Chapter 1

Introduction to Information Technology in Business

Information technology (IT) is the bedrock of modern enterprise

organizations. The term refers to computer systems, software, internet,
and other infrastructure that enables an organization's core capabilities.

Forward-thinking organizations view IT as a competitive advantage that

allows them to work smarter and achieve their business goals.

Depending on an organization's size, the IT department is typically led by

the chief information officer (CIO), chief technology officer (CTO), VP of
information technology, or IT director. It might include engineers,
operators, systems architects, analysts, product managers, and project
managers.

The work IT departments carry out each day is broad and varies by
company. It can involve day-to-day tasks like systems administration, tech
support, and security patch management. But it also involves strategic
planning.

IT teams today build and implement sophisticated solutions that can

profoundly impact the success of an organization — and they are
increasingly doing it with a product management mindset. By working
with product managers to create roadmaps for internal tools, IT teams can
help solve business problems and ultimately achieve critical business
initiatives like digital transformation.

The benefits span the organization, including:

 Facilitating streamlined processes and workflows

 Increasing visibility and communication across departments,

organizations, and locations

 Improving employee productivity

 Supporting faster and more effective reporting

 Ensuring data integrity, security, and compliance

 Reducing data loss and cyber risk

 Delivering new functionality to move the business forward

The IT landscape is constantly evolving. As advancements like cloud,

microservices, and infrastructure as code (IaC) become more ubiquitous,
IT teams are even better positioned to help organizations embrace
innovation and meet customer needs.
Jump ahead to any section:

 What are the different types of IT?

 Application development

 Infrastructure and network administration

 User support and productivity

 Security and compliance

 Business operations

 What are the different types of IT?

 IT can take the form of any technology that teams within an
organization use to get their work done. That includes hardware,
software, and computer systems — as well as the infrastructure
(networks, data storage, memory, etc.) needed to maintain those
systems.
 Organizational structures differ depending on the needs of the
company. Common functional areas include application
development, infrastructure and network administration, user
support and productivity, security, and business operations.

Application development

Application development and maintenance involves building, managing,

and upgrading all of the software applications that the business uses.
These may include:

 Enterprise Resource Planning (ERP) tools for storing data,

generating reports, controlling user permissions, and managing
workflows.

 Customer Relationship Management (CRM) tools for a centralized

database of customer data, communications, metrics, and more.

 Product management tools that allow users to set product

strategies, manage timelines, and define and prioritize work.

 Marketing and sales tools to deliver marketing campaigns and sales

activities.

 Human resources management systems (HRMS) to manage

employee information.

 Budgeting, legal, and accounting tools to manage resources and

finances.
Business operations

Effective IT departments see themselves as strategic partners to the

business. Business operations bridge the entire organization — this team
or function helps align teams, recognize cross-functional dependencies,
and introduce new strategic initiatives. They use business analysis (BA)
tools, among others, to collect and analyze the organization's data,
identify trends, and provide a future outlook

IT informs the overall business strategy through well-planned IT

roadmaps and helps shape customer and employee experiences. Great IT
departments lead with their domain expertise and find ways to continually
improve — enabling better systems, processes, and people.

Overview of information technology and its role in business Evolution of

technology and its impact on business

In today's fast-paced and interconnected world, information technology

(IT) plays a pivotal role in the success and growth of modern businesses.
The integration of IT into various aspects of business operations has
transformed the way companies operate, communicate, and compete. In
this blog, we'll explore the key roles that information technology plays in
modern business and how it influences everything from communication to
innovation.

Improved Efficiency and Productivity

One of the most significant contributions of IT to modern business is the

enhancement of efficiency and productivity. Automation of routine tasks,
data processing, and streamlined workflows through software and
applications not only reduces manual errors but also allows employees to
focus on more strategic and creative tasks. This leads to increased
productivity and a competitive edge in the market.

Enhanced Communication

Information technology has revolutionized communication within and

outside organizations. Email, instant messaging, video conferencing, and
collaboration tools have made it easier for employees to communicate
and collaborate irrespective of their geographical locations. This seamless
communication fosters better teamwork and decision-making, ultimately
leading to improved business outcomes.

Data Management and Analysis

In the digital age, businesses generate vast amounts of data daily. IT

systems enable efficient data collection, storage, and analysis. Through
data analytics tools, companies can extract valuable insights that guide
decision-making, customer segmentation, and market trends analysis.
This data-driven approach helps businesses make informed decisions and
adapt to changing market conditions.

Enhanced Customer Engagement

Modern businesses heavily rely on IT to engage with their customers. From

e-commerce websites and mobile apps to social media platforms and
personalized email marketing campaigns, IT enables companies to reach
and interact with their target audience more effectively. Customer
relationship management (CRM) software helps businesses manage
customer interactions and provide personalized services, fostering loyalty
and customer satisfaction.

