Looking for the best video conferencing app for your small team? Here’s a quick rundown of the top 5 options to help you choose the right tool based on features, pricing, and ease of use:
- Zoom: Known for simplicity and reliability, Zoom offers a free plan for up to 100 participants (40-minute limit). Paid plans start at $12.49/month per user, with features like breakout rooms, screen sharing, and strong security measures.
- Google Meet: Ideal for Google Workspace users, it integrates seamlessly with Gmail and Google Calendar. The free plan supports 100 participants for 60 minutes. Paid plans start at $7/month per user.
- Microsoft Teams: A solid choice for Microsoft 365 users, offering chat, video, and document collaboration. The free plan supports 100 participants for 60 minutes. Paid plans start at $4/month per user.
- RingCentral Video: Combines video calls, team messaging, and task management. The free plan supports 100 participants for 50 minutes. Paid plans start at $10/month per user.
- GoTo Meeting: A professional-grade platform with no free plan but reliable features like unlimited meetings and cloud recording. Paid plans start at $12/month per organizer.
Quick Comparison
| App Name | Free Plan | Starting Price (USD) | Max Participants | Key Features | Best For |
|---|---|---|---|---|---|
| Zoom | Yes | $12.49/user/month | 100+ | Breakout rooms, screen sharing, security | Scalable and reliable |
| Google Meet | Yes | $7/user/month | 100 | Google integration, live captions | Google Workspace users |
| Microsoft Teams | Yes | $4/user/month | 100 | Office tools integration, webinars | Microsoft 365 customers |
| RingCentral | Yes | $10/user/month | 100 | AI meeting summaries, task management | Teams needing collaboration tools |
| GoTo Meeting | No | $12/organizer/month | 150 | Cloud recording, mobile optimization | Professionals on the go |
Choosing the right platform depends on your team’s needs – whether it’s affordability, integrations, or advanced features. Start with free trials to test what works best for your workflow.
1. Zoom
Zoom’s user-friendly interface and straightforward meeting options make it a go-to choice for small teams. Despite its simplicity, the platform offers features that can easily support the needs of larger organizations.
Starting a meeting is quick and easy – just click the "meet now" button or right-click a contact’s name to get started.
Pricing Options for Small Teams
Zoom’s pricing structure is designed to fit a variety of needs, offering flexibility that small teams often appreciate. The Basic plan is free and supports up to 100 participants, which is usually sufficient for smaller groups. However, the 40-minute time limit can be a challenge for longer discussions, whether it’s a brainstorming session or a client presentation.
For those needing longer meetings, the Pro plan costs $12.49 per user per month and removes the time limit while still supporting up to 100 participants. This option is great for teams that frequently hold extended meetings. The Business plan, priced at $18.32 per user per month, increases the participant limit to 300 – more than most small teams require but useful for growing groups.
| Plan | Price | Participants | Time Limit |
|---|---|---|---|
| Basic | Free | Up to 100 | 40 minutes |
| Pro | $12.49/user/month | Up to 100 | Unlimited |
| Business | $18.32/user/month | Up to 300 | Unlimited |
In addition to flexible pricing, Zoom provides a suite of tools that help small teams stay productive.
Collaboration Features
Zoom’s collaboration features are tailored to meet the needs of small teams tackling complex projects. Breakout rooms let larger meetings split into smaller, focused groups, making it easier to brainstorm ideas or share updates within specific departments. The screen-sharing feature allows up to 9 screens to be spotlighted at once, so multiple team members can present simultaneously.
Communication is seamless with private and group in-meeting chat, and the remote control feature is a game-changer for tasks like troubleshooting or software demonstrations.
To ensure no important details are missed, Zoom offers local meeting recording, which is especially helpful when team members can’t attend a meeting. This feature ensures that everyone stays on the same page, a critical factor for small teams where every contribution matters.
Integration with Other Tools
Small teams often rely on a mix of productivity tools, and Zoom integrates effortlessly with popular options like Outlook and Google Calendar. This makes scheduling and managing meetings straightforward, eliminating the hassle of switching between platforms.
For quick access, users can pin key contacts and messages at the top of their screen, streamlining communication with frequently contacted team members or clients. Additionally, Zoom supports streaming to social media platforms, making it easy to reach a broader audience during webinars or public presentations without needing extra software.
