How Much it Cost to Build a Virtual Meeting Mobile Application in 2022?

By Ruchir C.

Technology has been an efficient way of paving the means of communication. The technology has advanced the working pattern of employees. Virtual meetings are conveniently breaking traditional face-to-face meetings so that employees can work remotely. Virtual meetings allow users to share data and exchange information without being physically present at a place. Interacting through a virtual platform, individuals develop their virtual skills. Virtual communication teaches several techniques to organize and manage meetings effectively.

The moderators in virtual meetings facilitate the participation of the participants. Moreover, social networking platforms encourage to development of virtual relationships with team members. Involving others keeps the team members engaged in establishing a long-lasting impact through communication. As we all know, virtual conferencing has skyrocketed its demand during the pandemic, providing numerous platforms.

This article focuses on the cost of developing video conferencing applications. The virtual conferencing applications include workshops related to education, presentations, and training exhibiting the combination of synchronous and asynchronous conferences. However, the virtual conferencing platform is capable of supporting every element in consideration.

What is a virtual meeting platform?

Virtual conferencing platforms have increased the reach of advanced technology to large audiences. Through video conferencing apps, participants can access live meetings from their devices in any part of the world. Several tools are designed for participants to host meetings over the internet, such as a virtual conference room to join the meeting room at ease.

Pandemic has allowed us to connect virtually with our friends and family members. Furthermore, virtual conferencing removed all barriers for parents to work from home. It has been reported that 86% of individuals have switched to work from home from several countries amid COVID 19 pandemic. Additionally, virtual conferencing has enhanced the networking opportunities for online businesses connecting audiences worldwide.

Video conferencing is an online technology permitting users to be a part of a meeting without physically present at the location but holding face-to-face meetings worldwide. Remarkably, the conferencing applications save time and expenses associated with travel-related to business. Thence it costs little or no cost in holding real-time face-to-face meetings.

The attendees must utilize the technology to organize virtual events hosted worldwide. The multiple-track sessions are streamed online, typically consisting the virtual events. The virtual events include virtual conferences, webinars, internal hybrid events, and external hybrid events. Moreover, all the attendees are visible via a computer video camera.

Types of virtual conferencing systems

Video conferencing is considered the most efficient and widespread system in the market. The online conferencing platform comprises different video conferencing systems, including Telepresence, integrated, desktop, and service-based. Let us understand these systems in detail.

  1. Telepresence Video Conferencing System

Telepresence focuses on the direct relationship of an employee and client by bringing them together virtually. The main aim of Telepresence is to host a meeting through online sources without being physically present at the location. Moreover, to conduct a meeting with a large audience, screens are placed in a room at eye level, appearing like all the participants are in the same room, at the same table.

The screens are arranged so that it gives attendees a realistic experience throughout video conferencing. It is essential to have high-quality internet during the session to prevent any distraction or problem and provide high-quality video and calls to participants. Despite advantages, every video conferencing system has its disadvantages. This video conferencing system is highly pricey as companies have to invest thousands of dollars to provide a quality and realistic experience to their participants.

  1. Integrated Video Conferencing System

Integrated video conferencing systems are generally designed in a centralized location where the presenter can place the equipment. It allows communication amongst participants to ensure high-quality video and audio connection. The groups are integrated for a video conferencing system because the set is the same as the telepresence system. Since the equipment is set at a place, it is difficult to change the location for another setup.

The central part of an integrated video conferencing system is hardware and codec enabling video and audio quality up to 4K Ultra HD. However, content sharing and screen sharing are the foremost features of this system, securing all the meeting contents for participants.

Lastly, the integrated video conferencing system is much cheaper than the telepresence video conferencing system. But investment in equipment requires a similar amount of investment as a telepresence video conferencing system. Additionally, the integrated video conferencing systems are beneficial for classrooms and boardroom conferences to conduct enormous participants.

  1. Desktop Video Conferencing System

Desktop video conferencing system is one of the prominent conferencing systems. Participants use the traditional video conferencing system to attend quick and personal office meetings. The computer desktop installs hardware and software required for video conferencing. Also, no meeting room and video cameras are required.

