetings, personalized meeting links, and a customizable waiting room. The Pro version, priced at $20 a month, includes unlimited audio for conference calls, the ability to schedule meetings, join from a mobile phone, and more.
Customer satisfaction is a top priority for Join.me, and it has been ranked No. 1 in a 2014 survey for ease of use, speed, and reliability. Its simple, yet powerful interface allows users to navigate easily through the platform, while its reliable connection ensures smooth communication.
Dropbox
Dropbox is a popular virtual team software tool that is suitable for both personal and professional needs. It offers a host of features that allow teams to work on projects across different locations seamlessly.
One of the standout qualities of Dropbox is the ease of file sharing and storage. With this tool, users can share files and collaborate in real-time with team members, regardless of where they are. Dropbox also integrates easily with numerous other tools, making it an essential part of any virtual team’s workflow.
Furthermore, Dropbox has specific products designed to meet the needs of businesses and enterprises. Dropbox Business, for instance, provides secure file storage and sharing, as well as administrative tools to manage users and groups. Dropbox Enterprise, on the other hand, provides advanced security features, including enterprise-grade encryption, two-factor authentication, and the ability for administrators to manage permissions and policies.
Pricing is an important element to consider when choosing a virtual communication tool, and Dropbox offers competitive pricing. The standard Dropbox plan is available for free, and for just $9.99 per month, users can get up to 2TB of storage space with Dropbox Plus. In comparison, Google Drive’s premium plan costs $9.99 per month for 2TB, while Microsoft OneDrive’s premium plan costs $5 per month for just 100GB of space.
Dropbox is also useful for enhancing internal communication. It provides an intuitive interface that allows for easy storing and editing of documents, ensuring everyone is working on the latest version of a document. This saves time and reduces the risk of errors while helping ensure that everyone is on the same page.
Google Drive
When it comes to virtual communication tools for remote team collaboration, one standout option is Google Drive. This cloud-based platform allows team members to access and collaborate on files and documents from anywhere with an internet connection.
One of the key strengths of Google Drive is its easy-to-use interface. Uploading and sharing files is a breeze, with numerous options for granting access and setting permissions. Furthermore, Google Drive seamlessly integrates with other Google software such as Google Docs and Gmail, making it an all-in-one hub for remote teams to get work done.
Another significant benefit of Google Drive is its generous 15GB of free storage space. This can be used to store files, photos, and videos, and can be accessed by team members in real-time. For those who require more space, there are numerous upgrade options available at a reasonable price.
Like any tool, Google Drive has its pros and cons. Some users may find that the interface is not as visually appealing as other options, and there can be a slight learning curve for those who are new to the platform. However, the reliability of Google’s servers and the real-time collaboration features of the platform are significant strengths that make it a top choice for remote team collaboration.
FaceTime
FaceTime is a video chatting tool designed specifically for Apple users. It allows users to make video and phone calls over Wi-Fi using either the front or rear camera on their Apple device. This built-in tool is easy to use and seamlessly integrated into the Apple ecosystem, making it a popular choice for those who want to connect with friends and family using video calling.
One significant drawback of FaceTime, however, is that it is not compatible with non-Apple devices. This can be a significant limitation for remote teams who use various devices and need reliable communication tools. Alternative options such as Google Hangouts, Skype, and Viber are available for Android users to make video calls and stay connected.
Another limitation of FaceTime is that it does not support group conferencing. This can limit its function as a remote team communication tool, particularly for teams that require regular group meetings. However, for individual video calls between Apple users, FaceTime remains a reliable and user-friendly option.
Skype
Skype is a popular video meeting tool used by individuals, businesses, and remote teams worldwide. With Skype, users can enjoy a wide range of features that make virtual communication seamless, efficient, and effortless.
One of the key functionalities of Skype is its support for high-quality video and audio calls. Users can make both one-on-one and group video calls with up to 50 participants, regardless of their location. This feature is particularly useful for remote teams spread across different countries. Furthermore, Skype’s innovative technology ensures that the audio and video are of high quality, making the virtual meeting experience even more realistic.