Innovation and Competitive Advantage

Information technology fuels innovation by providing tools and platforms

for research, development, and experimentation. Companies can explore
emerging technologies like artificial intelligence (AI), machine learning,
and blockchain to create innovative products and services that
differentiate them from competitors. Staying ahead in the tech race can
provide a significant competitive advantage.

Supply Chain Management

IT plays a crucial role in optimizing supply chain operations. Through the

use of sophisticated software, businesses can track inventory levels,
manage logistics, and improve demand forecasting. This ensures timely
deliveries, reduces costs, and enhances overall supply chain efficiency.
Security and Risk Management

With the increasing reliance on digital systems, cybersecurity has become

a paramount concern for modern businesses. IT professionals work
diligently to protect sensitive data and information systems from cyber
threats. Advanced security measures, such as firewalls, encryption, and
intrusion detection systems, are vital for safeguarding a company's
reputation and customer trust.

Cost Reduction

While the initial investment in IT infrastructure and software can be

substantial, it often leads to long-term cost savings. Automation and
efficient data management can reduce operational costs, while cloud
computing can eliminate the need for expensive on-premises servers and
hardware.

In conclusion, information technology is the backbone of modern business

operations. Its role extends far beyond mere automation and includes
communication, data management, innovation, and competitive
advantage. As technology continues to evolve, businesses that embrace
IT will be better positioned to thrive in the digital era. To remain
competitive, it's crucial for companies to stay abreast of the latest
technological developments and incorporate them into their business
strategies.

Chapter 2
E-Business and E- Commerce

Introduction to e-business

E-business has made shopping easy for us. We don’t need to go anywhere
physically, we can shop from home and get great deals too. But do you
know what are the types of e-business? What are its characteristics? Let’s
find out more about e-business.
Introduction to e-Business

E-business or Online business means business transactions that take place

online with the help of the internet. The term e-business came into
existence in the year 1996. E-business is an abbreviation for electronic
business. So the buyer and the seller don’t meet personally.

In today’s world, we are exposed to various forms of e-Business. Since its

emergence, it has grown by leaps and bounds. Some predict that it may
very soon overtake brick and mortar stores completely. While that remains
to be seen, we cannot ignore the immense role it plays in the current
global economy.

Features of Online Business

Some of the features of Online Business are as follows :

 It is easy to set up

 There are no geographical boundaries

 Much cheaper than traditional business

 There are flexible business hours

 Marketing strategies cost less

 Online business receive subsidies from the government

 There are a few security and integrity issues

 There is no personal touch

 Buyer and seller don’t meet

 Delivery of products takes time

 There is a transaction risk

 Anyone can buy anything from anywhere at anytime

 The transaction risk is higher than traditional business

Browse more Topics under Emerging Modes Of Business

 Benefits and Limitations of e-Business

 Online Transactions and Security of e-Transactions

 Outsourcing

Learn more about Online Transactions and Security of e-Transactions here

Types of e-Commerce

Now there are actually many types of e-Businesses. It all depends on who
the final consumer is. Some of the types of e-commerce are as follows :

Business-to-Business (B2B)

Transactions that take place between two organizations come under

Business to business. Producers and traditional commerce wholesalers
typically operate with this type of electronic commerce. Also. it greatly
improves the efficiency of companies.

Business-to-Consumer (B2C)

When a consumer buys products from a seller then it is business to

consumer transaction. People shopping from Flipkart, Amazon, etc is an
example of business to consumer transaction. In such a transaction the
final consumer himself is directly buying from the seller.

Consumer-to-Consumer (C2C)

A consumer selling product or service to another consumer is a consumer

to consumer transaction. For example, people put up ads on OLX of the
products that they want to sell. C2C type of transactions generally occurs
for second-hand products. The website is only the facilitator not the
provider of the goods or the service.

Consumer-to-Business (C2B)

In C2B there is a complete reversal of the traditional sense of exchanging

goods. This type of e-commerce is very common in crowdsourcing based
projects. A large number of individuals make their services or products
available for purchase for companies seeking precisely these types of
services or products.

Learn more about Outsourcing here in detail

Consumer-to-Administration (C2A)

The Consumer-to-Administration model encompasses all electronic

transactions conducted between individuals and public administration.
Some examples of applications include
  Education – disseminating information, distance learning, etc.

 Social Security – through the distribution of information, making

payments, etc.

 Taxes – filing tax returns, payments, etc.

 Health – appointments, information about illnesses, payment of

health services, etc.

Business-to-Administration (B2A)

This part of e-commerce encompasses all transactions conducted online

by companies and public administration or the government and its varies
agencies. Also, these types of services have increased considerably in
recent years with investments made in e-government.

e-commerce Online business models Payment systems

There are varied types of electronic payment methods such as online

credit card transactions, e-wallets, e-cash and wireless payment system.
Credit cards constitute a popular method of online payment but can be
expensive for the merchant to accept because of transaction fees
primarily.

