Remote SupportThe biggest mistake businesses make
The biggest mistake is paying for multiple overlapping platforms at the same time, because nobody made a deliberate decision, which confuses staff about which to use for what and creates fragmentation. The right answer is usually one primary platform for internal collaboration and one fallback for external guests. market.us, Video Conferencing Statistics 2026.
Fifty-eight per cent of professionals in a global survey cite software or technical issues as the most common challenge in video conferences, so standardising on one well-configured platform reduces the support load that overlap creates. market.us, Video Conferencing Statistics 2026.
Paying for multiple overlapping platforms
Many organisations end up with Teams, Zoom, and Google Meet all active at the same time, with staff confused about which to use for what. The right answer is usually one primary platform for internal collaboration and one fallback for external guests who cannot or will not install anything.
Which platform wins for each use case
In the global videoconferencing software market, Zoom held a 55.44 per cent share and Microsoft Teams held 20.93 per cent, with Webex at 9.43 per cent and Google Meet at 5.32 per cent, so Zoom and Teams together account for more than three quarters of the market and most businesses only need to choose between those two. market.us, Video Conferencing Statistics 2026.
Daily internal team collaboration
Persistent channels, file sharing, and chat threads replace email for internal communication.
Client-facing video calls
Easiest join experience for external participants with no account required. Reliable across all devices.
Board meetings and formal sessions
Webex for regulated industries needing compliance recording. Teams for organisations already on M365.
Webinars and large external events
Registration, Q&A, panelist management, and audience analytics are strong on Zoom.
Replacing your office phone system
If you are on M365, Teams Phone consolidates your PBX into your existing Microsoft environment. No separate system.
Google Workspace businesses
Integrated with Calendar and Drive. No additional cost on Workspace Business plans.
What each platform is actually built for
Microsoft Teams is built for businesses already on Microsoft 365 because it bundles chat, file sharing via SharePoint and telephony into your existing licences, while Zoom leads on guest join experience for external participants who have no Microsoft account, and Webex remains relevant for regulated industries needing end-to-end encryption and compliance recording. market.us, Video Conferencing Statistics 2026.
Google Meet is included in Google Workspace at no extra cost and integrates with Calendar and Drive, but lacks the webinar capabilities and persistent team channels that make Teams or Zoom more complete collaboration platforms, so it suits Google Workspace teams as an internal meeting tool rather than a primary platform. market.us, Video Conferencing Statistics 2026.
Microsoft Teams
Built for businesses already on Microsoft 365
Internal collaboration, persistent team chat, file sharing via SharePoint, and integrated voice calling via Teams Phone.
- Deep integration with Outlook, OneDrive, SharePoint, and the rest of M365
- Teams Phone replaces your entire PBX with cloud telephony
- Best for day-to-day staff collaboration and project communication
- Meeting recordings, transcripts, and Copilot AI summaries built in
Avoid if
If your business does not use Microsoft 365, you give up most of what makes Teams valuable.
Zoom
The easiest video meeting experience for external participants
Client-facing calls, webinars, large external events, and situations where the other party should not need to install anything or log in to join.
- Strong video quality and reliability
- Easiest join experience for guests with no Microsoft or Google account
- Zoom Webinars scales to thousands of attendees with registration and Q&A
- Zoom Phone available if you want to consolidate PSTN calling
Avoid if
No meaningful file collaboration or persistent team channels. Not a replacement for Teams or Slack.
Webex
Enterprise-grade meetings with strong security and compliance controls
Government, legal, healthcare, and regulated industries that need end-to-end encryption, compliance recording, and granular admin controls.
- Strong security certifications including FedRAMP and ISO 27001
- End-to-end encryption for meetings and messaging
- Webex Calling integrates enterprise telephony
- Better suited for formal board meetings and regulated environments than casual team chat
Avoid if
User experience is not as polished as Zoom or Teams. Integration ecosystem is narrower.
Google Meet
Built for businesses already on Google Workspace
Teams running Google Workspace who want video meetings tightly integrated with Calendar, Drive, and Gmail.
- One-click join from Google Calendar invites
- No separate app required on most devices
- Included in Google Workspace at no extra cost
- Simple and lightweight with fewer advanced features than Teams or Zoom
Avoid if
Limited webinar capabilities and no meaningful persistent team channels. Not suitable as your only collaboration platform.