In addition to video and audio calls, Skype also offers instant messaging and file sharing capabilities. Users can send messages to individuals or groups, and share files of any size, including documents, images, videos, and audio files, with just a few clicks. This saves time and simplifies communication, especially during collaborative projects where sending large files is essential.
Skype is also an ideal tool for international calls. The app’s innovation has enabled it to provide high-quality audio and video calls, even across long distances. Users can make calls to any location worldwide, and the quality of the connection remains topnotch throughout the call. With Skype, the distance between colleagues or business partners does not hinder proper coordination and communication.
For teams with up to 50 members, Skype offers an excellent platform for organizing conference calls. With just a few clicks, users can schedule and hold audio or video conference calls. This feature is especially useful for businesses that work remotely or have teams spread across different regions or countries, saving travel costs and other expenses.
Periscope
Periscope is a powerful live streaming app that allows users to broadcast live videos from their mobile devices in real-time. The app has become increasingly popular as a tool for event planners who want to engage a larger audience. With Periscope, event planners can offer a unique virtual experience to attendees who were not able to attend in person.
In event planning, Periscope provides an excellent way to give attendees a taste of what they missed, helping to generate more buzz around the event. With the app, planners can broadcast live interviews, presentations, and sessions during a conference, allowing remote viewers to tune in and participate in real-time. This also provides an opportunity for attendees who may have missed a particular session to catch up on what was discussed.
Periscope is particularly beneficial for businesses and organizations that want to expand their reach by streaming live events with a global audience. The app’s real-time broadcasting feature allows for immediate and simultaneous engagement with attendees from different parts of the world. This is an excellent way to showcase products, promote services, and establish a strong online presence.
Zoom
In today’s remote work era, virtual communication tools have become essential for businesses of all sizes. Among these tools, Zoom stands tall as one of the most popular video conferencing apps with a broad range of features and capabilities. Zoom is an all-in-one video conferencing solution that offers a seamless virtual meeting experience and enhances remote team collaboration.
Features and Capabilities
Zoom offers a wide range of features that simplify virtual meetings and boost communication efficiency. Some of its top features include:
1. High-quality video and audio: With Zoom, you can experience crystal-clear video and audio quality, making virtual meetings feel more like in-person meetings.
2. Screen sharing: You can share your screen with other participants, making it easier to present slides, collaborate on documents, and work on projects in real-time.
3. Recording: Zoom allows you to record your virtual meetings with ease, which is helpful for participants who missed the meeting or for reference purposes later.
4. Breakout rooms: Zoom’s breakout rooms feature allows you to split participants into separate virtual rooms for small group discussions or brainstorming sessions.
5. Integration with other apps: Zoom integrates with other apps like Slack, making it easier to schedule, join, and start meetings.
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Benefits of Using for Virtual Meetings
Zoom offers many benefits that make it an excellent choice for businesses of all sizes. These benefits include:
1. High-quality video and audio: With numerous video and audio options, participants can choose the settings that work best for them, ensuring clear and concise communication.
2. Screen sharing: This feature enhances collaboration with real-time file access, feedback, and editing.
3. Recording: The recording feature enables participants to capture essential information presented during the virtual meeting, ensuring all members can refer to details anytime they want.
4. Breakout rooms: Zoom’s breakout rooms feature strengthens team collaboration as participants get to have meaningful discussions in small groups.
5. Integration with other apps: Integrating Zoom with other apps such as Slack, Microsoft Teams, and Google Calendar increases productivity and streamlines virtual meeting participation.
Integrating with Other Apps
Integration with other apps is an essential element of a virtual communication tool. For example, Zoom integrates with Slack, a popular team chat app, allowing Slack users to start, join, and schedule Zoom meetings right from their Slack channel. The integration helps teamwork more effectively and simplifies the process of sharing information and files.
Pricing Models
Zoom offers four different pricing models for different business needs. The pricing models are:
1. Basic – free, up to 100 participants in a meeting, 40-minute time limit for group meetings, and includes features like HD video and audio, screen sharing, recording, and breakout rooms.
2. Pro – $14.99 per host per month, up to 100 participants in a meeting, no time limit for group meetings, and additional features such as admin controls and reporting.
3. Business – $19.99 per host per month, minimum of 10 hosts, up to 300 participants in a meeting, dedicated phone support, and other advanced features like vanity URLs.
