Introducing web conferencing with the cloud meeting tool [Zoom]! Summary of functions and plans

A big feature is that you can participate in the meeting from anywhere without having to gather in one meeting room.

An increasing number of companies are introducing cloud meetings because they allow smooth information sharing and reduce travel costs.

Here, we will explain the features and functions of the popular cloud meeting tool “Zoom”.

The benefits of using cloud meetings are also summarized, so if you are considering using it, please refer to it.

What is the cloud meeting tool [Zoom]?

“Zoom” is a cloud meeting tool developed by an American company called “Zoom Video Communications, Inc.”

Instead of purchasing new dedicated equipment, you can hold a web conference using your existing PC, smartphone, tablet, etc.

First, let’s take a closer look at Zoom’s features and usage plans.

Zoom Features and Functions

Zoom is a cloud meeting tool suitable for holding online meetings and seminars.

Many cloud meeting tools require both the host and participants to have accounts, and the procedures for using them are complicated.

On the other hand , Zoom can be used only by the organizer by registering an account, so it has the advantage of reducing the burden on the participants.

Zoom also has the following functions necessary for web conferencing.

• screen sharing
• Whiteboard
• video recording
• text chat
• Breakout room (function for group discussion)

By using these functions, it is possible to share the host’s screen with participants and give lectures on how to operate, or gather opinions in groups of several people.

In addition to web conferences and seminars, you may be able to use it in unique ways, such as enjoying online drinking parties with colleagues and friends.

Zoom price plan

There are two ways to contract Zoom, one is to sign a license contract from the official website, and the other is to sign a contract from a reseller (reseller). For the free version, the maximum call time is limited to 40 minutes even for meetings with 2 participants.

For business use, we recommend the paid version of Professional or higher.

NEC Networks & System Integration Corporation, a Zoom reseller, offers “Zoom Meeting” and “Zoom Rooms” using the Zoom format.

It can be linked with external services such as Office software and Google Calendar, enabling smoother cloud meetings.

It is very efficient because necessary operations such as schedule adjustment and file sharing can be performed collectively through Zoom.

How to do a cloud meeting with Zoom

Now that you know the features and fees of Zoom, let’s take a look at how to set it up when you actually use Zoom.

A host account is required to use Zoom, so it is important to prepare in advance so as not to panic at the last minute.

Can I use it without registering as a member?

Zoom does not require membership registration to participate in meetings as a client.

When you open the invitation URL sent from the host, the necessary software is automatically downloaded, so you can start by simply installing it.

Also, with compatible browsers such as Chrome, you can join the meeting from the browser just by installing the plug-in.

However, I would like to use the Zoom app as much as possible, as some browsers have functional restrictions and the quality is slightly inferior to the app.

On the other hand, if you host the meeting, you need to create an account and log in.

Since you can create an account for free, if you try it once before officially purchasing a license, it seems that you can start the introduction with confidence.

You can also create an account using the app on your smartphone or tablet.

Meeting settings

If you want to host the meeting yourself, follow the steps below.

1. Create new meeting
2. Notify the target person of the invitation URL
3. When the other party clicks the URL, it enters the participation state

There are multiple ways to invite a cloud meeting, but the simplest method is to notify the URL between PCs.

Also, instead of an immediate meeting, you can specify a specific date and time and notify in advance.

Join a meeting

To join the meeting as a client, just click the invite URL and you’re done.

Since the software will be downloaded for the first time, it will be the flow to participate after installing it.

From the second time onwards, if you click the URL, it will automatically transition to the meeting screen.

In the case of smartphones and tablets, it is also very convenient to convey a 9-10 digit number called “meeting ID“ .

Once you open the app, you can enter the meeting simply by entering the meeting ID, so it may be quicker and easier for the host to provide the number via SMS or chat rather than sending the URL by email.

When conducting a cloud meeting, you need a camera to reflect your face, a microphone to deliver audio, and a speaker to receive the other party’s audio.

Most laptops, smartphones, and tablets are all built-in, so you can use it only on the device.

Note that if you use a desktop PC, you will need to prepare a separate device.

Advantages of using web conferencing

What are the benefits of holding web conferences and seminars using cloud meeting tools?

Finally, I will explain the benefits of introducing cloud meetings.

Smooth information sharing

With cloud meeting tools, you can easily start a meeting anytime, anywhere.

Zoom is equipped with a high-quality and stable video call function, and it also features the ability to proceed as if you were having a face-to-face meeting.

In addition, text chat and writing on the screen are also possible, so communication becomes smoother.

Emotions that are difficult to convey by email or phone can be easily conveyed with cloud meeting tools.

It is also recommended as a tool for communicating with employees who are working remotely or working from home.

Cost reduction such as transportation expenses

Cloud meeting tools can be used from anywhere with an internet connection.

This means that you can participate in meetings from your own desk or even from home, without having to gather in a conference room.

When meeting with distant business partners or branch offices, you can save the trouble of gathering at one or the other each time, leading to cost reductions for traveling.

In addition to being able to cut transportation and business trip costs, you can also expect to improve work efficiency by allocating the time that would otherwise have been spent traveling to other tasks.

In addition, since materials can be shared as data, printing costs can also be cut.

There are some costs associated with deploying a cloud meeting tool, such as licensing fees, but it pays off in the long run.

summary

• Zoom is one of the cloud meeting tools that allows web conferencing from PCs and smartphones.
• The feature is that meetings can be easily held without the need for member registration on the client side.
• Cloud meeting tools have advantages such as smooth communication and cost reduction

Zoom is a cloud meeting tool that features high functionality and a simple UI that is easy to use even for those who are worried about operating IT tools.

Security measures are also solid, so if you are planning to introduce it, please consider using Zoom.