Methods of online payment

[edit]

There are varied types of electronic payment methods such as online

credit card transactions, e-wallets, e-cash and wireless payment system.
[5]
Credit cards constitute a popular method of online payment but can be
expensive for the merchant to accept because of transaction fees
primarily. Debit cards constitute an excellent alternative with similar
security but usually much cheaper charges. Besides card-based
payments, alternative payment methods have emerged and sometimes
even claimed market leadership.

Bank payments

[edit]

This is a system that does not involve any sort of physical card. It is used
by customers who have accounts enabled with Internet banking. Instead
of entering card details on the purchaser's site, in this system the
payment gateway allows one to specify which bank they wish to pay from.
Then the user is redirected to the bank's website, where one can
authenticate oneself and then approve the payment. Typically there will
also be some form of two-factor authentication.

It is typically seen as being safer than using credit cards, as it is much

more difficult for hackers to gain login credentials compared to credit card
numbers. For many eCommerce merchants, offering an option for
customers to pay with the cash in their bank account reduces cart
abandonment as it enables a way to complete a transaction without credit
cards.

Mobile money wallets

[edit]

In some developing countries, many people do not have access to banking

facilities, especially in tier II and tier III cities. Taking the example of India,
there are more mobile phone users than there are people with active bank
accounts. Telecom operators, in such locations, have started offering
mobile money wallets which allow adding funds easily through their
existing mobile subscription number, by visiting physical recharge points
close to their homes and offices and converting their cash into mobile
wallet currency. This can be used for online transaction and eCommerce
purchases.[5]

What are the various modes of online payment?

Digital Payment Methods

 Banking Cards.

 USSD.

 AEPS.

 UPI.

 Mobile Wallets.

 Banks Pre-paid Cards.

 Point of Sale.

 Internet Banking.

security Digital marketing and social media

What is social media security?
Social media security refers to the measures businesses and
individuals take to protect the privacy, confidentiality and
information of their social media accounts.

It envelops various aspects such as privacy settings, account

authentication, awareness of phishing and scams, third-party
apps and permissions, secure browsing habits and more.

Protecting personal or business data and minimizing risks is

crucial as social media platforms grow in popularity and
interconnectivity.

In this guide, we’ll explore the whys and wherefores of social

media security.
Why is social media security important?
Social media is now an essential aspect of our communication
and customer engagement. It is crucial for us to use it
carefully and responsibly.

Here are some social media security risks and their potential
impact on businesses (with more to come later in this guide):
 Unconfigured privacy settings increase the risk of
unauthorized access and potential data breaches
 Cybercriminals can exploit inadequate social media
monitoring for suspicious activities, spreading malware
and impersonating your company, thereby compromising
its security
 Underestimating social engineering attacks and lacking
tailored plans to handle security incidents often leading to
delays in effectively addressing breaches
What’s at stake? Protection of confidential information,
preservation of online reputation and prevention of online
harassment or cyberbullying.
Yet companies frequently overlook social media security. Maybe
because it might not be the most exciting part of creating a
social media strategy. But it can be the key factor that
safeguards your business from severe security breaches
or substantial financial losses.
On that note, let’s explore the benefits of social media security
for individuals and businesses.
Benefits of social media security
Understanding the benefits of social media security is a good
starting point for both individuals and businesses alike to
ensure a safer and more secure online presence.
Benefits of social media security for individuals
1. It protects personal privacy: Social media security
protects sensitive information, prevents unauthorized
access and defends against identity theft, fraud and online
abuse. By limiting access to trusted individuals, it ensures
a higher level of privacy.
2. It enhances online reputation management: It allows
for better control over one's online presence, protecting
against reputational damage from inappropriate content
or harassment. Moreover, it creates a safer and more
enjoyable online experience by minimizing interactions
with cyberbullies.
Benefits of social media security for businesses
1. It protects sensitive corporate data: Social media
security plays a vital role in protecting intellectual
property. It prevents unauthorized access and serves as a
shield against data breaches. This is especially crucial for
businesses relying heavily on social media platforms for
marketing and sharing valuable data.
2. It mitigates brand reputation risks: Actively
monitoring and addressing security threats is key to
safeguarding a brand's reputation. It helps reduce the risk
 of unauthorized access to social media accounts, ensuring
the protection of valuable assets. By prioritizing security,
businesses enhance their credibility and foster trust
among customers and stakeholders.
3. It helps to stay compliant with regulations and
standards: Implementing strong security practices is
essential to comply with data protection regulations,
preserving customer trust and upholding industry
standards. Businesses can safeguard themselves from
potential legal and financial consequences, ensure the
safety of sensitive data and maintain a reputable position
in the market by prioritizing security.
Employing social media security measures is crucial for
individuals and businesses to cultivate a safer and more secure
online presence. However, equally significant is familiarizing
oneself with the prevailing social media security risks and
threats.
Let's dive into that before we explore the best practices to
ensure social media security.
Risks and threats associated with social media security
The following are some common risks and threats associated
with social media security.
 Unauthorized access: the unauthorized infiltration of
personal or corporate social media accounts by hackers or
other bad actors, which could result in data breaches or
the improper utilization of information
 Phishing attacks: the act of deceitfully trying to acquire
sensitive information, such as passwords or personal
details, through impersonation of genuine entities or
creation of fake profiles
 Malware and viruses: malicious links or infected files
can spread malware and viruses through social media
platforms, compromising the security of devices and
networks
  Privacy breaches: inadequate privacy settings or
unintentional sharing of personal information can expose
individuals to privacy violations, identity theft or online
stalking
 Reputation damage: inappropriate content, negative
comments or online harassment can harm an individual's
or business's reputation, impacting trust and credibility
 Social engineering: manipulation techniques employed
by cybercriminals to deceive users into revealing
confidential information or performing actions that
compromise security
 Account hijacking: the unauthorized takeover of social
media accounts, often for malicious purposes, leading to
identity theft, dissemination of harmful content, or
fraudulent activities
 Data mining and tracking: social media platforms
collect and analyze user data for targeted advertising or
third-party purposes, potentially compromising privacy
and personal information
 Cyberbullying: harassment, intimidation or abusive
behavior directed at individuals on social media platforms,
causing psychological and emotional harm
 Fake accounts and scams: creation of fake profiles or
fraudulent schemes on social media, aiming to deceive
users into providing personal information, financial details
or engaging in fraudulent activities.
Staying well-informed about these risks and actively
implementing essential precautions are crucial for safeguarding
oneself when using social media platforms.

