Technologies like virtual calling enable businesses to communicate with their customers from anywhere in the world. A virtual call (or simply referred to as a video call) is a voice-over-Internet-protocol (VoIP) process that connects users through internet-based audio and video calling instead of traditional landlines.
With the increasing demand for hybrid work environments and global collaborations, virtual communication solutions have started to dominate the business communications landscape. Statista research reveals that nearly 66% of internet users in the United States participated in online calls or conferences, proving how integral virtual calls have become to business operations.
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Continue reading to discover why virtual calls are no longer an optional communication method, how they work, their benefits, and what to expect in the near future.
How virtual calls work
Virtual calls rely on internet connectivity and video calling solutions to facilitate real-time voice and video communications. Below is a step-by-step explanation of how virtual calls work.
- Transmit data: When a virtual call is initiated from a device (e.g., smartphone, laptop), the audio and video signals from the caller’s device are converted into digital data packets through the VoIP technology.
- Route and switch data: These data packets are transmitted through the internet using the Internet Protocol (IP), which is then received by the recipient’s device.
- Decode and playback: The recipient’s device decodes the data packets and converts them back into audio and video.
- Real-time synchronization: Advanced codecs and buffering mechanisms ensure that communication is synchronized, which is made possible by a reliable internet connection. This last step paves the way for real-time two-way communication.
Key technologies responsible for facilitating virtual calls include the following:
- VoIP
- Video codecs (H.264 and VP8)
- WebRTC
- Cloud infrastructure
These technologies are necessary so virtual calls can support HD video, screen sharing, real-time file collaboration, and even AI-driven transcription and analytics. However, you should remember that the internet is still the primary requirement for virtual calls to happen.
Benefits and importance of virtual calling
It is imperative to assess the advantages (and disadvantages) of any solution or technology before spending time and money on it. To better understand how virtual calls can enhance your business operations, consider the following key points:
It drives cost efficiency
Instead of spending thousands of dollars on regular in-person meetings in a physical office, businesses, particularly those that are part of a distributed team, could utilize virtual calling to save on costs.
There is less reliance on a physical setup, as virtual calls can take place anywhere with the right device, a VoIP solution, and an internet connection. Thus, expenses on rent, utilities, transportation, and maintenance are significantly lessened. Moreover, virtual calls have a positive impact on the environment, as it contributes to the reduction of the carbon footprint associated with travel and the management of large office spaces.
?Torn between VoIP or cellular phones for business communications? Our article details their key differences, pros and cons, and recommended software options to guide you in your decision-making.
It increases productivity
With the need for constant travel eliminated, team members now have more time to focus on collaboration and getting work done, boosting overall productivity.
Virtual calling makes it possible for everyone to continue communicating and making decisions together regardless of physical location, as long as there’s steady internet connectivity. It also enables teams to record and document meetings easily. Additionally, most virtual calling platforms come with features like screensharing, whiteboard, and live chat that help facilitate effective brainstorming sessions.
Main challenges of virtual calls
While virtual calls have positive impacts on workflow efficiency and finances, they also have some drawbacks that you should be aware of and prepared to address.
Potential technical issues
I may have said this too many times already: virtual calls rely on the internet for communication to take place. Hence, if you’re in an area where there’s slow or limited internet access, you will most likely experience laggy and choppy calls, which, based on personal experience, can get frustrating, especially if you need to make an important call.
You may also encounter software glitches, which can stem from compatibility issues (i.e., operating systems, hardware, etc.) and improper settings configurations.
Initial setup and training
If your team needs to make virtual calls often, it’s important to have the right setup and training. Without them, you might run into problems like bad audio or video quality, which can hurt communication and even seem unprofessional. Lack of adequate equipment, such as microphones, webcams, and even proper lighting, can make it hard to get your message across clearly.
?How to address these challenges?
I’ve been utilizing virtual calls for many years now (even way back in the pre-pandemic days), and one thing is for sure: you need the right amount of preparation to carry out a clear and successful two-way virtual communication. It doesn’t have to be complicated, but since preparation is key, here are some of the simplest ways to prevent or minimize issues:
- Invest in the right equipment — your device plus peripherals, like noise-canceling headphones or HD webcams — and reliable virtual calling solutions like Zoom or RingCentral.
