So your remote team needs to collaborate—and you're knee-deep in software options. Maybe your company’s using Zoom, or maybe you’re being asked to “evaluate the landscape.” Either way, it’s easy to get lost in feature lists, marketing fluff, and endless demos.
This guide is for people who actually use these tools, not just buy them. I’ll walk you through how to compare Zoom with other B2B “go-to-market” (GTM) software for remote teamwork, what really matters, and which features are just noise.
Step 1: Get Clear on Why You’re Comparing
Before you even make a spreadsheet, ask yourself: why are you comparing these tools? Common reasons:
- Your team’s outgrowing basic video calls.
- You need something better for sales calls, onboarding, or customer demos.
- Security or compliance is suddenly a big deal (hello, legal).
- Everyone’s complaining about “another tool” and you’re the one stuck sorting it out.
Pro Tip: Write down your team’s top 3 pain points. Keep these front and center—they’ll keep you from getting distracted by shiny features nobody asked for.
Step 2: Decide What Actually Matters
Vendors love to sell you on “all-in-one” solutions. Reality: most teams use 2-4 tools and ignore half the features. Here’s what usually matters for GTM remote teams:
1. Video and Audio Quality - Is the audio clear, even on weak Wi-Fi? - Does video freeze or lag? - How many people can join before it gets iffy?
2. Screen Sharing and Recording - Can you share windows, tabs, or entire screens easily? - Is it simple to record, save, and share meetings? - Any limits or extra costs for cloud storage?
3. Integrations - Does it play nice with Slack, Salesforce, HubSpot, Google Calendar, etc.? - Are integrations useful, or just “checkbox” features?
4. Security - End-to-end encryption? (Real, not just marketing talk.) - Waiting rooms, password protection, SSO options? - SOC 2, GDPR, or other compliance needs?
5. Ease of Use - Can people join with a single click? - Is the interface “obvious” or do you need a training session? - Is there a decent mobile app?
6. Pricing (and Hidden Costs) - Per-user, per-host, or flat rate? - Are recordings, webinars, or integrations extra? - What happens if you go over your “limit”?
7. Support - Live chat, phone, or just email? - Is help actually helpful, or just a bot reading a script?
Ignore: - “AI-powered” features, unless you know you’ll use them. - Whiteboards, polls, or breakout rooms—unless they’re a must for your workflow. - Fancy backgrounds. (Cool for happy hours, useless for sales.)
Step 3: Make a Shortlist—Don’t Overcomplicate
You don’t need to test every tool on G2 Crowd. Start with a shortlist:
- Zoom — The default for a reason; works well, everyone knows it.
- Microsoft Teams — Good if you’re already deep in the Microsoft world.
- Google Meet — Simple, works best if you’re on Google Workspace.
- Webex — Big on security and large orgs; can feel clunky.
- Slack Huddles — For fast, informal chats—less so for customer-facing calls.
- Chorus/Gong — Sales-focused, pricey, more for call analysis than meetings.
- BlueJeans, GoToMeeting, Whereby, etc. — Niche or fading, but worth a peek if you have specific needs.
Pro Tip: Vendors love to say, “We’re better than Zoom!” Ask: Better at what, exactly? Most can’t give a straight answer.
Step 4: Run a Real-World Test
Feature checklists are worthless if the tool is a pain to use. Here’s how to run a no-nonsense test:
- Pick 2-3 tools. Don’t test more—you’ll just waste time.
- Set up a call with 3-5 teammates. Bonus points if someone’s remote or on bad Wi-Fi.
- Try these tasks:
- Start a meeting from your calendar or Slack
- Share your screen and switch presenters
- Record the meeting, then send the recording link
- Add someone mid-call
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Try on a phone/tablet
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Ask teammates for honest feedback: What was annoying? What worked? Did anyone get stuck?
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Check integrations: Try connecting to your CRM or calendar. Did it work in under 10 minutes? If not, expect headaches later.
Pro Tip: Demos with vendor reps are useless for this. Real issues show up with real users in real conditions.
Step 5: Take a Hard Look at Pricing and Limits
Most B2B GTM tools look cheap—until you hit the fine print.
- Zoom: Straightforward for small teams, but webinars, large meetings, and cloud recording cost extra.
- Teams & Meet: Usually bundled if you’re on Microsoft 365 or Google Workspace, but advanced features (like recording or dial-in) might be extra.
- Sales-focused tools: Gong, Chorus, etc. are expensive and usually priced per seat, per year. Worth it only if call analysis is mission-critical.
- Hidden costs: Storage, API access, support tiers, and overage fees—these add up fast.
Don’t: Buy the “enterprise” tier for a team of 12. You’re paying for stuff you’ll never use.
Step 6: Don’t Fall for Hype—Focus on What Your Team Will Actually Use
Every tool claims to be “all-in-one.” Truth: Most teams use 10% of features, and only a handful really matter.
- Video calls: If you’re just meeting and sharing screens, you don’t need wild features.
- Sales calls: Recording, easy sharing, CRM integration.
- Customer demos: Reliability and ease of joining are key—your prospects don’t want to install software.
- Async collaboration: If your team lives in Slack or Teams, make sure your meeting tool fits in.
What to skip: - “AI note-taking”—unless you know it works, it’s usually just a transcript. - Virtual event features—overkill for most small-to-midsize teams. - Gimmicks like emojis, GIFs, or 3D avatars.
Ask yourself: If we switched tomorrow, would adoption be smooth, or would people revolt?
Step 7: Make the Call (and Don’t Be Afraid to Change Later)
Pick the tool that: - Solves your top 3 pain points - Fits your budget (including add-ons) - Won’t make your users miserable
Document what you picked and why. Tell your team how to use it, and give them a way to vent if things go sideways.
Reality check: No tool is perfect. You can always switch in 6 months if things aren’t working out. Don’t let the perfect be the enemy of “good enough to ship.”
Final Thoughts: Keep It Simple, Iterate Often
Comparing Zoom and other B2B GTM software isn’t rocket science—but it’s easy to overthink. Focus on what your team actually needs, ignore the noise, and don’t be afraid to revisit your choice as your team grows.
Keep it simple, listen to your users, and don’t let vendors steer the ship. The best tool is the one your team will use without cursing your name.