Video conferencing: How it works and which platforms to use

What is video conferencing?

You may hear video conferencing being referred to as ‘video calls’ or ‘video chat’. It’s all the same thing; allowing two or more people in different locations to have a virtual face-to-face meeting, using digital technology.

Users could be in different rooms of the same building, the same country, or at opposite sides of the world – the tech is all the same. Video conferencing makes business easier, cheaper and more convenient, by allowing users to connect whenever and wherever they are.

There’s no doubt that video conferencing platforms such as Zoom rooms, GoTo Meeting, and Microsoft Teams, have become a crucial part of everyday work life, supporting everything from presentations to the board and team meetings, to 1:1 performance reviews and making hybrid working work.

We have fitted ‘out of the box’ meeting room solutions, right through to full curved conferencing media walls for our clients.

So, if you’re ready to up your virtual meeting game, how do you know which platform is right for your business?

What are the advantages of using video conferencing?

There are many advantages of using video conferencing, firstly users can see each other, making communication much easier as body language can be read, this can be especially helpful if users are not communicating in their first language.

Video conferencing can also have a positive environmental impact, helping to save the planet through less employee travel.

Using video conferencing solutions can also be a huge cost and resource saving for businesses, whose employees can use video conferencing in place of travelling to meetings.

What different kinds of video conferencing can be used for business?

Most smartphones have an inbuilt camera and this can be a great easy-fix for video conferencing on the go or at home.

For more advanced solutions, there are some high-quality webcams and external microphones that can be attached on and around laptops and monitors, acting as a higher resolution alternative to your computer’s built-in camera and microphone.

For most businesses today, dedicated video conferencing spaces and rooms are a must-have in the office building.

But as technology evolves, the traditional ‘conference room’ has too.

Today we see video conferencing spaces in hallways, on-site cafes, auditoriums and relaxation areas spread throughout the building, as well as dedicated meeting rooms. The idea is seamless connectivity for increased productivity, wherever you or your employees are.

Which video conferencing platform should I choose?

The ‘big 4’ when it comes to video conferencing for enterprise are Zoom Rooms, GoToMeeting, WebEx and Microsoft Teams.

What’s the difference between Zoom and Zoom Rooms?

By getting a Zoom Rooms license you’ll have the ability to integrate conference room AV equipment into the Zoom ecosystem.

Most conference rooms contain AV equipment, such as TV screens, projectors, and voice conferencing hardware and software. Using Zoom Rooms enables participants to easily share content to their screens, use digital whiteboards and communicate with other meeting attendees who are not physically in the conference room.

We always advise our clients not to go with the freemium option of the video conferencing software, as with the lower price comes high security risks from hackers and trollers.

Here’s our quick-glance comparison of the ‘big 4’ video conferencing solutions


Teams Zoom GoToMeeting WebEx
Platform support Windows, Mac, iOS, Android, and Linux Windows, Mac, iOS, Android Mobile (Android & iOS)

Web Application

Desktop app (Windows & Mac)

Mobile (Android & iOS)

Web Application

Desktop app (Windows, Mac, & Linux)

File, screen, and app sharing Extensive collaboration features, including:

Robust chat

Whiteboard templates

Action item lists, and a Wiki

Screen sharing

Remote control access

Basic whiteboard and chat features

App sharing

Desktop sharing

On-screen annotations sharing

Notes sharing

Keyboard and mouse sharing

Give/take controls when sharing

App sharing

Desktop sharing

Give/take control when sharing

Share system audio

Document co-authoring

Virtual whiteboarding

Security, administration, and reporting 256 bit TLS encryption

AES-256 encryption


End-to-end encryption

Passcode protected calls

Teams Admin security dashboard for external sharing and guest access 

End-to-end encryption 

Encryption at rest 

Multi-factor authentication

Compliant with all major regional data management initiatives (GDPR, HIPAA, SOC, etc.)

Easily managed security and privacy dashboard

Encryption options for all collaborations

Admin controls

Reporting and analytics tools

Device management portal

Encryption options for all collaborations

Reporting and analytics tools

Monitoring and alerting features

Admin controls

Device management portal

Integrations 700+, tightly integrated with Microsoft 365, and Zapier Nearly 2,000 and Zapier 20+ integrations  270+ integrations


If you can’t decide, we can consult with you and design a solution that fits your needs.
We can also tutor you in using Video Conferencing on your smartphone, tablet, browser or room system. When it comes to Video Conferencing we care and we want you to enjoy the experience, not be frustrated by it.
Get in touch today to discuss your video conferencing needs.