Microsoft Teams & Zoom & ON24 & GoToWebinar— Oh My! As the UC workplace continues to grow, so does the number of different webinar hosting platforms to choose from. What used to be a relatively simple ‘standalone’ webinar app choice, now involves either 1) Examining both how a video collaboration platform (like Zoom or Teams) can successfully evolve to also fulfill webinar needs OR 2) Evaluating whether a point-solution like ON24 or GoToWebinar is still king of the hill. Typical live meetings involve a lot of back-and-forth between participants – including sharing materials and discussing when, what, and how tasks are assigned and accepted. The main difference between a webinar and a live meeting is that a webinar is more controlled, as the participants have clear roles assigned. One or more experts present their ideas or provide training for a wider audience. Today, nearly 60% of B2B professionals watch webinars every week, and nearly 70% of businesses rely on webinars to help convert users into paying customers.
So, how do you choose the best webinar platform that will function as the core training and lead-generation engine to drive the success of your company? We’ve partnered with our friends at Metrigy Research to break it all down for you in this post. First, we’ll provide a brief overview of each webinar hosting platform, and then compare them with detailed analyses of different features and benefits such as analytics, video settings, pricing, etc.
Understanding Your Options for Webinar Hosting Platforms
Before we dive into the specific features of Zoom, Microsoft Teams, ON24 and GoToWebinar, let’s take some time to understand the main function of each.
GoToWebinar: GoToWebinar connects you to coworkers, customers, and prospects. The main audiences for this platform are businesses and sole proprietors but are not limited to only them. GoToWebinar helps these organizations create and deliver online and video conferences for any audience. One crucial component of this platform is the ability to pre-record your webinar to look and feel just like live events. With the help of GoToStage, its webinar hosting platform, you can promote your event so potential clients can discover your most engaging content.
Zoom: With over 300 million daily meeting participants, Zoom provides a simple, modern, cloud-based webinar platform. Zoom Webinars, an optional key feature as a part of Zoom’s overall conferencing and phone services, enables organizations to unite people from all over the world in board, conference, huddle and training rooms, offices, and classrooms.
Microsoft Teams: When Microsoft bundled most of its collaborative business software into Teams, the company pronounced the product the team for everyone. Through chats, calls, and video conferencing, Teams allows anyone to engage at any time. With the addition of webinars, it is now easier than ever to broadcast to your organization. And, by virtue of its full integration with Microsoft 365, all your documents remain easy to find and use.
ON24: With ON24, you can choose from a live, simu-live (a prerecorded webinar posted to a live audience), or on-demand webinar to connect with your audience. Unlike the previously mentioned platforms, ON24 prides itself on only charging for what your organization needs. A consultant can help design a webinar solution to fit your requirements.
Webinar End-User Features
In the hybrid workspace, having a webinar-capable platform can be crucial to collaborating successfully within an organization. Many companies have come to terms with this fact but in a world with so many options, it is hard to know where to start. To help ease this confusion, we have outlined key end-user features and how they differ between Teams, Zoom, GoToWebinar and ON24.
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Over the past few years, Zoom and Teams have invested a lot of time and energy in redesigning and simplifying their webinar onboarding processes. To begin a webinar with Zoom, you have the option of two approval methods to ensure your webinar is secure. By sending all attendees a confirmation email with details on how to join the webinar, authorized users will be Automatically Approved. Hosts are also able to Manually Approve by deliberately approving or declining a registrant. If a registrant is approved, they will receive an email with details on how to join the webinar. In a similar fashion, Teams webinar registration can be restricted to people within your organization who use Teams.
ON24 takes it one step further and provides a 45-minute virtual onboarding webinar for management to review. This webinar covers topics such as how to transform onboarding into an interactive experience, improve new hire satisfaction and retention, and train your global new hires at a significantly lower cost. While this experience can provide an abundance of useful information for HR and management, it comes at a cost; users must be registered to watch this webinar. In contrast, GoToWebinar offers seven self-paced learning modules on topics such as how to start a meeting or how to engage your audience.
Hosting Live vs Pre-Recorded Webinars
Depending on the purpose of a meeting, you may want to be able to prerecord a presentation to broadcast to your audience. Within Teams, Zoom and ON24, webinars can be live, simu-live or on-demand. During a simu-live meeting, you can present previously recorded content within a live session. During this prerecorded meeting, attendees can view the content, but cannot share their own audio, video, or content. Instead, if they have input, they can access the live chat and Q&A.