We'll now turn our attention to some industry best practices.

7 best social media security practices
Human error accounts for 95% of all data breaches.
Source: Databasix
 Draft a social media policy
You can outline a well-thought out social media policy that
defines how your business and teams should use social media
responsibly.
Consider including the following elements in our social media
policy.
1. Guidelines for account management: provide clear
instructions on how to create and manage official social
media accounts
2. Branding and tone: lay out guidelines to ensure your
brand's identity and the right tone shines through in your
social media posts
3. Content guidelines: specify what's acceptable and what
to avoid when it comes to the content you share
4. Legal and ethical considerations: address important
topics like copyrights, privacy and disclosure
requirements
5. Crisis management: prepare protocols for handling
potential social media crises or incidents that may arise
6. Updates and revisions: let everyone know that this
policy will be reviewed and updated periodically as needed
It's important to remember that the specific needs of your
social media policy can vary based on factors like your industry,
company size as well as business goals.

Social media policy for every type of business: best

practices and examples

EXPLORE NOW
  Insist on two-factor authentication
Adding two-factor authentication (2FA) is crucial for online
security as it promptly mitigates the dangers tied to
compromised passwords. If a password is hacked, guessed or
even phished, it no longer grants intruders access. Without
approval from the second factor, the password alone becomes
futile.
 Restrict access to specific individuals
Securing your social media accounts involves limiting access.
While external threats are a concern, data breaches can also
originate from within your organization. Not everyone on your
team requires knowledge of account passwords, even if they
handle social media tasks. You can assign different roles to
different people while ensuring permission vary based on each
role. Doing so helps restrict access to sensitive data or features
as well as allows better accountability. It's also crucial to
implement a system that enables you to revoke account access
when employees leave or change roles.
 Automate approval workflows
You don't have to grant posting access to everyone managing
your social accounts. You can streamline your workflow by
utilizing approval processes. Only approvers will have the
flexibility to modify content during the approval stage, making
swift edits without the need for message rejection and re-
composition. This not only improves efficiency and saves time,
but also works as a defensive strategy to limit the number of
people who need the posting ability.
 Give someone the rein
Designating a dedicated individual as the vigilant guardian of
your social presence is crucial for risk management. This
person assumes various responsibilities such as:
1. Developing and implementing a security policy
2. Monitoring the brand's social media presence
 3. Managing access and permissions
4. Aligning social media strategies with security goals
5. Collaborating with the IT department
6. Training team members on security practices
7. Responding to security incidents promptly
Typically, this role is filled by a seasoned member of your
marketing team. However, it's important for them to maintain a
strong collaboration with the IT department to effectively
address potential risks. Team members should rely on this
person for guidance in case of any social media mistakes that
could expose the company to risk, enabling prompt and
appropriate responses.
 Implement an early warning system
Ensure comprehensive monitoring of all your social channels,
including both frequently used and dormant ones.
As mentioned earlier, assigning a responsible person is
recommended to verify the authenticity of all account posts,
starting with cross-referencing them against your content
calendar.
Investigate any unexpected posts, even seemingly legitimate
ones that deviate from your content plan. It could indicate
human error or a potential security breach.
Tap into your social media monitoring strategy to identify and
address imposter accounts, inappropriate brand mentions by
employees or others associated with your company and
negative conversations surrounding your brand.
 Keep tabs on social media security concerns
Regularly checking for new social media security issues is
crucial to actively address emerging threats and vulnerabilities.
The digital landscape evolves constantly, and staying attentive
allows prompt identification and mitigation of potential risks.
Here’s a checklist for your regular audits:
 1. Review social network privacy settings every quarter to
adapt to any updates that may impact your account's
privacy and data usage control
2. Assess and update access and publishing privileges for
your social media management platform and accounts,
revoking access for former employees and adjusting roles
as needed
3. Stay informed about recent social media security threats
by maintaining a good relationship with your IT team and
keeping an eye on mainstream news outlets
4. Conduct a quarterly review of your social media policy to
ensure it evolves with changing network popularity,
security practices and emerging threats, thus enhancing
the safety of your social accounts
Always remember: To ensure the effectiveness of your social
media policy, employee training is essential. Social media
training empowers employees to use social tools effectively,
boosting their confidence in utilizing social media for work while
maintaining safety for personal and professional purposes.
How to use a social media security tool for better
protection?
A social media security tool, often part of a comprehensive
social media management platform, offers various features that
can be helpful in enhancing social media security.