- Conduct a test call, checking for internet connection stability, audio and video quality, and functionalities that you’ll make use of, like screensharing.
Ensuring security and privacy in virtual calling
Hiscox’s 2024 Cyber Readiness Report shows that 44% of organizations experienced an increase in cyber attacks, attributing their risk exposure to employees using their own devices for work. This research solidifies the need to tighten security measures for companies engaged in online activities, particularly those with remote teams.
Related read: Top Cybersecurity Challenges & Solutions for 2025
Prioritize security and privacy by choosing virtual calling platforms that support the following:
- End-to-end encryption (E2EE)
- Authentication and access control (passwords, waiting rooms, single-use meeting IDs)
- Compliance with security standards (General Data Protection Regulation, Health Insurance Portability and Accountability Act, ISO 27001)
- In-meeting restrictions (disabling features like screensharing or file transfer)
- Single sign-on
You can further protect your privacy by installing antivirus software on your team members’ devices. Read our guides to safeguard your endpoint devices from cyber threats:
Top virtual calling solutions
Having a platform for your virtual calling needs requires not only some form of financial investment but also time that you have to spend on learning the tool and training your team on how to use it. So it is important that you pick the best solution that matches your specific needs. To help you get started, we put together a list of the top virtual calling platforms today:
Virtual calling solutions
Free plan
Starting monthly price
Standout features
Zoom
✅
$15.99 per user
- HD audio/video
- Robust app integrations
- AI meeting summaries
Microsoft Teams
✅
$4 per user
(billed annually)
- Screen sharing
- File collaboration
- Chat threads
Google Meet
✅
$6.30 per user
- Google Workplace deep integration
- Real-time captions
- Noise-cancellation
RingCentral
✅
$30 per user
(billed annually)
- Unified communications (video, SMS, messaging)
- Extensive integrations
- Analytics and reporting
GoTo Meeting
❌
$12 per user
(billed annually)
- Unlimited meetings
- Cloud recording
- Calendar integration
Virtual call innovations and trends
Artificial intelligence is reshaping the virtual communication landscape. Recent advancements have made virtual calls more seamless, intelligent, and productive. Here are some of the most exciting virtual call capabilities that can elevate your online communication experience:
- AI and machine learning: Enhance communications through real-time transcriptions, language translation, speaker identification, and post-call meeting summaries.
- Augmented and virtual reality (AR/VR): Make virtual meetings more immersive through AR/VR technology (e.g., interactive annotations, virtual avatars, 3D object sharing).
- 5G networks: With enhanced bandwidth and lower latency, 5G connectivity significantly improves the quality of virtual calls, particularly for mobile users.
- Seamless integration with business apps: Virtual calling platforms, such as RingCentral and Zoom, offer integrations with widely used project management and CRM systems. These integrations enable teams to automate repetitive tasks and centralize access to the database or files.
Bottom line
The internet continues to shape how teams and businesses communicate with their customers, and one of the ways to leverage this technology is by investing in a robust virtual calling solution. Virtual calling offers a lot of benefits that extend beyond mere convenience. It streamlines communication and increases productivity, which can ultimately help your business grow.
If you think you’re prepared to adopt this technology, start exploring your options by signing up for free plans and free trials and look into each solution’s feature inclusions and integrations. And once you’ve decided on which platform to use, make sure to protect your privacy by limiting access to certain functionalities and ensuring end-to-end encryption is supported.
Frequently asked questions (FAQs)
To facilitate a virtual call, the caller needs a device (a smartphone, laptop/computer, or tablet) with a working microphone and speaker. Connect this device to the internet and download or subscribe to a video conferencing platform like Zoom or RingCentral. Both of these platforms offer free plans that you can explore.
To avoid what has been described as “Zoombombing” or the unwanted intrusion of an uninvited virtual call participant, enforce stricter security measures. Use password-protected meeting links, enable waiting rooms, restrict screen and file sharing and chat, and use encrypted virtual meeting solutions.
Yes, you can start a virtual call for free. However, the capacity, inclusions, and limitations will depend on the platform you’re using. For instance, Zoom’s free plan limits the free group call to only 40 minutes. RingCentral also has a free version that doesn’t offer cloud recording and advanced analytics (you need to upgrade to a paid plan to unlock some features).
