What is an online meeting? System Comparison and Advantages of Web/Video Conferencing

What is an online meeting System Comparison and Advantages of Web Video Conferencing
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From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings of 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

A system that allows you to communicate with people in remote locations using monitors, cameras, and microphones is called an online conference system.

There are two main types of online conferencing systems: web conferencing systems and video conferencing systems.

It is important to choose a system that fits your company’s style because each has different characteristics such as suitable environment and merit of introduction.

Here, we explain the characteristics of the online conference system, how to select it, and the advantages of its introduction .

We also introduce the recommended online conference system “Zoom”, so please refer to it.

Types of online meetings and differences between systems

Both the web conferencing system and the video conferencing system are designed to enable meetings and meetings with people in remote locations through the screen.

On the other hand, there are differences in the place where the meeting is held and the suitable number of people, etc., and it is necessary to use them according to the usage scene.

First, let’s take a closer look at the features and differences of each online conferencing system.

Web conferencing system

The web conferencing system is a system that allows you to hold meetings using your own personal computer, smartphone, or tablet.

Connect to the common meeting page using a mobile line or Wi-Fi.

As long as the internet environment is in place, it is characterized by being able to freely participate in meetings from anywhere inside or outside the company.

Suitable for one-on-one or multi-person meetings.

Many web conferencing systems are equipped with functions such as screen sharing and recording of meeting content, and there are various ways to use them, such as training and seminars.

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It is also recommended to use it to make presentations while showing materials to distant business partners.

video conference system

A video conference system is a conference system that is used after installing equipment such as cameras and microphones in a specific location such as a conference room.

It is suitable for many-to-many discussions, such as regular meetings between the head office and branch offices.

Although it requires the introduction of dedicated equipment, it is characterized by the fact that the quality of audio and video is easier to stabilize compared to web conferencing systems.

Difference between cloud type and on-premise type

Web conferencing systems and video conferencing systems are further classified into “cloud type” and “on-premise type”, respectively, depending on the lines used.

The cloud type has a mechanism to communicate via an external server, and can be used from anywhere as long as it can be connected to the Internet.

On-premise type, on the other hand, refers to a system that communicates via a dedicated server installed in-house.

Although it takes time and effort to invest in equipment such as a server and operate it, the connection is more stable than the cloud type, and since it is operated only in-house, there is a sense of security in terms of security .

However, recently, many cloud-based services have enhanced security and support, so you can use them with confidence.

Since the performance is also updated by the service provider, more and more companies are currently introducing the cloud type.

How to choose an online meeting

The features and differences of the online conference system are summarized below.

Web conferencing system Teleconferencing system
Number of users 1 to 1 or multiple many to many
Use scene Group meetings, sales, training, etc. Regular meetings between bases, etc.
Place of use place with internet Room with dedicated equipment

Web conferencing is suitable for internal communication and information sharing, and video conferencing is suitable for external communication and executive meetings.

It is important to assume the main usage scenes when using an online conference system in your company and introduce a suitable system.

In addition, let’s compare online conferencing systems from the following perspectives.

  • Number of people who can connect simultaneously
  • audio and video quality
  • high security

Currently, there are more than 30 types of services that allow online meetings.
Even if you say Web conferencing system or video conferencing system, there are various functions and maximum number of people.

We recommend that you first consider the size and budget of the system you need and try it out on a trial basis.

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Advantages of introducing an online meeting system

It turns out that there are several types of online conference systems, depending on the scope of use.
Next, we will explain the benefits of introducing an online meeting system to your company.

Operational efficiency

Using an online conference system reduces various costs associated with conducting conferences.

In the case of a web conference, you can participate from home, and in the case of a video conference, you can participate from the nearest base.

You can cut transportation and business trip costs to travel to the distant headquarters, and labor costs for arranging the venue.

In addition, since the travel time is shortened, it will be possible to allocate the margins to other tasks and improve the efficiency of the work.

It also has the advantage of creating an environment that facilitates the exchange of opinions by greatly lowering the hurdles for holding meetings.

Facilitation of information sharing and communication

Another feature of the online conference system is that you can talk while projecting each other’s faces on the screen, so you can proceed as if you were actually having a face-to-face conversation.

Emotions are easier to convey than emails and phone calls, making communication smoother.

In addition, the web conferencing system can be used anywhere, so it is useful for individual reporting and consultations that are not enough to hold a meeting.

It is also effective as a communication tool for staff who are working remotely or working from home.

Disadvantage is that it is easily affected by line conditions

In the case of a cloud-based online conference system, there is also the disadvantage that the communication status is affected by the Internet environment.

Since the occurrence of time lag and disturbance of audio and video can reduce efficiency, it is necessary to secure a place with stable communication.

Recently, some services have appeared that reduce the capacity of the system itself and allow relatively stable exchanges even with low bandwidth.

If it is difficult to adjust the environment, one method is to introduce a highly stable online conference system.

Recommended tool with high connection stability [Zoom]

The online conferencing system “Zoom”, which is used all over the world, is a popular service for maintaining high quality and high image quality even with low bandwidth.

It can be used with about 1/10 of the communication traffic compared to general online conference systems.

The functions available in Zoom are as follows.

  • Video recording of meeting content
  • screen sharing
  • Whiteboard
  • text chat
  • breakout room (grouping of members)
  • Cooperation with external services
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Zoom has various security measures such as encrypted communication, password Zoom webinar window smaller, other options will move to [ Details ]. There are also new settings, and conference room locks, so you can rest assured even during important meetings.

There are a wide range of plans, from a free version for personal use to a paid version for business, so choose a plan that matches your scope of use.

NEC Networks & System Integration offers a free trial of business licenses.

If you are thinking of introducing an online conference system, please contact us.


  • Web conferencing is recommended for individual interactions, and video conferencing systems are recommended for regular meetings with a large number of people.
  • By introducing an online conference system, it is expected to improve work efficiency and facilitate communication.
  • With Zoom, stable communication is possible even in areas where only mobile lines can be used

It is necessary to use different online conference systems according to the number of users and purposes.

If you introduce a tool that does not meet the original purpose, it will rather cause confusion, so it is important to clarify the purpose of use and select the tool.