Security and Privacy
Zoom has introduced several features to bolster security, including meeting locks, waiting rooms, and passcodes. These tools give organizers full control over who can join, ensuring that sensitive discussions remain private.
For small teams handling confidential client data or proprietary business information, these security measures provide peace of mind while maintaining a professional meeting environment.
2. Google Meet
Google Meet stands out as a top choice for teams already using Google Workspace. Its seamless integration with tools like Gmail and Google Docs makes it easy for teams to move between emails, document collaboration, and video calls – all without the hassle of switching platforms or learning new software. This smooth connection helps small teams work more efficiently and eliminates the frustration of juggling multiple tools.
Pricing Options for Small Teams
Google Meet offers a free plan that supports up to 100 participants and allows 60-minute group meetings (with unlimited time for one-on-one calls). This is perfect for basic team check-ins or client calls. However, small teams needing longer meetings or extra features may want to explore the paid plans available through Google Workspace.
| Plan | Price (per user/month) | Participants | Meeting Duration | Cloud Storage | Best For |
|---|---|---|---|---|---|
| Free Plan | $0 | Up to 100 | 60 min (group), 24 hrs (1:1) | N/A | Basic meetings, freelancers |
| Business Starter | $7 | Up to 100 | Extended duration available | 30 GB | Small teams needing professional email |
| Business Standard | $14 | Up to 150 | Extended duration available | 2 TB | Teams needing recordings and more |
The Business Starter plan, priced at $7 per user per month, includes professional email, extended meeting durations, and 30 GB of cloud storage. Plus, it comes with a 14-day free trial, giving teams a chance to explore all Google Workspace features before committing.
Integration with Other Tools
Google Meet leverages the power of the Google ecosystem. It integrates effortlessly with Google Calendar and Gmail, enabling users to schedule and join calls with just a click. Beyond Google’s tools, it also supports third-party add-ons via the Google Workspace Marketplace. For teams using other platforms, Google Meet’s interoperability allows participants to join from systems like Zoom Rooms or Cisco Webex using special tokens.
Daniel Hermann from Zoi Consulting shared how Google Meet transformed communication for their client Kärcher:
"Because Google Chat and Google Meet are so easy to use and can be rolled out very quickly, Kärcher employees worldwide adopted these new channels of communication overnight and with minimal training… we’ve noticed an increased culture of collaboration and autonomy."
Collaboration Features
Google Meet offers a variety of features designed to enhance collaboration and engagement during meetings. Breakout rooms allow larger groups to split into smaller, focused discussions. Q&A sessions let participants ask questions without interrupting the flow, and polls provide instant feedback to help teams prioritize.
The addition of Gemini AI takes productivity to the next level by automatically generating meeting summaries, action items, and notes. Yael Burla from Vimeo highlighted the impact of this feature:
"Transitioning to Google Meet means that we can use Gemini to take meeting notes, summarise them, extract insights, and generate and distribute action items. We connect with our colleagues more effectively now."
Other features like live and translated captions promote accessibility and help teams avoid misunderstandings, especially in diverse or multilingual settings. Screen sharing simplifies presentations, and Companion mode ensures hybrid meeting participants can fully engage with tools like polls and Q&A.
Security and Privacy
Google Meet prioritizes security, offering encrypted meetings and strong authentication protocols. All meetings are encrypted in transit, and its integration with Google Workspace provides enterprise-level security features like Single Sign-On (SSO) and SAML 2.0 authentication. Administrators can manage user permissions centrally, ensuring a safe and controlled environment. Additionally, features like attendance tracking and secure meeting recordings (stored in Google Drive) help teams maintain proper access controls aligned with organizational policies.
3. Microsoft Teams
Microsoft Teams combines chat, video, and document collaboration into one platform, making it easier for teams to stay connected and productive. By bringing communication and productivity tools under one roof, Teams simplifies workflows and helps streamline operations.
