Nowadays, video conferencing systems are a crucial part of businesses and other workspaces. These telecommunication technologies allow companies of all sizes to connect remotely with customers and partners from all over the world.

With a video conferencing system, enterprises can remain competitive in a global economy while reducing travel costs and increasing overall productivity. In fact, from 2018 to 2023, the video conferencing market is forecasted to have a high growth as next-generation devices will be embraced as the preferred mode of effective communication.


When choosing a video conferencing system for your business needs and preferences, it is essential to differentiate the main characteristics between the two types of VC systems on the market: standards-based and software-based. Therefore, to help you decide on which system you should invest in, take a look at the pros and cons we analyze below.ext-generation devices will be embraced as the preferred mode of effective communication.


This video conferencing system is based on hardware codecs that are configured and installed in your meeting room (endpoint communication) ―including cameras, multipoint interfaces, remote controls, microphones, speakers, conference phones, and any other hardware.

These systems communicate over the standard algorithms set by the International Telecommunications Union (ITU) such as H.263, H.264, H.323, and SIP. This means that your video conferencing solution is compatible to transmit audio and video signals, across IP networks, with other systems based on the same protocol.

Some of the most popular standards-based systems are from companies like Poly, Cisco, and Logitech, which offer plentiful hardware solutions for conference rooms


  • You can connect with users that own a standard video conferencing system, facilitating the communication between different businesses without reinvesting in hardware (all-in-one system). For example, you can conduct a conference call with any company if they have a SIP gateway or by accessing through their firewall.

  • These systems emphasize on security solutions by applying encryption. In this sense, your conference room will be more secure and reliable―especially for presentations with sensitive information.

  • You will have a higher video and audio quality thanks to specialized hardware, such as HD cameras, HD displays, and microphones for a superior video conference.

  • Acquire advanced hardware with dedicated bandwidth that stabilizes your video transmission.

  • Ability to manage conference rooms and phones.


  • They usually require continuous support and maintenance throughout their lifetime.

  • As these systems are generally used in fixed meeting rooms, their lack of portability represents a challenge for businesses that tend to move between different locations.

  • Video conferencing hardware needs to be updated or replaced to stay competitive according to IT trends. In this sense, you will have to upgrade approximately every 2 or 3 years of your VC system.

  • As standards-based systems communicate through H.323 and SIP endpoints, they usually do not understand all Video-based Screen Sharing (VbSS) or Remote Desktop Protocol (RDP). This means that you cannot conduct a conference with someone using Google Hangouts as they are software-based codecs.


This type of video conferencing system uses software-based codecs, which are what we know as web-based video conferencing platforms such as Zoom, Microsoft Teams, Google Hangouts, BlueJeans, and many more ―which have to be downloaded and installed on devices like laptops, tablets, desktops, and smartphones.

With these systems, there is no need to use additional hardware as advanced devices integrate cameras and microphones


  • Depending on the platform, you can have access to a diversity of video conferencing functionalities out of the box ―in comparison with standards-based systems. For example, real-time messaging, create a directory, share files and images, apply annotation tools, collaborative browsing, schedule a meeting, call moderation, view a specific speaker, conference statistics, customized backgrounds, etc.

  • Most of these systems have apps dedicated for mobile devices which is a great advantage for users that regularly connect on the road, at home or in any other field.

  • Software-based systems are easy to set up as they require nothing more than a download and an automatic installment process.


  • Generally, software-based systems are considered as proprietary (own interface), which means that they cannot connect with other software codecs platforms or even to some standards-based H.323 systems. Therefore, if you want to communicate with a business partner that uses BlueJeans with a Zoom Room, it would be impossible.

  • Audio and video quality rely on a stable and reliable Internet connection. Also, these systems use a lot of bandwidth.

  • The support is based solely on the manufacturer.

However, there are video conferencing systems such as Zoom where you can integrate hardware codecs directly to H.323 and SIP endpoints to elevate your conference needs. You only need the corresponding software licenses and providers.

At Vivo, we offer solutions customized to your meeting space. For example, our VizoRooms are designed specifically for businesses that are looking for a plug-and-play solution ―with ready to use devices―that can be integrated into Zoom Rooms. Should you lease or owned a video conferencing system?

When purchasing a video conferencing system, whether it's standards-based or software-based, you will have total control over your conference room, allowing you to customize your meets according to your preferences and requirements. Nonetheless, with a purchased standards-based system, your hardware can become outdated over the years.

With Vivo Technologies, you have the option to lease any of our video conferencing software and equipment depending on your business needs. This represents a great chance for your company to stay up-to-date with the best IT trends in the global market.

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