GoToWebinar offers the capability to create an automated webinar experience that is meant to resemble a live session. Users are provided with reminder emails, interactive polls and handouts, and a post-session survey, and can use the Q&A feature— receiving automated responses. The host can schedule the webinar ahead of time or make it on-demand, allowing attendees to watch it at any time.
|On-Demand Archive||Online recordings are automatically uploaded to library||Requires registration; users view and download; generates host report||Access through recording link or through Microsoft Stream||Access through portal housing all webinar, video, PDF content|
Webinar Engagement Features
Each webinar hosting platform possesses all the standard features that we would expect from a video conferencing platform: mobile and desktop apps, screen-sharing, admin controls, and virtual backgrounds. A few key features, however, set the webinar platforms apart.
Basic features like webinar waiting rooms, surveys and file-sharing allow users to stay engaged with the speaker no matter which platform you are using. Most platforms have created a feature to include interactive polls, yet Teams is falling behind in this area. Teams is working on adding this feature but has not done so yet. On Zoom, file transfer enables you to send files to other meeting participants during the meeting or webinar through the in-meeting/webinar chat. Zoom sets itself apart by allowing files to be sent to all participants, directly to one participant, or to specific predefined groups- such as all panelists in a webinar.
Both Teams and ON24 enable users to be put into breakout rooms/sessions. One drawback that is specific to ON24 is that each event is limited to 10 rooms. Teams offers the ability to assign attendees to specific breakout rooms with timers, retention rate metrics, and reassignment abilities that go further than any of the respective vendors. These features support virtual exhibit halls, 1-on-1 sales meetings, or further interaction with panel speakers to be managed more efficiently.
With polling, one frustrating aspect of Zoom polling is that although the results of the polls can be easily shared during the webinar, the actual recording of the webinar does not capture this reveal. So, for saving webinars for later on-demand showings, a screenshot of the poll results needs to be captured during the live event and then edited back into the recording in post-production.
|Audience Interaction||Reply to organizer only||Listen-only audience, can be unmuted, raise hand, use chat||Live reactions, unmute participants, live chat||Live chat and gamification of interaction|
|Polling, Q&A||Yes, and manual survey too||Yes, with automatic survey||Yes, powered by Microsoft Poll||Live polls/surveys, moderated Q&A|
|Breakout Rooms/Sessions||Not offered||Not offered||Yes, with timers, retention, reassignment||ON24 Breakouts: 10 rooms per event|
|Virtual Exhibit Halls/Meetings||Not supported||Not supported||Conducted via lobby and breakout rooms||Conducted via breakout rooms|
Advanced Video Settings for Webinar Platforms
As remote work became the new norm, Zoom recognized the need for advanced video settings to help users – including webinar hosts and panelists — enhance their appearance. Zoom’s “Touch Up My Appearance” feature uses a real-time algorithm to identify your face in the visual feed and automatically applies a soft focus to it. While Teams offers similar features, GoToWebinar and ON24 fall behind as they only offer features like blurred or custom backgrounds.
In addition, Teams has presented an important feature called “Together Mode” that brings a greater in-person experience for viewers as speakers can be placed together in-frame. In Presenter Mode, speakers can be put in front of their content to simulate a physical setting- something that the ON24 and Zoom advanced presentation methods are unable to do.
Last, while Teams offers live captioning in six other languages other than the primary language, Zoom is the only provider that offers native real-time translation, as Teams does not offer any sort of audio translation. ON24 and GoToWebinar utilize Interprefy- a remote simultaneous interpretation platform- for real-time translation. However, it is important to point out that Zoom does not provide live captioning in languages other than English.
|Real-Time Translation||Interprefy integration||Up to 20 participants with separate audio feeds||Live captioning in six other languages||Interprefy integration and captioning for past webinars|
|Automatic Transcription||Can transcribe after recording||Zoom live transcription or integrated third-party service||Live transcription with speaker name and time stamp||Available for on-demand/simu-live webinars only|
|Advanced Presentation||Not offered||Immersive View: presenters in one scene but with no content||Together Mode: presenters in one scene and can present in front of content||Present content in multiple panes|
Maximum Number of Webinar Attendees
When choosing a webinar hosting platform, the number of attendees you can host is a crucial component. Below is a ranking of each platform from lowest to highest number of supported attendees:
Teams offers its Microsoft 365 Business Standard plan. For companies that are looking for the ability to host webinars, you can organize and hold interactive webinars for up to 1,000 attendees with Teams. For some companies, 1,000 seats is not enough.
ON24 is best suited for small or medium-sized events. This is because no event is allowed to exceed 2,500 attendees.
With a slightly higher attendee capacity, GoToWebinar allows organizers to host up to 3,000 participants in its webinar rooms.
Finally, Zoom webinar licenses start at a capacity of 500 participants. If you are still looking for more seats, you can contact a sales representative to get set up for an Events plan to host up to 50,000 seats.