Here are some capabilities that contribute to social media

security:
 Account management

You can manage multiple social media accounts from a

centralized platform. It helps organizations maintain better
control and oversight of their accounts, reducing the risk of
unauthorized access.
 Access control
You can assign different access levels and permissions to team
members responsible for managing social media accounts. This
ensures that only authorized personnel can make changes or
post on behalf of the organization, minimizing the risk of
unauthorized individuals gaining access to sensitive
information.
 Content moderation
Social media security tools provide features for content
moderation and filtering. So you can set up moderation rules
and filters to automatically detect and remove inappropriate or
harmful content posted on social media channels. This helps in
maintaining a safer and more secure environment for
engagement and protects the organization's reputation.
 Risk detection and monitoring
You can leverage social listening capabilities to monitor social
media conversations in real time. By using predefined rules and
advanced keyword monitoring, organizations can identify
potential security threats, mentions of sensitive information or
malicious activities related to their brand. This early detection
helps promptly address any security concerns and take
appropriate actions.
 Compliance and governance

You can implement policies and workflows to ensure adherence

to industry regulations and internal guidelines. This helps in
maintaining data privacy, security and appropriate content
usage across social media channels.
 Collaboration and communication

With its collaborative features, it facilitates secure

communication and coordination among team members
responsible for social media management. By keeping all
communication within a centralized platform, organizations can
reduce the risk of information leakage or unauthorized sharing
of sensitive data.
Note: A social media management tool provides
functionalities that indirectly contribute to social media
security. With centralized account management, access control,
content moderation, risk monitoring, compliance support and
secure collaboration, it helps organizations maintain a safer and
more secure social media presence.
Final thoughts
In today's digital landscape, social media security holds
immense significance. It serves as a crucial shield,
safeguarding personal and business data, protecting online
reputation and warding off cyber threats.
Prioritizing social media security is essential to mitigate risks
and maintain trust in our interconnected digital world.

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 Chapter 3

Information Technology Tools

What are information technology tools?

Information Communication Technology tools are digital infrastructures

such as; computers, laptops, desktops, data projector, software programs,
printers scanners and Interactive teaching box.

What are the tools of technology?

For example: word processor, presentation program, spreadsheet

program, graphics editing program, picture editor, movie editor, video
format converter, web design editors, web design programs and
platforms, web design script languages, web applets, voice recorder,
digital video camera, etc.

Meeting/Video conferencing tools (Zoom, Microsoft Teams)

The coronavirus has forced people to get creative when it comes

to how they communicate with colleagues, customers and
partners. Thanks to the digital age we’re living in, we now have
plenty of options to stay connected with all these stakeholders
through video conferencing. With so many choices for business
video meeting tools available, it’s worth looking into the
differences and similarities between them. In this article I make
the comparison between the current most popular Cloud-based
online video conferencing tools: Zoom, Microsoft Teams and
Google Meet. Let’s look at their functionalities and limitations to
see which one suits your video conferencing needs the best.

Are you looking for the right online video conferencing tool to fulfil
your video meeting needs? Not those of yourself alone, but also those of
your team and your entire organisation? Do you have any of the following
video meeting questions and you’re looking for a perfect solution?