Pricing Options for Small Teams
Microsoft Teams offers a range of pricing plans tailored to small teams, starting with a free option that covers basic needs.
| Plan | Price (per user/month) | Participants | Meeting Duration | Cloud Storage | Best For |
|---|---|---|---|---|---|
| Teams (Free) | $0 | Up to 100 | 60 min (group), unlimited (1:1) | 5 GB | Small teams or testing the platform |
| Teams Essentials | $4.00 (annual) / $4.80 (monthly) | Up to 300 | Up to 30 hours | 10 GB | Basic communication needs |
| Microsoft 365 Business Basic | $6.00 (annual) / $7.20 (monthly) | Up to 300 | Up to 30 hours | 1 TB | Teams with web versions of Office apps |
| Microsoft 365 Business Standard | $12.50 (annual) / $15.00 (monthly) | Up to 300 | Up to 30 hours | 1 TB | Teams with desktop Office apps and webinars |
The free plan is a great starting point for small teams, offering unlimited chat, video calls for up to 100 participants, and 5 GB of cloud storage. Teams Essentials, priced at $4 per user monthly (billed annually), extends meeting durations to 30 hours and provides 10 GB of storage per user.
For those needing more robust tools, Microsoft 365 Business Basic includes web versions of Office apps like Word, Excel, and PowerPoint, along with 1 TB of storage and professional email services, all for $6 per user monthly. The Business Standard plan, at $12.50 per user monthly, adds desktop versions of Office apps and webinar hosting, making it ideal for teams that frequently present to clients or conduct training sessions.
With these options, Microsoft Teams provides scalable plans that adapt to the needs of small teams while integrating seamlessly with a variety of productivity tools.
Integration with Other Tools
Microsoft Teams stands out with its ability to integrate with over 600 apps available in the Teams app store. Its tight integration with Microsoft 365 services like SharePoint, OneDrive, and Outlook creates a unified workspace where teams can edit documents, schedule meetings, and share files – all without switching platforms.
For example, a sales team at a tech company used Teams alongside Salesforce and Google Drive to manage customer conversations and share pitch materials. This setup helped them respond faster and close deals more efficiently.
"Integrations allow Teams users to incorporate data and workflows from hundreds of third-party applications directly within Teams, avoiding the context-switching that hampers productivity." – VirtoSoftware
Teams makes it easy to access integrations through its app store, and for those with unique needs, Teams APIs allow developers to build custom solutions. However, most small teams will find the pre-built integrations more than sufficient.
Collaboration Features
Microsoft Teams provides a wide range of collaboration tools designed to keep teams connected and productive. Persistent chat with threaded conversations makes it easy to track discussions and decisions, while integrated OneDrive and SharePoint file sharing enable real-time document co-editing.
During meetings, Teams offers features like screen sharing, virtual backgrounds, and live closed captions for better accessibility. Breakout rooms allow larger meetings to divide into smaller, focused groups, while collaborative annotations let participants mark up shared screens during presentations.
Additional features include polling for quick decisions, task assignment tools for project management, and live reactions to keep meetings interactive. For advanced needs, Teams Premium offers AI-powered meeting summaries and live translations, making it even easier to stay on the same page.
Security and Privacy
Microsoft Teams takes security seriously, offering enterprise-grade protections to safeguard sensitive information. All communications – whether meetings, chats, calls, or file sharing – are encrypted both in transit and at rest. Single Sign-On (SSO) through Microsoft Entra ID simplifies access and permissions management for administrators.
For small teams that handle sensitive data or operate in regulated industries, the Microsoft 365 Business Premium plan ($22 per user monthly) offers advanced security features. These include Microsoft Defender for threat protection, Microsoft Purview for data governance, and Intune for device management, delivering an enterprise-level security package.
Administrators also have fine-grained control over app permissions, allowing them to manage which third-party integrations team members can access. All apps in the Teams Store undergo rigorous validation to ensure they meet Microsoft’s high security standards. Features like attendance tracking and secure meeting recordings stored in SharePoint help teams stay compliant with organizational policies while maintaining a secure environment.
4. RingCentral Video
RingCentral Video brings together video conferencing, team messaging, and task management in one platform. It’s available in both free and paid versions, making it a flexible option for small teams as they grow.