Why Teams is more than a video call tool
Teams is more than a video call tool because it becomes the single place a team communicates, collaborates on documents, manages projects and makes calls when configured with proper channel structure and SharePoint integration, and Teams Phone replaces an entire PBX with cloud telephony within the app staff already use. market.us, Video Conferencing Statistics 2026.
Ninety-four per cent of HR leaders attest that remote work and video conferencing increased productivity, and 99 per cent of employees worldwide say video conferencing enhanced the communication experience, so the question for Microsoft 365 businesses is whether they are using Teams to that potential or paying separately for Zoom and fragmenting communication. market.us, Video Conferencing Statistics 2026.
Most businesses that dismiss Teams have only seen it used poorly. When Teams is configured correctly with proper channel structure, SharePoint integration, and clear naming conventions, it becomes the single place your team communicates, collaborates on documents, manages projects, and makes calls.
Teams Phone is one of the most underutilised features in Microsoft 365. It replaces your existing phone system entirely, routing calls through Microsoft's cloud telephony infrastructure. Staff get a direct dial number, voicemail transcription, and the ability to transfer calls, all within the Teams app they already use. The hardware cost of replacing desk phones is optional since most staff use softphones on their laptops and mobiles.
If your business already pays for Microsoft 365 Business Standard or above, you already have Teams. You are paying for it. The question is whether you are using it to its potential or whether you are also paying separately for Zoom and wondering why communication is fragmented.
When Zoom still makes sense
Zoom biggest advantage is the guest experience, because inviting a client, supplier or candidate to a Teams meeting carries a reasonable chance of a degraded join experience if they do not have a Microsoft account, while Zoom eliminates that friction almost entirely. market.us, Video Conferencing Statistics 2026.
For webinars and large external events, Zoom Webinars remains the best option for most businesses because the registration workflow, attendee management, Q and A tools and post-event analytics are more mature than Teams Live Events or Webex Webinars for organisations without dedicated AV teams. market.us, Video Conferencing Statistics 2026.
Zoom's biggest advantage is the guest experience. When you invite a client, a supplier, or a candidate to a Teams meeting, there is a reasonable chance they will have a degraded join experience if they do not have a Microsoft account. Zoom eliminates that friction almost entirely.
For webinars and large external events, Zoom Webinars remains the best option for most businesses. The registration workflow, attendee management, Q&A tools, and post-event analytics are more mature than Teams Live Events or Webex Webinars for organisations without dedicated AV teams.
A common and sensible setup for Microsoft 365 businesses is to use Teams for everything internal and keep a Zoom Pro or Business licence for client-facing calls and external webinars. This covers both use cases without compromise.
What we usually recommend
A common and sensible setup for Microsoft 365 businesses is Teams as the primary internal collaboration platform plus a small number of Zoom Pro licences for client-facing calls and external webinars where the guest join experience matters, which covers both use cases without the cost and confusion of running all four platforms. market.us, Video Conferencing Statistics 2026.
On Microsoft 365
Use Teams as your primary platform for internal collaboration, file sharing, and calling. Add Zoom Pro for client-facing calls and external webinars where guest join experience matters.
On Google Workspace
Google Meet for internal calls. Zoom for anything client-facing or external where you need a reliable, smooth guest experience.
Government or regulated industry
Webex deserves serious consideration for its compliance posture and end-to-end encryption. Still evaluate Teams if your agency is already on Microsoft 365 Government.
Looking to ditch your phone system
Teams Phone is the cleanest consolidation path for Microsoft 365 businesses. One vendor, one invoice, one admin interface for calls, chat, and meetings.
Related: Teams Rooms Guide, PBX Replacement Guide, Business Internet and Hosted Voice.
Common questions
Is Microsoft Teams or Zoom better for Australian business?
Do you need both Teams and Zoom?
Can Microsoft Teams replace your phone system?
Is Webex still relevant for Australian business?
Is Google Meet good enough for business?
What is the biggest mistake businesses make with video conferencing?
Not sure which setup fits your business?
We can review your current communication stack, identify where you are paying for overlap, and recommend the right configuration for your team size, industry, and budget.