A Complete Guide to Desktop Video Conferencing Solutions

A Complete Guide to Desktop Video Conferencing Solutions

Desktop video conferencing has completely transformed the way businesses communicate and operate in recent years. Video conferencing is the primary way that many companies conduct meetings and employees also leverage video for collaborations, particularly remote employees. This article explores everything there is to know about desktop video conferencing solutions for business so you're prepared to choose the best communication tools for your business.

What is a Desktop Video Conferencing System?

Desktop video conferencing is cost-effective for multiple employees at a small business to collaborate with each other. Desktop video conferencing also has special functions that can provide numerous benefits to a company. This is especially helpful in the growing need for remote working collaboration solutions with the popular hybrid workplace model.

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Types of Desktop Video Conferencing Systems

Telepresence Video Conferencing

Telepresence video conferencing has unique cameras and equipment to create the most seamless desktop video conferencing experience available. Because of the way the equipment is positioned, it mimics the feeling of being in the same room as the desktop video conferencing participants. This type of desktop video conferencing solution is a huge cost and equipment investment for most companies.

Integrated Video Conferencing

This type of desktop video conferencing system requires high-quality hardware such as cameras and screens and a codec. This option is slightly cheaper than telepresence but the equipment required will still be a significant investment.

Desktop Video Conferencing

this is the most popular desktop video conferencing. This is much more user-friendly and enables the communication between a host and the participants of a desktop video conferencing call. You can deploy desktop video conferencing with two options: software or hardware codec. With the growing popularity of cloud-based desktop video conferencing platforms, communication and collaboration between teams has never been more productive. 

Desktop Video Conferencing Features

Here are five of the top desktop video conferencing features available:

Presentation Mode

This is a special mode that allows the desktop video conferencing moderator to put on a slide show during a video conference. It can be a timed slide show that changes the image at a fixed interval or a dynamic presentation that switches the image when the moderator wants to move on to a different topic. You can also usually add sound and video files to run during the presentation.

If you’ve used PowerPoint before, you can probably guess the benefits of this desktop video conferencing feature. You can show sales reports, stock analysis, and status updates during a desktop video conferencing session. It also frees up the speaker to focus on the presentation since the software is in charge of the slide show.

Screen Sharing

You can use this desktop video conferencing feature to show the content of your desktop to other people during a video conference. They can watch you move your mouse, open files, go to web pages, and perform other actions.

This feature is particularly useful for showing people how to solve problems they might be experiencing with their computers. If a person doesn’t know how to access their sales record or move files around, you can show them how to do so and answer any questions they might have along the way.


You can use this feature to record the audio and video of one or more participants during a session. The information is stored as a data file in your desktop video conferencing system and can be shared with others if necessary.

The primary benefit of this desktop video conferencing feature is that you can go back to old video conferences and review the information that was provided. You can also have someone transcribe the session, just as if someone had videotaped a normal meeting.

File Transfer

This desktop video conferencing feature allows you to send documents, photos, sound files, and video files to other people in the room. You simply click on the person’s name, select the file you want to transfer, and hit send. Many video conferencing systems also have a shared file directory that anyone can access.

This desktop video conferencing function can be duplicated through third-party software, but only if you install the program on each of the different computer systems. If someone doesn’t have the FTP application, they may not be able to access the file. Third-party software also typically includes a file size limit and speed restrictions for any uploads and downloads that are made.

White Board

This desktop video conferencing feature provides a collaborative space for people to enter text and add images. If someone writes something down, it instantly appears on the whiteboard. If another person crosses that out, everyone can see it.

It’s essentially like having a whiteboard during a normal desktop video conferencing business meeting You can have brainstorming sessions where people write down their ideas, make comments about things that have already been written, and draw pictures of what you think a product might look like.

What is the Best Desktop Video Conferencing Software?


Zoom desktop video conferencing surged in popularity when desktop video conferencing the savior of collaboration during the pandemic times. Because of Zoom’s cloud-based and software desktop video conferencing presence, Zoom provides the highest quality of audio and video desktop video conferencing capabilities to create a seamless experience for its users. Zoom desktop video conferencing also features a comprehensive suite of features for free while you can upgrade to Pro or Business Zoom accounts depending on your business’s needs. 

Blue Jeans 

Blue Jeans is a cloud-based desktop video conferencing solution with other collaboration features such as content sharing, meeting rooms, and chat features while delivering superior video and audio quality. With Blue Jean’s in-house bridging technology, you can have desktop video conferencing capabilities without the hassle of downloading a desktop video conferencing client. 

Cisco Webex

Cisco Webex desktop video conferencing system support many video users using the Multipoint Control Unit (MCU) to accommodate the needs of any size. Cisco Webex desktop video conferencing is a cost-effective option that can be used on any device such as a laptop or mobile to conduct scheduled and unscheduled meetings within your company. It also has call recording and streaming options to allow employees to interact with videos on demand to enhance productivity. 

To learn more about what to keep in mind when purchasing desktop video conferencing software for your business, consult our desktop video conferencing buyer’s guide for more information.

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