11 Must-Have Features for Business Meeting Software

5 min read
Dec 24, 2024

The business culture has evolved significantly in recent years. Many businesses have implemented hybrid work—a trend that precedes the COVID-19 pandemic. With several years of remote work experience, employees are now increasingly seeking opportunities that allow them to work from home.

Table of contents:

  1. Meeting scheduling
  2. Screen sharing
  3. Embedded video conferencing API
  4. Video call recording
  5. Real-time conversation and interactivity
  6. Private and secure business meetings
  7. Waiting room
  8. User management
  9. Live streaming
  10. Breakout rooms
  11. Custom branding
  12. AI-driven features

The shift towards remote work has been transformative. A report by McKinsey & Company reveals that 58% of employed respondents now have the option to work remotely at least part-time, and 35% can work from home full-time. This trend reflects the growing demand for flexible work environments and robust digital tools.

Online business meetings have become essential for collaboration across organisations. Virtual meeting platforms range from simple setups for huddle rooms to advanced telepresence suites, empowering businesses to improve productivity while significantly reducing operational costs.

Top features for business meeting software 2025

If you’re considering investing in business meeting software, you need to identify key features that deliver value and enhance collaboration. Here’s an updated list of must-have features:

Meeting scheduling

Meeting scheduling is fundamental to seamless business operations. This feature allows hosts to plan meetings in advance, integrating directly with calendars to ensure optimal attendance. Notifications and reminders can be customised to alert participants well before the meeting begins. Advanced scheduling tools even accommodate different time zones, simplifying global collaboration.

Scheduling tools can also provide visibility into participants’ availability, reducing scheduling conflicts. Features like recurring meeting setups and agenda sharing ensure that every meeting is purposeful and well-structured.

Screen sharing

Screen sharing is a cornerstone of effective virtual communication. This feature lets presenters share their desktop, specific application windows, or even interactive whiteboards with participants. It’s an invaluable tool for presentations, training sessions, and troubleshooting.

Advanced screen sharing allows annotation, enabling presenters to draw attention to specific points or highlight details in real-time. For added security, private sharing ensures that sensitive notifications or unrelated content are not inadvertently displayed. This feature creates engaging, productive meetings that keep all participants on the same page.

Embedded video conferencing API

Embedded video APIs provide businesses with the flexibility to integrate video conferencing directly into their existing applications. This eliminates the need for external tools, creating a seamless experience for users. APIs allow for customisation, scalability, and integration with other enterprise tools, streamlining workflows.

By incorporating video APIs, businesses can enhance client and team interactions, fostering better communication. Notably, over 90% of developers are now utilising APIs in some capacity, with 69% using third-party APIs and 20% employing internal or private APIs. This widespread adoption underscores the critical role APIs play in modern software development and business operations.

Video call recording

Video call recording ensures that no critical details are missed during meetings. High-definition recordings capture both audio and video, making them ideal for future reference, compliance, or training purposes. Time-stamped markers allow for quick navigation to specific parts of the meeting.

Recordings can also be securely stored and accessed later, with participants notified of the recording for transparency. This feature reduces the burden on attendees to take notes, allowing them to focus on discussions while ensuring accountability and accuracy.

Real-time conversation and interactivity

Real-time chat enhances communication during virtual meetings, allowing participants to share ideas, links, and feedback instantly. Tools such as polls and Q&A sessions foster engagement, while live reactions like emojis and applause icons make interactions dynamic.

Moreover, private messaging options ensure secure one-on-one conversations during group sessions. Real-time interactivity ensures that meetings are not just presentations but true collaborative experiences, enhancing participant satisfaction and productivity.

Private and secure business meetings

Security is a top priority for virtual meetings. Features such as end-to-end encryption, password protection, and multi-factor authentication safeguard sensitive business discussions. Hosts can manage access, ensuring only authorised individuals can join.

Additional security measures, like locking meetings and restricting file sharing, provide peace of mind. These features help businesses maintain confidentiality and comply with data protection regulations, making virtual meetings as secure as in-person interactions.

Waiting room

The waiting room feature is a vital security measure, allowing hosts to screen participants before admitting them into the meeting. This ensures that only authorised attendees join the session.

Customisable waiting room messages provide a professional touch, sharing important information such as the meeting’s agenda or start time. This feature prevents interruptions and sets a professional tone, ensuring meetings run smoothly.

Meeting and user management

The host can manage the virtual conference by permitting or disallowing attendees, silencing their cameras or microphones, and granting other team members moderator privileges. They can also mute the microphones and cameras of attendees so that the business owner can continue speaking uninterrupted. It is essential for high-level talks involving individual decision-making.

The host may wish to ensure that only authorised attendees are present during management-level meetings. To allow participant entries, the host may also transfer his hosting responsibilities to another team member or make them a moderator. Top video conferencing software will enable the host to distribute permissions for efficient conference management.

Live streaming

 Live streaming expands the reach of meetings, enabling one-to-many communication. This feature is ideal for town halls, product launches, or training sessions, allowing organisations to broadcast content to a global audience.

Integrating live streaming with platforms like YouTube or private portals enhances accessibility. With adaptive quality settings, live streams provide a smooth experience regardless of internet connection. Recorded live streams can also be repurposed, adding value long after the event ends.

Breakout rooms

Breakout rooms enable focused discussions within larger meetings. Hosts can assign participants to specific rooms, fostering collaboration on particular tasks or topics. This feature is ideal for workshops, brainstorming sessions, or small team huddles.

Breakout rooms also provide a private space for addressing sensitive matters, ensuring productive and confidential discussions. Hosts can monitor progress or move between rooms, maintaining oversight without disrupting group dynamics.

Custom branding

Attending a corporate conference with custom branding and the most dependable technologies for virtual meetings can help you leave a lasting impression on others.

Consider employing a logo maker for brand recognition and a colour scheme as your virtual background to create an original touch. Furthermore, it could be brand-associated product imagery or another form of promotional aid.

AI-driven features

AI-powered features are transforming virtual collaboration. Automated meeting summaries capture key points and action items, saving time and ensuring clarity. Real-time captions enhance accessibility, making meetings inclusive for participants with hearing impairments or language barriers.

AI tools like these also provide actionable insights, such as engagement analytics and smart suggestions for follow-ups. By streamlining workflows and enhancing user experiences, AI-driven features help businesses maximise productivity and collaboration.

Growing Demand for Business Meeting Software

The demand for advanced video conferencing tools shows no signs of slowing down. Whether it’s maintaining connections with global teams, conducting remote interviews, or engaging with international clients, video conferencing has become indispensable.

When choosing a digital meeting platform, look for one that balances essential features with cost-effectiveness. Selecting the right solution can significantly enhance collaboration and business outcomes.

Which software is best for meetings?

Digital Samba is a leading provider of white-labelled video conferencing solutions. With its extensive feature set and unmatched flexibility, it enables businesses to build a robust, branded digital ecosystem. Features such as secure APIs, HD video, GDPR compliance, and AI-driven tools like automated captions and summaries make Digital Samba the ideal choice for organisations prioritising security and performance.

Book a demo for Digital Samba today, and a technical rep will help guide you through the right fit for your unique needs. Seeing for yourself is the only truly fair way to compare and choose the right business meeting software.

 

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