4. Enterprise – Custom pricing, minimum of 50 hosts, up to 1000 participants in a meeting, unlimited cloud storage, and dedicated customer support.
Freeconferencecall
In the world of virtual communication tools, Freeconferencecall offers a free and convenient option for businesses of all sizes. This tool is designed to simplify virtual meetings and enhance remote team collaboration without costing a fortune.
One of the most attractive features of Freeconferencecall is its ability to host online teleconferencing services for up to 25 participants free of charge. This means that businesses can communicate and collaborate with colleagues and clients from different regions without incurring high costs. Additionally, the customization of the meeting wall with a headshot or logo adds a professional touch to online meetings.
Freeconferencecall also offers free international service across 58 countries, making it easy for businesses with a global presence to connect with team members or clients. Recordings of calls can be saved for later on-demand listening, which is useful for participants who missed the meeting or those who need to refer to information presented during the meeting.
Mobile apps for Apple and Android devices are also available, making virtual communication accessible from anywhere.
Freeconferencecall can benefit remote teams significantly by providing a way to communicate easily and inexpensively across different geographic locations. Remote teams can use this tool to connect and collaborate with colleagues and clients seamlessly. This not only makes communication more accessible and comfortable, but it also saves businesses money by eliminating the expense of travel and lodging for in-person meetings.
GoToMeeting/GoToWebinar
GoToMeeting and GoToWebinar are virtual communication tools that provide excellent solutions for online meetings and webinars. With GoToMeeting, businesses can hold unlimited meetings every month while receiving 24/7 live support. The tool allows up to 250 participants, including employees, clients, and stakeholders to collaborate seamlessly in real-time.
Security is a top priority for GoToMeeting as each meeting is protected with end-to-end encryption and strong passwords that are generated randomly to keep the information private. These measures protect data and prevent unauthorized access, ensuring that meetings go smoothly without any disruptions.
GoToWebinar, on the other hand, is ideal for online presentations, marketing, and training. It allows up to 3,000 participants to attend the webinar, ensuring that stakeholders and staff can participate in the event, no matter their location. Just like GoToMeeting, security is paramount, and sensitive information shared on the platform is kept private through end-to-end encryption and strong passwords.
The pricing plans for GoToMeeting and GoToWebinar range from $24 to $49 per month and offer businesses a choice between essential and business packages. The essential package is perfect for small businesses or teams and provides basic features such as screen sharing, unlimited meetings or webinars, and recording. The business package offers more advanced features, such as transcriptions, meeting insights, and more.
WebEx
WebEx is a popular virtual communication tool that caters to a wide range of users, from small businesses to large corporations. At a competitive price point, WebEx offers different pricing structures ranging from $13.50 per month for a single host, up to $26.95 per month for a host with up to 100 participants.
One of the most impressive features of WebEx is its multiple video feeds and screen sharing modes, which make virtual meetings more engaging and interactive. Users can easily switch between different viewing modes, including active speaker, gallery view, and custom layout, to suit their preferences. Moreover, users can sketch their ideas on a virtual whiteboard or annotate documents for a more collaborative work experience.
WebEx also offers paid subscription models with features like recording meeting sessions. This feature is particularly useful for businesses who need to keep track of important discussions or share them with attendees who could not attend the meeting in real-time. Recording meetings can also serve as a reference for follow-up discussions, ensuring that no vital information is missed by the team.
Moreover, WebEx Meeting Centre offers a secure and efficient platform for virtual teams to conduct their work remotely. Its file sharing and screen sharing capabilities, along with the ability to annotate on documents, enhance business productivity and teamwork. With WebEx, teams can work together much more seamlessly and achieve their objectives efficiently.
GroupMe
GroupMe is an instant messaging tool that offers a wide range of features to facilitate team communication. With GroupMe, users can create groups, add new members, and share messages, location, pictures, videos, and emojis.
One of the key features of GroupMe is its ease of use across all device platforms. This means that team members can stay connected and communicate easily from their smartphones, tablets, or desktop computers. No matter where you are, you can always access your GroupMe account and stay connected with your team members.
