Paying Twice for Video Conferencing: The Hidden Cost of Zoom for Google Workspace Users

The Complex Relationship Between Zoom Video Conferencing, G Workplace Tools, and Knowledge Management in Today's Digital Office

This exploration, inspired by Andrew Griffin’s article, “Zoom used to help us work – now it thinks it can help us work less” (The Independent, December 12, 2024), examines how businesses using Google Workspace are incurring unnecessary costs by maintaining Zoom licenses. Additionally, it highlights the transformative role of modern tools like Google Meet and Steegle.One in today’s collaborative environments.

During the pandemic, Zoom became a lifeline for virtual communication, outperforming other platforms with its user-friendly interface and unique features like breakout rooms. These advantages justified its widespread adoption at the time. However, Google Meet, part of Google Workspace, has since evolved into a robust and fully integrated alternative, rendering standalone tools like Zoom less essential for many organizations.

A Firsthand Account: A 4,000-User Organization

As Peter Chadha, Product Director at Steegle.com, shares: “I was with a large client the other day—a company with 4,000 users—who still maintains Zoom licenses alongside Google Workspace. They admitted they hadn’t explored Meet’s full capabilities but were increasingly questioning the need to pay for two video conferencing platforms.”

This sentiment underscores a growing realization among businesses: when Google Meet is implemented effectively, it not only meets but often exceeds organizational needs.

Google Meet’s Transformation

In its early days, Google Meet lacked some of the advanced features that made Zoom indispensable, such as breakout rooms and sophisticated moderation tools. Over time, Google has significantly enhanced Meet’s functionality, including:

• Breakout rooms for structured discussions.

• Live Q&A and polling for interactive sessions.

• Real-time collaboration on Google Docs, Sheets, and Slides during meetings.

• Seamless integration with Google Calendar, Gmail, and Drive.

• Enterprise-grade security and compliance.

These advancements make Meet a natural choice for organizations already invested in Google Workspace. “Clients who fully adopt Google Meet often find it easier to use,” Chadha observes, “because it’s integrated with the tools they rely on daily, like Gmail, Calendar, and Drive.”

The Hidden Cost of Redundancy

Maintaining Zoom alongside Google Workspace results in unnecessary costs. For example:

• Google Workspace Business Plus costs $18 per user per month and includes Google Meet.

• Zoom Pro or Business plans add an additional $16 to $20 per user per month.

For a company with 4,000 users, this can result in tens of thousands of dollars annually spent on duplicative functionality.

Steegle.One: Empowering Knowledge Management

Steegle.One, an intranet solution built on Google Sites, not only enhances collaboration but also simplifies video conferencing through Google Meet. With Steegle.One:

• Employees can initiate video calls directly from user profiles in the intranet’s employee directory.

• Knowledge-sharing tools, like centralized file libraries and announcements, are seamlessly integrated.

• Video meetings are embedded within broader workflows, reducing friction and improving productivity.

Time to Reassess

For organizations still maintaining Zoom alongside Google Workspace, the time to reassess is now. As Andrew Griffin’s article notes, Zoom’s valuation has returned to pre-pandemic levels, reflecting its shifting relevance in a post-pandemic workplace. Meanwhile, businesses like the 4,000-user client described by Chadha are realizing the advantages of leveraging Google Meet and other Workspace tools to their fullest potential.

The Path Forward

For businesses invested in Google Workspace, the solution is clear: maximize the value of tools like Google Meet and eliminate unnecessary redundancies. By adopting solutions like Steegle.One, organizations can streamline their technology stack, reduce costs, and foster a more integrated, efficient digital workplace.

Reference

Zoom used to help us work – now it thinks it can help us work less