 I want to have a one-to-one online meeting

 I want to offer virtual office hours

 I want to run an online training session for my team or class

 I want to poll my participants or assign them to specific rooms

 I want to record an online meeting in the cloud for later viewing by

attendees

 I want to hold an online meeting where restricted use data may be

shared

 I want to organise a meeting with external participants

 I want to livestream a video conference

 I want to organise a meeting with more than 200 participants

Here’s everything you need to know about Google

Meet, Microsoft Teams and Zoom to help you choose the best
video conferencing tool for any of those video meeting
business needs. All these tools have the functionalities you need to
connect with employees and coworkers through video conferencing, but
are still different from each other.

They vary on a wide range of aspects, going from capabilities to

collaboration possibilities and pricing plans. In this article we’ll take a
look at all of those.
Online video meetings with Google Meet, Zoom and Microsoft Teams

The usage of online video conferencing tools has skyrocketed in the last
few weeks. Let’s take a first introductory look at the 3 most
popular Cloud-based, online video conferencing tools. Afterwards,
I’ll dive deeper in the specific functionalities of each of them.

Google Meet

Google’s video conferencing app within Google

Workspace, formerly G Suite, has been specifically designed with
business needs in mind. It’s an easy-to-use interface that can handle
up to 250 people in an online video conferencing meeting, depending on
the Google Workspace subscription you’re in. The easy-to use interface
that is fully integrated with other Google Workspace apps like Google
Calendar allows people to create and drop in and out of meetings quickly,
just by clicking a link.

In response to the coronavirus crisis, on March 3,

Google announced that the Enterprise functionalities of Google
Meet were temporarily available to all Google Workspace, G Suite
customers. All Google Workspace and Google Workspace for Education
customers got their hosting cap raised to up to 250 participants per call,
were able to record and live stream their video meetings (this offer was
valid until September 30, 2020).

In the beginning of April, Google announced that it would rename Google

Hangouts Meet to Google Meet, adding an offer businesses can’t refuse to
this launch.

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Zoom
 Zoom is one of the most used online video
conferencing tools right now. It’s easy to use and the video and audio
quality is quite good. Zoom has also quite a lot of meeting functionalities.

But as the usage of Zoom increased in the past few weeks, some
serious security problems got exposed. Even a new word got
invented, “Zoom-bombing”, to indicate the security risk of hackers or
others invading your video meeting. For businesses this security risk is
certainly something to take into account when deciding for the ideal video
conferencing tool.

Microsoft Teams

Microsoft Teams is a video conference solution with several

service plans. Teams is part of Microsoft Office 365, so to consider if
you’re already a Microsoft customer. There are both free and paid plans.

The free as well as the paid plans allow users to host meetings with up to
250 attendees.

Online video conferencing functionalities

I’ll now discuss the different functionalities in which the 3 video

conferencing tools overlap and compete. I’ll also drill deeper into the
topics of security, pricing and integrations.

Let’s begin with taking a look at one of the most important

aspects of a video conferencing tool: security!

Security of your video conferencing tool

Zoom

Last week, the security of Zoom was clearly an issue. Intruders

have been able to access video meetings that were not password
protected. This led to serious privacy concerns, with uninvited attendees
harassing online business meetings, for example. ‘Zoom-bombing’ has
become an unwelcome phenomenon.

Zoom claims to implement end-to-end encryption (the most private form

of internet communication) but in fact Zoom is using its own
definition of the term. The encryption that it uses to protect meetings
is TLS. This is different from end-to-end encryption because the Zoom
service itself can access the unencrypted video and audio content of
Zoom meetings.

Google Meet

Google Meet is more secure than Zoom. It encrypts messages but doesn’t
use end-to-end encryption. Messages are encrypted “in transit”. This
means that they are only encrypted between your device and Google’s
servers.

However, unlike with Zoom, Google Hangouts Meet video meeting links
can be made only available to people within an a business. This is how
many of the Google Workspace, formerly G Suite, technologies work.

Microsoft Teams

Microsoft Teams encrypts your data “in transit”. They store your data in a
secure network of datacenters and use Secure Real-time Transport
Protocol (SRTP) for video, audio and desktop sharing.

The challenge for enterprises is that this encryption (and the

corresponding keys) is fully controlled by Microsoft, not by the enterprise.
Details about support for end-to-end encryption are vague.

The Number Of Maximum Participants

Depending on if you need to organise big online company video

meetings or just smaller meetings, the allowed amount of people in
your video conferencing tool could be a make-or-break point for you.

 Google Meet: You can use Google Meet to talk with more than one
person at the same time. Meetings can include up to 100 people
with Business Starter, formerly G Suite Basic. You can invite 150
persons with Business Starter and up to 250 with the Enterprise
license.

 Zoom: there’s a maximum of 100 participants (including the host)

per meeting. If you want to invite more people, you should change
your plan and pay more. You can then host up to 500 participants,
when you purchase the “large meeting” add-on.
  Microsoft Teams: The maximum at the moment is 250 people in
one Teams meeting. This goes regardless of application (web or
desktop) or whether the attendees are guests or users.

