Digital tools for video conferences, lectures, consultations

1. Presentation of digital tools for synchronous video communication

In the digital age, synchronous video communication has become a key tool in higher education. It allows teachers and students to interact in real time, regardless of physical distance. During the pandemic (COVID-19), these tools experienced a sharp increase in use, but even after that they remained an important part of educational practices, especially in hybrid and online classes. There are a number of solutions on the market that differ in functionality, licensing models and level of adaptation to educational needs. The following will present the most commonly used tools in the higher education context (both in the Republic of Croatia and in the rest of the world): Zoom, Microsoft Teams, BigBlueButton, Google Meet and Jitsi Meet, with an emphasis on their advantages, disadvantages and possibilities of application in higher education.

2. Scenarios for using videoconferencing tools

Videoconferencing tools in higher education are used not only for teaching, but also for a wide range of other activities that support academic work and community life. In addition to lectures and seminars, they play an important role in consultations, where teachers provide students with individual or group support without the need to physically come to the faculty. This is especially important for part-time students or those who live far from the university.

Videoconferencing has also proven useful for oral exams, as it allows teachers to test knowledge in real time with interaction and verification of student identity. It is also very often used for the defense of final, graduate and doctoral theses, where the defense also involves committee members from different cities or countries.

In administrative and scientific terms, these tools facilitate meetings of departments, sections and faculty councils, saving time and reducing costs. In research work, they enable project meetings between domestic and international partners, which is a key element within European and other international projects.

Videoconferencing is also used for workshops, roundtables, and expert meetings, broadening access to knowledge and increasing the number of participants. In addition, students can engage in group projects, where digital tools facilitate collaboration, coordination, and joint production of materials.

3. Zoom

Zoom is one of the most widely used tools for synchronous video communication, especially in education and business environments. It has gained popularity due to its simple user interface and high connection stability even with weaker internet infrastructure. A key feature of Zoom is breakout rooms, which allow teachers to divide students into smaller teams for discussions or assignments. In addition, Zoom supports meeting recording, screen sharing, virtual backgrounds, and calendar integration.

On the other hand, the free version of this tool has a limit on the duration of meetings (40 minutes for groups larger than three participants), while more advanced functionalities require a subscription. Security issues arising from the use of this tool have been discussed in the past (eg “zoombombing”, joining uninvited people to randomly selected sessions and disrupting meetings or classes held in such a way), but the company has since introduced significant improvements, including meeting encryption and additional security settings.

Zoom is a commercial tool and is available via subscription, although it offers a free basic version. Thanks to its rich functionality and flexibility, it remains among the most common choices for higher education, especially for lectures and workshops with a large number of students.

When we talk about the platforms from which it is possible to use this tool, these are:

• mobile app: available for iOS and Android
• desktop application: Windows, macOS, Linux
• Web browser: yes, with partial limitations.

4. Microsoft Teams

Microsoft Teams integrates video conferencing, chat, document storage, and collaboration tools into a single environment. It is part of the Microsoft 365 suite, making it particularly suitable for institutions that already use it. Teams is used not only for lectures and meetings, but also for project meetings and teamwork because it allows communication to be structured across teams and channels.

The advantages of Teams include strong integration with other Microsoft applications, a high level of security and the ability to record meetings and store materials within the platform. It also offers breakout rooms, polling and various application add-ons. The disadvantages include a somewhat more complex user interface and higher technical requirements, which can be difficult for beginners to use.

Teams is a commercial tool, but many higher education institutions have free access because they have Microsoft educational licenses. This makes it a common choice for universities and colleges.

When we talk about the platforms from which it is possible to use this tool, these are:

• mobile application: iOS and Android
• desktop application: Windows, macOS, Linux (limited)
• Web browser: yes, almost full functionality.

5. BigBlueButton

BigBlueButton is a videoconferencing system developed specifically for education. Its functionalities include an interactive whiteboard, polls, screen sharing, breakout rooms, chat, learning/student engagement analytics, integration into the Moodle LMS core and the ability to record lectures (recordings are stored on the HEI server). Due to these features, it is very popular and is often used in open and remote learning environments. The two largest implementations of BigBlueButton in the higher education system of the Republic of Croatia are at the University of Zagreb, at the Faculty of Organization and Informatics and at the Faculty of Humanities and Social Sciences.

One of the key advantages of BigBlueButton is that it is an open source software solution. This allows institutions to set up and adapt the system to their own needs, without a mandatory license. On the other hand, this also means that technical performance, stability and quality depend on the server and resources of the institution. For optimal functioning, technical support and a sufficiently strong infrastructure are required.

BigBlueButton is education-oriented and therefore offers features that many commercial tools lack, such as tools for group work and monitoring student participation and learning analytics. The fact that all lecture recordings are hosted on HEI servers and infrastructure is a great advantage, especially in terms of security and GDPR. However, limitations may arise in the case of a lack of institutional IT resources or poor scalability for a large number of users.

When we talk about the platforms from which it is possible to use this tool, these are:

• mobile application: no, used through a mobile browser
• desktop application: no, used through a browser
• Web browser: yes, full functionality, Chrome and Firefox recommended.

6. Google Meet

Google Meet is part of the Google Workspace ecosystem and offers a simple solution for online meetings and lectures. Benefits include ease of use, stable connectivity and integration with Gmail and Google Calendar, making it easy to schedule and invite participants. It also supports screen sharing, raising your hand, chat, and automatic captioning, which can be useful for accessibility.

Compared to tools like Zoom or Teams, Google Meet has a slightly smaller range of advanced features (e.g. limited options for breakout rooms or interactive tools). However, for users already working in the Google ecosystem, it is a very practical solution.

Google Meet is a commercial tool, but it also offers a free version with basic functionality. Many educational institutions use it in the Google Workspace for Education package, which provides a reliable and secure environment for online classes.

When we talk about the platforms from which it is possible to use this tool, these are:

• mobile application: iOS and Android
• desktop application: no, used through a browser
• Web browser: yes, full functionality.

7. Jitsi Meet

Jitsi Meet is a completely free, open-source video conferencing tool. It stands out because it can be used without registration; all you have to do is open a link in your browser and start a meeting. This makes it extremely accessible and flexible, especially in situations where you need to communicate quickly.

Jitsi Meet supports screen sharing, chat, background blurring, calendar integration, and basic security settings. One of its big advantages is privacy, as it is open-source, users can install their own server and have full control over their data. It can be tightly integrated with the Moodle LMS so that, in addition to classes and meetings at the e-course level, it can also be used as a tool for one-on-one consultations with individual students in a few clicks on the interface.

However, Jitsi Meet sometimes suffers from lower stability and limited functionality compared to commercial tools. It does not have the same level of support or advanced features such as integrated breakout rooms or complex analytics. However, its openness and free availability make it an attractive solution for educational institutions that want independence from commercial vendors.

When we talk about the platforms from which it is possible to use this tool, these are:

• mobile application: iOS and Android
• desktop application: no, it is used by the browser
• Web browser: yes, full functionality.

8. Conclusion

An overview of digital tools for synchronous video communication shows that there is no universal solution that would be equally suitable for all institutions and contexts. Zoom and Microsoft Teams stand out as robust and functionally rich systems, while BigBlueButton offers solutions specially adapted to the needs of education. Google Meet attracts with its simplicity and integration with Google services, and Jitsi Meet stands out for its openness and the possibility of complete data control.

It is crucial for higher education institutions to assess their own resources, technical capacities, and pedagogical goals to select the tool that best supports their teaching and research. This ensures not only technical functionality, but also the quality of academic interaction in the digital environment.