Pricing Options for Small Teams
RingCentral Video offers several pricing plans tailored to different needs:
| Plan | Price (per user/month) | Participants | Meeting Duration | Cloud Storage | Best For |
|---|---|---|---|---|---|
| Video Pro | Free | Up to 100 | 50 minutes | 10 hours (7-day retention) | Startups and basic video conferencing |
| Video Pro+ | $10.00 (annual) / $15.00 (monthly) | Up to 200 | 24 hours | 100 hours (1-year retention) | Teams needing advanced features |
| Webinar Add-on | $30.00 (annual) / $54.00 (monthly) | Large-scale events | N/A | N/A | Client presentations and training |
| Rooms Add-on | $39.00 (annual) / $49.00 (monthly) | N/A | N/A | N/A | Dedicated conference rooms |
The free Video Pro plan supports unlimited meetings for up to 100 participants, capped at 50 minutes per session. It also includes team messaging, file sharing, basic task management, and 10 hours of cloud recording with a seven-day retention period. For teams needing more, the Video Pro+ plan allows meetings to last up to 24 hours for 200 participants, offers 100 hours of cloud recording with one-year retention, and includes advanced security features like Single Sign-On (SSO) and End-to-End Encryption (E2EE). Add-ons like Webinar and Rooms expand the platform for larger events or dedicated meeting spaces.
Integration with Other Tools
One of RingCentral Video’s strengths is its ability to integrate with over 500 popular business apps, making workflows smoother and reducing the need to switch between tools. Through Zapier, users can connect seamlessly to CRM platforms like Salesforce, HubSpot, and Zendesk, as well as scheduling tools like Google Calendar and Microsoft Outlook.
In May 2023, RingCentral rolled out RingCentral for Microsoft Teams 2.0, an embedded app that brings cloud PBX and softphone features – such as calling, SMS, and fax – directly into Microsoft Teams. This eliminates the need for costly Teams Phone licenses.
"Our managers love the reports from the RingCentral for Salesforce integration, giving them the insights they need to improve department performance."
- David Bartos, Senior Telecom Manager, Ryder
The platform also supports file sharing through Google Drive, Dropbox, and Microsoft OneDrive, and integrates with project management tools like Asana, Trello, and Jira. For unique workflows, open APIs allow teams to create custom integrations, ensuring a tailored experience.
Collaboration Features
RingCentral Video isn’t just about meetings – it’s designed to enhance team productivity. It combines high-definition video conferencing with tools for team messaging and collaboration. During meetings, users can take advantage of live transcription (with speaker identification), virtual backgrounds, participant reactions, and a digital whiteboard for brainstorming and annotations. Breakout rooms enable smaller group discussions, while the Team Huddle feature offers a persistent space for quick chats, office hours, or impromptu Q&A sessions.
Post-meeting, AI tools generate summaries, transcripts, and highlights, making it easy to review discussions. Chat logs can be downloaded, and built-in task management lets teams assign tasks, set deadlines, and track progress – all in one place.
Security and Privacy
RingCentral Video prioritizes user security while providing flexible collaboration tools. It employs multi-layered security measures and complies with major standards like GDPR, HIPAA, and ISO 27001. Features such as password-protected meetings, waiting rooms, and encrypted cloud recordings ensure user data remains safe. For those on the Pro+ plan, end-to-end encryption can be toggled on for added protection. Additionally, single sign-on and comprehensive admin controls make managing access both secure and straightforward.
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5. GoTo Meeting
GoTo Meeting provides reliable video conferencing tailored for professional environments. With over 80 million online meetings annually and a 99.999% uptime, it’s a trusted choice for small teams and businesses alike.
The platform accommodates up to 250 participants per meeting, with the ability to display 25 webcams at once. This flexibility makes it ideal for everything from small team discussions to larger-scale company presentations.
Pricing Options for Small Teams
GoTo Meeting keeps pricing simple with two primary plans designed for smaller teams. Plus, there’s a 14-day free trial to test-drive all features without any upfront cost.
| Plan | Price (Annual) | Price (Monthly) | Max Participants | Key Features |
|---|---|---|---|---|
| Professional | $12 per organizer/month | $14 per organizer/month | 150 | HD video, screen sharing, unlimited meetings, mobile apps, SSL & AES-256 encryption |
| Business | $16 per organizer/month | $19 per organizer/month | 250 | All Professional features, unlimited cloud recording, automatic transcription, Smart Meeting Assistant |
The Professional plan is great for teams hosting regular meetings, offering essential tools like HD video, screen sharing, and unlimited meeting durations. For those needing more advanced features, the Business plan includes extras like unlimited cloud recording, transcription, and a Smart Meeting Assistant to capture action items.