Time limit

Nobody wants to have the feeling that you haven’t had the
chance or time to discuss what’s important to you. Which tool lets
you hang out via video for as long as you like with no time limit? Check it
out below:

 Zoom: Zoom has a limit for those who are using its Free plan.
Although you can make an unlimited amount of calls, each call can
only last up to 40 minutes. So if your meeting lasts less than 40
minutes and you’re with less than 100 people, the free version will
suffice. If you’re using a pro account or anything more expensive
than that, the limit moves up to a 24-hour duration.

Google Meet and Microsoft Teams let you hang out for as long as
you like, with no time limit.”

 Google Meet doesn’t have any limits on the length of calls you can
make

 Teams doesn’t have any time limits either

Recording your video meeting

Recording meetings or any digital video conference can be very

useful. The footage you record can be used in a variety of ways:
marketing videos, internal presentations, for training purposes etc. Let’s
take a look at this feature and how the different tools handle it below:

 Google Meet: Record your meetings in two clicks

with Google Meet. Capture audio, video, chat and screen sharing
activity. After your video meeting ends, the recording is
automatically saved to your Google Drive. If you created the video
meeting via Google Calendar, the recording will also be accessible
through the Calendar entry. Icing on the cake: the Google Meet
recording functionality was free for all Google Workspace customers
until September 30, 2020.

 Zoom: With Zoom you can record your meetings. The recordings
are saved to your local computer only.

 Microsoft Teams: In Teams, users can also record their Teams

meetings and group calls. The recording happens in the cloud and is
saved to Microsoft Stream. After the meeting the users can share it
with for example colleagues who couldn’t attend the meeting.
Screen sharing

Sharing your screen, so others can see what you are seeing and
doing on your screen, is an important feature for business
meetings. This is handy when you have to present some facts & figures
from a presentation or some visuals, for example. You can also give real-
time demonstrations and demos.

 Google Hangouts Meet: Only one person may share their screen
at a time during a videoconferencing. But thanks to the connexion
with Google Workspace, you can easily share documents, images,
and files through the chat feature of the meeting room.

 Zoom: the meeting host can allow multiple people to share the
screen at the same time.

 Teams: Desktop sharing is possible. It lets users present a screen

during a meeting. Admins can configure screen sharing in Microsoft
Teams to let users share an entire screen, an app, or a file.

Collaboration tools

 Google Meet: Meet scores some points because of its seamless

integration with other Google apps, and the fact that it comes
bundled with a lot of other services. Google Meet is a Google
product so it also works well with all the other tools of Google
Workspace like Google Calendar – which makes it easier to create
meetings or add information to a meeting – Google Drive, Gmail,
Google Chat, …

 Zoom: Zoom is a cloud platform for video and audio conferencing,

collaboration, chat, and webinars. You’ll have to create a Zoom
account to start meetings or to join them.

 Microsoft Teams: Teams is a cloud-based team collaboration

software that is full integrated with Office 365. The core capabilities
in Microsoft Teams include business messaging, calling, video
meetings and file sharing. It includes Word, Excel, PowerPoint,
OneNote, SharePoint and other tools.

Dial-ins

 Google Meet: With your Google Workplace account you can dial in
into your video meeting from a phone (national and international
numbers). Meet doesn’t require an additional add-on. Google
doesn’t charge additional fees for participants to call in. It’s very
simple to use: just dial the indicated number and enter the right pin
code that both are included in the Meet invite.
  Zoom: Calling into Zoom via a phone line is easy but expensive. You
will just need the local Zoom phone number and the Meeting
ID. Note that these numbers will be charged at local rates to the
country they are called from. These dial-in numbers are available
based on whether the host has subscribed to an audio conferencing
plan or not. If the host wants to access additional numbers,
including toll-free numbers, he will have to purchase an audio
conferencing plan.

 Microsoft Teams: Teams has an audio conferencing feature. People

can call in to Teams meetings using a phone, instead of using the
Teams app on a mobile device or PC. You’ll have to assign dial-in
phone numbers for users who lead meetings.

Is everyone on the screen? Grid view

 Google Meet: With Meet you can view everyone in a grid with the
main speaker being highlighted. The speaker gets enlarged at the
center of your screen in grid view, when he or she is presenting their
screen. You want to know how to activate this function? It works with
a simple Chrome extension. Read more about it here.

 Zoom: With Zoom you can display participants in gallery view. This
lets you see thumbnail displays of participants, in a grid pattern,
which expands and contracts as participants join and leave the
meeting. You can display up to 49 participants in a single screen of
the gallery view.
  Teams: Teams tries to anticipate what you’ll want to see in a
meeting but you can’t see everyone in the meeting in a grid view
like is the case with Google Meet and Zoom.