The app also offers location sharing, which is particularly useful for coordinating team events or on-site meetings. With the location sharing feature, team members can see each other’s location in real-time, making it easier to find each other or plan routes to a specific location.
GroupMe’s direct messaging feature also allows team members to communicate one-on-one. This is particularly useful for private discussions or when a group chat is not required. Users can send direct messages to any member of the group without leaving the app.
Another great feature of GroupMe is its ability to incorporate pictures, emojis, and videos into the chat. This makes team communication more interactive and engaging. Users can also like and react to particular messages within the chat, adding to the fun and collaborative atmosphere.
Finally, GroupMe is extremely flexible, allowing users to communicate on the go, from the office computers, or from tablets at home. This versatility means that users can stay connected with their team members no matter what the device or the location.
Finding The Best Communication Tool For Your Team
Effective communication is crucial to the success of any team or organization. However, with so many virtual communication tools on the market, it can be overwhelming to choose the right one for your team. Here are some things to consider when selecting the best communication tool for your team:
1. Understand Your Team’s Needs
Before selecting a communication tool, it’s important to understand the unique needs of your team. Do you need a tool that’s specifically designed for remote teams? Do you require file-sharing capabilities? Do you need a platform that allows for real-time collaboration? Take the time to identify your team’s needs before choosing a tool.
2. Research Available Options
There are a wide range of virtual communication tools available, from Google Meet to Zoom to GroupMe. Research each option thoroughly to determine which one has the features that meet your team’s needs. Look for user reviews and case studies to get a sense of how the tool performs in real-world scenarios.
3. Consider Integration
Many virtual communication tools offer integration with other popular tools, such as Google Drive and project management software. Consider whether integration with other tools is important to your team and select a platform that offers the necessary integrations.
4. Try Before You Buy
Most virtual communication tools offer a free trial period. Take advantage of this before committing to a long-term contract. Use the trial period to test the platform’s user interface, features, and overall functionality.
5. Get Buy-In From Your Team
Ultimately, the success of any communication tool relies on whether your team is willing to use it. Get buy-in from your team before making a final selection. Allow them to provide input and feedback on the options you’re considering.
Finding the best communication tool for your team may take some time and research, but it’s well worth the effort. By selecting a tool that’s tailored to your team’s unique needs, you can improve collaboration, increase productivity, and ultimately achieve greater success.
Conclusion
In an increasingly digital world, virtual communication tools have become essential for businesses and teams striving to maintain productivity and collaboration from remote locations. The right tool can make a significant difference in how effectively a team communicates, shares ideas, and manages projects. Tools like Slack, Zoom, and Dropbox offer a range of features that cater to various needs, from instant messaging and video conferencing to file sharing and project management. By utilizing these tools, teams can overcome the challenges of remote work and stay connected, regardless of their physical locations.
However, selecting the best communication tool requires careful consideration of the unique needs of your team. It’s important to evaluate factors such as ease of use, integration capabilities, and pricing models to ensure the tool aligns with your team’s goals and workflow. Trying out different platforms and seeking feedback from team members can help in making an informed decision. Whether your team needs robust video conferencing, seamless file sharing, or real-time collaboration features, there’s a tool out there that can meet those demands.
Ultimately, the effectiveness of virtual communication tools lies in their ability to facilitate clear and consistent communication, streamline processes, and foster a collaborative environment. By investing time in choosing the right tool, teams can enhance their productivity and ensure that every member stays engaged and informed. In a world where remote work is increasingly becoming the norm, having the right tech tools in place is no longer just an option—it’s a necessity for success.
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About DigiWorks
DigiWorks is an easy-to-use platform that helps small businesses and start ups hire amazing remote talent from around the world. DigiWorks offers a way for you to hire, manage and pay people from all countries. If you find an amazing virtual assistant from Philippines, a content writer from Nigeria, or operations manager from South Africa – manage and pay your entire team from one platform with no hassle.
If you’re looking for a more affordable and sustainable option you might consider making use of a hiring platform like DigiWorks. Virtual assistant companies or platforms like DigiWorks are amazing as they not only match you with pre-vetted and assessed remote workers that can take care of all your business needs but they will also handle all onboarding and payroll needs as well.