The desktop video conferencing system communicates amongst hosts and participants for a short period. However, traveling cost to attend meetings at different locations is saved with time. As a result, two options are required for setting up the system, either software on the desktop or a hardware codec. Therefore, your personal computer is set up for a conference by using a desktop video conferencing system.

  1. Service-based Video Conferencing System

 The service-based video conferencing system is the provider's responsibility to deal with all technical glitches. The provider, which is considered a telecom carrier, controls the majority of network setup. The provider makes everything convenient by managing all the technicalities. Now you can attend your meeting effectively and efficiently.

Importance of video conferencing

Video conferencing has become an essential part of technology, especially since COVID 19 pandemic. Video conferencing has benefited millions of employees and students who are working and studying at ease. The virtual conferencing platforms allow users to connect virtually with each other. Several apps offered video conferencing services during the pandemic, such as Zoom, FaceTime, Microsoft Teams, etc. The apps and online services became a medium to communicate with friends and family members without physical presence.

Assuredly, video conferencing apps can be set up on any device like mobile, laptop, etc. These conferencing apps are affordable because the services depend upon specific business requirements. After that, the corporate sector constantly encourages video call platforms to host virtual meetings and project collaboration. The virtual team meetings have changed the work pattern amongst employees by enhancing the sense of togetherness and belongingness. The innovative online meetings have increased innovation, team collaboration, and management amongst employees.

Advantages of video conferencing

The integration of video conferencing apps offers specific features and tools that increase user engagement and boost productivity. The video conferencing apps have become the new normal promoting collaborations and communications in the work and learning process. There are several tool and development services in the market embracing remote work through video conferencing. Let us now understand the key benefits of the new normal, i.e., video conferencing platform.

  1. Effective Communication

Communication effectively means sharing your ideas and concepts where they are heard. Effective communication ensures human behavior and language while participating in conferences. Therefore, while participating in a conference, must add a video with the audio to make it understandable for the audience.

  1. Build Meaningful Relationships

The attendees must engage in a virtual meeting like a physical meeting. To build relations with your fellow mates, you need to pay undivided attention to every individual in the virtual meeting. The socialization and face-to-face interactions during virtual meetings lead to a greater sense of belongingness to maintain healthy and meaningful relationships.

  1. Cost-Efficient

Virtual meetings are less expensive as compared to physical conferences. The conference can eliminate the maintenance costs. The attendees will join the meeting remotely and efficiently engage in personal meetings. Indeed, low travel expenses are observed due to video-based meetings conducted for employees to communicate face-to-face with each other.

  1. Improved Productivity

Through document sharing, the individuals can improve productivity with an in-person meeting. Organizations must use cloud-based servers for file sharing to streamline the business. Thence, the people in the workgroup can ensure the transfer of files during the conference.

  1. Quick and Easy Meeting Scheduling

Nowadays, participants don't have to join the meeting by moving to a location. Instead, they can attend a video conference to participate in the meeting from anywhere. In addition, individuals can set their schedules while commuting, especially considering busy schedules. The video conferencing app development ensures that individuals can make their list of conferences by setting up dates and times.

Steps to conduct a virtual meeting

Holding an online meeting is not the same as holding a face-to-face meeting. Plans, schedules, and even meeting results are affected by factors such as the video conference platform, the number of participants, and the time zones of the participants.

 This section describes five actions you can take to make a virtual conference successful.

  1. Select the appropriate virtual conferencing software: There are many factors to consider when choosing the perfect virtual conferencing tool. There are three things to keep in mind when choosing a tool:

  • How many people are you planning to attend? If you have a small number of attendees, you can use a more straightforward meeting platform. Choose a robust platform that scales to fit your team for large meetings.

  • What features do you think you need? When assessing technology, consider whether features such as session recording, small meeting rooms, live chat, screen sharing, whiteboards, and gamification will improve your meetings.

  • Would you like to work with us at a meeting? If your meeting includes brainstorming sessions or sessions where many people contribute simultaneously, collaboration tools or suites such as Google Workspace are an excellent choice. 

Imagine how the meeting progresses from start to finish, considering the factors listed below. Record the flow for future planning.

Technology and equipment:

Decide which tools and technologies to use for your virtual conference. Learn how to use these online conferencing tools. 