Captions

 Google Meet: Google uses a speech-to-text technology which

makes it possible to automatically show the written captions live in
the meeting. This is ideal for anyone just looking to follow along or
for deaf people. This feature is available as an automatic service in
any Google Meet session. Users can turn them on for themselves.

 Zoom: Zoom also has a caption function but it’s working manually.
The host can type while talking or assign someone to type and write
the closed captioning.

 Teams: In Teams you can enable live captions, just like in Google
Meet. It detects what’s said in a meeting and presents real-time
captions for anyone who activates the function during a meeting.
Note that live captions are a preview feature in Microsoft Teams and
they’re only available in English (US) and on the Teams desktop app
for now.

Additional features

 Google Meet: Meet has plenty of additional features. These include

Intelligent Muting and a direct integration with other Google
Workspace applications. You can even search and use a wide range
of emojis and GIFs, enter them in the chat function and make people
laugh a bit.

 Zoom: Zoom provides a set of additional features. They include an

annotation tool and background feature. Zoom doesn’t let you use
emojis, it does let you use GIFs. Admins can turn this ability on or
off. You can also conduct polls.

 Teams: Teams continues to add new features. Here’re some of the

additional features they offer: private channels, email a Teams
channel from Outlook, slash commands, polls, add SharePoint
enterprise search as a tab in Teams, …

Integrations

Integrations have rapidly become a crucial concern for all online

video conferencing tools and collaboration platforms. The good
news is that Google Meet, Zoom and Microsoft Teams have a lot of
integrations. Let’s dig into the different integrations they offer:
  Google Meet: Meet allows people to integrate video meetings with
other teams using Skype for Business, and other video meeting
systems based on the SIP and H.323 standards.

 Zoom: Zoom offers some integrations too, including some Google

Workspace, formerly G Suite, apps and services. Zoom also
integrates with Facebook Workplace, Skype for Business, Salesforce,
Microsoft Outlook, Google Drive, Google Calendar, and more.

 Teams: with Teams you’re able to download a wide variety of apps

spread out across many categories including project management,
file sharing, business intelligence and more. You’ll find a lot of add-
ons available through the Microsoft app store for Teams.

Pricing & Plans

Google Meet Pricing

Free Google Meet

While Zoom is a standalone feature, Google Meet is not (yet).

Google Meet is part of a Google Workspace subscription and
includes a bunch of other features and services. Video conferencing with
Google Meet is free with your Google Workspace (not for Essentials)
subscription. The video conferencing platform has all the collaboration
tools you’ll need to conduct productive video meetings.

Google Workspace pricing includes Google Meet

Google Workspace pricing starts as low as $6 per user per month

for Business Starter and allows for up to 100 people to join a
meeting. The number goes up to 150 for the Business Standard plan
which costs you $12 per user per month, it goes up to 250 participants
with Business Plus for $18 per user per month, and $25 per user per
month for the Enterprise subscription.

Google Workspace’s Enterprise license lets you invite up

to 250 participants to your video meeting and allows for video meeting
recording and live streaming for up to 100.000 people.

Business & Enterprise licenses also give you unlimited Cloud storage
space, which is helpful when recording and saving your video chats for
later. For a more thorough comparison between all Google Workspace
licenses, also check out this blog article.

Keep in mind that you don’t need to pay a monthly fee for every
participant that wants to join a meeting or webinar. People can join for
free, it’s only the host of the meeting, the one who sets up a meeting, that
has to pay a monthly Google Workspace subscription.
Zoom Pricing Packages

Zoom offers 4 different pricing packages: an almost full-featured Basic

Plan for free that enables 100 people to video conference together. There
are several paid subscriptions that offer additional features.

 The Pro plan for Small Teams, including all the Basic features of the
free plan. You can invite between 100 and 300 participants to a
video conference and it costs you $14.99 per month.

 The Business plan ($19.99 per month) is used by Small & Med
Businesses, it includes all the Basic and Business features. You can
invite 300 participants to a meeting.

 The largest plan called the “Enterprise plan” gives you access to
all types of Business features ($19.99 per month with a minimum of
50 hosts). This plan is mostly used by large businesses. You can
accept until 500 participants and you have unlimited Cloud Storage.

Here’s an overview of the different plans Zoom offers:

Microsoft Teams Video Conferencing Pricing

Microsoft Teams plans come in different versions of the Office 365

Business plans. There is a free version or paid plans. The paid
Microsoft Teams Video Conferencing plans allows you to collaborate
and do video conferencing. It also gives you access to popular MS Office
programs such as Excel and Word, as well as Outlook.
This plan was launched in 2017 and was created as the ultimate Skype for
Business replacement with better tools. The transfer process to Teams
from Skype for Business is still ongoing.

Pricing: $5.00 or $12.50 per month, per user.

In the visual below, you can see how the service plans stack up against
each other:

Collaborative tools for document sharing and editing Document

Management Tools.