When determining if a platform is right for you or your company, receiving specific types of analytics can be vital to proper integration. We will spend the next section diving into the pre-, live and post-webinar analytics each platform provides to help you track the success of your events.
GoToWebinar: Within GoToWebinar, you can access and view past, live and recorded events with ease. High-level analytics of your webinar history are presented in easy-to-read charts and reports, which is handy when you need detailed performance metrics of your sessions. Reports cover the session’s overview, registration, multi-session attendees, overall attendees, engagement, Q&A, performance, survey, and recording. Cumulative analytics are available for all live event recordings, or you can get details on a specific session. If you are looking for specific details from a session, you can build specialized reports to receive analytics catered to your organization’s KPIs.
Zoom: Zoom offers a plethora of reports to assess the responses of the attendants:
- Registration report: Can be accessed at any time showcasing important data collected from the registration page
- Attendee report: Reveals who showed up for the event, what time they joined/left the meeting, and how long they were connected
- Performance report: Shows how many questions were asked in a Q&A session and determines the level of engagement from the audience
- Q&A report: Provides a roundup of all questions asked
- Polling report: View how each person voted in a poll, unless you made the poll anonymous
- Survey report: Obtain specific feedback from your audience post-webinar to help you improve your next event
Teams: Microsoft Teams prides itself on bringing together the structure required to host large events, and the simplicity of delivering them. Hosts can view and download the participant list so you can follow up after the meeting, as well. One crucial component to hosting webinar events is the ability to view pre-, live, and post-webinar analytics. Microsoft natively supports insights on key webinar KPIs such as total page views on your webinar registration form, number of registered participants, actual attendees, average attendance time, and even a play-by-play breakdown of each participant’s activity during the webinar. After the webinar concludes, you will be able to access an analytical dashboard full of practical insights.
ON24: In addition to offering standard analytics capabilities, ON24 merges the deep-rooted analytics gathered about your audience’s activity across live and personalized content experiences in what it calls an Engagement Score. It uses participation levels, responsiveness, and interactivity to display an individual’s level of interest. These metrics can then be shared across the organization to automatically integrate the profile with your CRM system to advise what action to take next. Advanced Analytics is available as an add-on product; ON24 offers a free 30-day trial. The program provides access to a variety of data and reporting, including:
- Prospect Engagement Profiles: Analyze each lead in-depth, including engagement, content journey and interaction details.
- Account Engagement Reports: Determine all engagement at the account level.
- Account Engagement Profiles: Examine all engagement and interaction at a single-account level.
- Funnel Analytics: Track every lead as it advances down the sales funnel.
- Polls and Surveys Reports: An accumulated view of poll and/or survey questions across all events.
|Tracks session attentiveness, attendance rate, join/leave times||Collects join/leave times, total time, attendance, engagement measures; exportable||Registration page collects data and presents in dashboard||Collects viewer data, downloads of content, and creates report automatically|
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Webinar Platform Pricing
If you are still unsure of which webinar hosting platform will fit your needs, each platform offers a limited time free trial. GotoWebinar offers a free 7-day trial with no commitments. Users can trial ON24 Webcast Elite for 30 days at no cost. Teams permits a 30-day trial for its Microsoft 365 Business Standard plan but requires a credit card on file, which will be charged after the trial has ended. While Zoom does not offer a free trial, you can request a free live demo to experience the platform and ask questions.
|Microsoft Teams||Microsoft 365 Business Standard
Custom pricing provided from a sales representative based on your needs
How to Choose the Best Webinar Platform for your Business
So, now that we have broken down a variety of important topics, go ahead and choose!
If only it were that easy. We know that your final choice is dependent on your own organizational needs and requirements. Each webinar hosting platform offers key advantages that help it stand apart from competitors. For example, Microsoft Teams’ key advantage over competitors is its deep integration with Microsoft 365. Smaller businesses, such as those with 10-50 employees, often prefer using GoToWebinar for their web and video conferencing needs because of its affordability. Just like any other platform, it provides top of the line functionality but at a reasonable price. Zoom is a very well-known name in the video collaboration platform world, and for good reason. Zoom helps keep large companies connected by supporting large online conferences, while ON24 offers a remarkable Engagement Hub. This hub provides a “one-stop shop” for engagement analytics; tracking an employee’s participation levels, responsiveness, and interactivity has never been easier.
In our modern digital workplace, finding the perfect webinar-capable platform is more important than ever. According to recent studies, 78% of corporate companies use video calling software for team meetings. If your organization is considering moving to a new video conferencing solution, Unify Square is here to help. We understand the difficulties and complexities associated with migrating from one communication platform to another while supporting your employees. We can help you manage your company’s video conferencing, telephony and webinar experiences by identifying security risks, troubleshooting room system issues, and highlighting actionable insights relating to your cloud phone system.