Integration with Other Tools
GoTo Meeting enhances productivity by integrating seamlessly with popular business tools. You can launch meetings directly from apps like Slack, Outlook, Chrome, Salesforce, Google Calendar, and Microsoft Teams. Additionally, its integration with Miro allows access to digital whiteboards for brainstorming and creating diagrams without leaving the meeting. For organizations with SIP-enabled conference rooms, the InRoom Link feature (available in enterprise plans) connects conference devices directly to meetings.
Collaboration Features
The platform offers a variety of tools to promote effective collaboration. Features like HD video with background noise suppression and adjustable webcam zoom ensure a polished video experience. Real-time collaboration is supported through screen sharing, drawing tools, remote control, and in-session chat. Breakout rooms allow for smaller group discussions, while the Smart Meeting Assistant automatically transcribes meetings and highlights key action items in shareable PDFs. Mobile apps for iOS and Android include a Commuter Mode, enabling distraction-free audio during travel.
"GoToMeeting offers top-notch audio and video for clear virtual communication. The mobile app provides flexibility for on-the-go meetings." – Aqib Saeed, HR Manager, IZOC Solutions
Security and Privacy
GoTo Meeting prioritizes security and privacy to ensure safe collaboration. It employs enterprise-grade measures like TLS encryption for data in transit and AES 256-bit encryption for data at rest. The platform complies with major privacy standards, including GDPR, CCPA, and HIPAA, and holds certifications such as SOC2 Type II, BSI C5, and TRUSTe Verified Privacy. Security features include password-protected meetings, meeting locks to block unauthorized access, and host-controlled participant removal. Administrators can also customize privacy settings, and all software downloads are digitally signed and monitored for security.
"You can connect from anywhere at any time. It is very convenient and user-friendly. It is a secure site as well, so you know you can trust it and your information is protected." – Valerie R., Senior Credit Analyst, Enterprise
Feature and Price Comparison
Finding the right video conferencing app means weighing features, pricing, and how well it fits into your workflow. Here’s a quick comparison of five popular platforms:
| App Name | Free Plan | Starting Price (USD) | Max Participants | Key Features | Best For |
|---|---|---|---|---|---|
| Zoom | Yes (40‑min limit) | $13.33/user/month | 100+ (scalable to 1,000+) | AI transcription & summaries, breakout rooms, collaborative whiteboards, real‑time co‑editing, HD video, surveys & polls, advanced security | AI‑powered collaboration, reliable performance, and scalability for growing businesses |
| Google Meet | Yes (60‑min limit) | $6/user/month | Up to 1,000 (500 interactive) | Google Workspace integration, YouTube livestreaming, real‑time captions, smart noise cancellation | Google Workspace users who value simplicity and native app integration |
| Microsoft Teams | Yes (60‑min limit) | $4/user/month | Up to 1,000 (10,000 for webinars) | Office integration, collaborative editing, webinar tools, live captions (40 languages), speaker coach, threaded conversations | Microsoft 365 customers needing tight Office integration and a unified productivity suite |
| RingCentral Video | Yes (50‑min limit for 100 users) | $20/user/month | Up to 200 | AI‑powered noise cancellation, smart meeting summaries, Meeting Insights with transcripts, analytics dashboard | Distributed teams valuing excellent audio quality and AI‑powered productivity features |
| GoTo Meeting | No | $12/organizer/month | Up to 250 | Mobile‑optimized interface, one‑click meetings, Commuter Mode, interactive drawing tools | Mobile professionals needing reliable performance and 24/7 support |
The table lays out the essentials, but let’s dig into the details to see how these platforms stack up.
Free Plans and Pricing
Microsoft Teams Essentials stands out as the most budget-friendly option at $4/user/month, making it a smart pick for cost-conscious teams. Meanwhile, RingCentral Video offers a strong free plan, allowing 50-minute meetings for up to 100 participants, complete with video recording and AI-powered transcription. On the other hand, GoTo Meeting doesn’t provide a free plan for teams, which might limit its appeal for smaller groups. With most business-grade platforms averaging around $16 per user per month, these options provide good value for small teams.