Provide participants with a description of the essential tools. Think about what you can do with the functionality of the tool.

Participants muted or unmuted:

Turn off the participant's video. Dismiss participants as needed. Create a background

If you need to use another software platform during a virtual meeting:

  1. Consider adopting a collaboration platform such as Toasty.

  2. Choose a neutral/professional location to hold your meeting as undisturbed as possible.

  3. Try the meeting tool on your PC.

  1. Create a meeting plan

Unscheduled meetings are one of the most inefficient things you can do. The schedule gives the meeting a structure and ensures that it achieves its purpose. Ask yourself the following questions to create the agenda for your next meeting. What exactly is your goal? Define the goals and objectives of the meeting. Explain whether you're brainstorming, talking about a problem, staying up to date, or seeing what everyone is doing. 

What is the frame? Decide how long the meeting will be, who will speak, who will attend, what the topic of the discussion will be, and how long each speaker will give a presentation. If your meeting includes customers and prospects, don't forget to schedule breaks, Q & A, and networking sessions. Is there anything I should be aware of in the time zone? When working with global or remote teams and clients, consider different time zones to minimize scheduling issues.

  1. Defines the etiquette of a virtual conference

Meeting etiquette refers to the basic principles that help a virtual meeting succeed. You can ask the player to follow the following etiquette rules. You need to check the equipment (microphone, camera, internet connection, conference tools) 5 minutes before to ensure everything is working correctly. Turn off phone notifications or put them in silent mode. The ringing mobile phone notification can distract everyone in the room during a meeting. Please say your name before speaking or asking a question. If they aren't speaking, turn off the microphone. The etiquette rules silence all unwanted background noise and conversations. Participants can also use the chat area to ask questions and make recommendations. The moderator or presenter records this. Please read the minutes carefully before the meeting begins.

  1. Run the meeting

At the beginning of the meeting, ask everyone to introduce themselves. You can also start with a small icebreaker if it fits your topic or context. Follow the meeting agenda. Ping the presenter to confirm the time so that the meeting can proceed smoothly. Take the time to answer your questions so that your session doesn't take too long with unplanned follow-up questions.

  1. Meeting follow-up 

Send the meeting summary, action items, and the following actions to everyone after the meeting. It is always helpful to record the minutes, whether manually or via an intelligent assistant. If follow-up is required, discuss it during the meeting and include it in summary. After the meeting, you can get feedback from attendees through face-to-face communication and voting. The meeting follow-up will help you understand the meeting.

Cost to develop a virtual meeting application in 2022

The cost to build a video chat app depends on the features it displays to the audience. The price of developing a virtual app hovers around $50 per hour. The estimated budget to develop a virtual meeting application is around $45,000 to $70,000. It is important to note that an effortless project costs approximately $ 10'000. The cost of an application increases to $60,000 in many cases. The main reason for price differences is model uniqueness, marketing expenses, features' sophistication, etc.

The reports have shown that the development of a simple app consists of $40,000 to $60,000 within 2-3 months. The statistics change in 3-6 months if the app's development is of a fundamental level. The estimated cost for essential app development is $60,000 to $150,000. The complex level of app development consists of high-quality features and evident results. The complex app development takes more than 9 months to improvise its features, estimated at $300,000.

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In conclusion, this article guides you about virtual conferencing app development. The development of video conferencing apps advantages enormous opportunities to organize the online conference. At last, the comprehensive estimation authorizes specifications to prepare project-related documents. Moreover, to build a video conferencing app, hiring methods are the critical factors affecting the projects' cost. It is essential to develop an app with pinpoint specifications about the project.

Furthermore, a virtual meeting is a vital tool that connects and works remotely with the team members online. Virtual meeting platforms allow users to chat and collaborate through video calling. It also helps you share documents by using different functionality like screen sharing etc. The virtual meeting platform is beneficial for individuals to schedule their meetings without running for extra expenditure to attend such events.

In addition, recent circumstances have apparently taught us the virtual events to take place more often. The benefits of virtual conferencing include lower costs with higher revenues, and streamlining the company’s reputation. The companies around the globe realized the importance of virtual conferencing platform and they turned on to the integration of hybrid participation in the events.

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