Integration and Usability
If you’re already using Google Workspace, Google Meet is a natural fit thanks to its seamless integration and ease of use. Similarly, Microsoft Teams shines for Microsoft 365 users, offering deep integration with Office tools and an affordable entry price point.
AI and Productivity Features
Zoom and RingCentral Video both bring advanced AI tools to the table. Zoom provides AI transcription, summaries, and insights, while RingCentral offers smart meeting summaries and detailed Meeting Insights. These features are ideal for teams that need to capture and revisit important details from their discussions.
Mobile Optimization
For professionals on the move, GoTo Meeting is a standout choice. Its Commuter Mode optimizes audio quality while reducing data usage, making it perfect for frequent travelers. Add in its mobile-friendly interface and one-click meeting access, and it’s clear why it appeals to mobile workforces.
The video conferencing market is expected to hit $19.73 billion by 2030, driven by ongoing competition and feature improvements. This growth benefits small teams by offering better tools at competitive prices.
Each platform has its own strengths, so the best choice depends on your team’s specific needs and priorities.
Conclusion
Picking the right video conferencing app boils down to aligning your team’s needs with your budget. If cost is a concern, some platforms offer affordable plans that include extended meeting times and support for a large number of participants.
From our analysis, it’s clear that each platform has its own pricing structure to cater to different requirements. Many even provide robust free plans, offering features like extended meeting durations, video recording, and AI-powered transcription. These free options are a great way to explore the platform’s capabilities without committing financially.
A good video conferencing tool isn’t just software – it becomes part of how your team communicates. It helps maintain personal connections and speeds up decision-making. Free trials are a smart way to test how well a platform fits into your team’s workflow and how easy it is to use.
As your team grows, your conferencing needs will likely evolve. What works perfectly for a small startup might need an upgrade as your team expands. Thankfully, most platforms make it simple to scale up, letting you start small and add features as needed. The best app strikes the right balance between affordability, ease of use, and strong security to support your team’s growth.
Whether you’re planning a product launch, brainstorming ideas, or staying connected across time zones, effective communication is key. Taking the time to choose the right platform now will ensure it enhances your collaboration instead of holding it back.
FAQs
What should small teams look for in a video conferencing app?
When choosing a video conferencing app for a small team, focus on simplicity and ease of use. A clean interface and intuitive controls make it easier for everyone to get started without a steep learning curve. It’s also important to ensure the app works smoothly with your existing tools and hardware to prevent unnecessary hiccups.
Prioritize features that enhance teamwork, like screen sharing, recording capabilities, and chat options, while making sure the app delivers consistent video and audio quality. Reliability is non-negotiable when it comes to staying connected during important discussions.
Don’t overlook scalability – select a platform that can adapt as your team grows. And, of course, keep an eye on pricing. Look for an app that strikes the right balance between useful features and an affordable price, tailored to the needs of smaller teams.
What features and limitations do free plans of video conferencing apps typically have?
Free video conferencing plans often come with limitations on meeting duration and participant numbers. For instance, Google Meet allows up to 100 participants for meetings lasting a maximum of 60 minutes. Similarly, Zoom’s free plan supports 100 participants but caps meeting time at 40 minutes. On the other hand, Microsoft Teams provides standard features like screen sharing and chat without imposing a strict time limit, although access to advanced tools may require a paid subscription.
These free options work well for smaller teams that only need basic features. However, they might fall short for longer meetings or those requiring advanced functionalities.
What tools can these video conferencing apps integrate with to boost productivity?
Most video conferencing apps today are built to work smoothly with widely-used productivity tools, helping you keep your workflow efficient. For example, Microsoft Teams connects easily with Microsoft 365 apps such as Word, Excel, and SharePoint, making collaboration and document sharing a breeze. Likewise, Zoom integrates with Google Workspace and Microsoft tools, streamlining tasks like scheduling, file sharing, and team coordination.
These connections offer handy features like syncing calendars, managing tasks, and enabling real-time collaboration, which can help small teams stay on track and productive during virtual meetings.
