Zoom Limitations

During the sudden shift to remote work and communication, many individuals and organizations turned to Zoom as one of the readily available video conferencing solutions. 

Many flocked to Zoom out of necessity rather than choice, creating a domino effect on it’s popularity. Schools, businesses, and individuals jumped on board, often overlooking alternatives and potential pitfalls. Now, despite growing concerns over privacy, security, and user experience, many feel tethered to the platform.

This article dissects Zoom's limitations, exploring why users remain despite clear drawbacks. From technical glitches to privacy issues, we'll uncover the challenges faced by millions. Our goal? To help you decide if Zoom truly meets your needs or if it's time to explore other options.

These are some of the major issues which Zoom users have reported on various platforma like G2, Capterra, TrustRadius, X(Twitter), etc.

Frequent updates

One of the most commonly mentioned issues by Zoom users is the frequency of updates. While regular updates are essential for maintaining security and introducing new features, some users have expressed frustration with the update process.

User reports indicate:

• Updates often occur at inconvenient times, such as right before scheduled meetings.
• The update process can be disruptive to workflow, sometimes requiring application restarts.
• There have been instances where updates have caused compatibility issues with certain devices or operating systems.
• Some users report that frequent updates lead to confusion about which features are available in their current version.

While frequent updates aim to improve user experience and address potential security vulnerabilities, the timing and frequency of these updates present challenges for users with tight schedules or those in different time zones, some users have expressed a desire for more control over when updates are installed or the ability to postpone updates for a longer period.

Poor experience

While we know Zoom is popular, some users have reported challenges with certain aspects of the user experience.

Common user feedback includes:

• The interface feels cluttered, especially for new users or those who don't frequently use all of Zoom's features.
• Some users find it difficult to locate specific settings or features within the application.
• There have been reports of audio and video sync issues, particularly in meetings with many participants or in areas with slower internet connections.
• Some users have expressed a desire for more customization options to tailor the interface to their specific needs.
• The mobile app experience is reported to be less intuitive compared to the desktop version.
• Users have noted that some advanced features are not easily discoverable without guidance or training.

User experience varies greatly depending on individual preferences and familiarity with the platform. While some find Zoom intuitive, others report a learning curve, especially when utilizing more advanced features. The balance between simplicity for casual users and functionality for power users remains an ongoing challenge.

Heavy System Load

Another concern raised by some Zoom users is the application's impact on system resources. This is particularly noticeable on older or less powerful devices.

User reports suggest:

• Zoom uses a significant amount of CPU and RAM, especially during video calls with multiple participants.
• Some users have experienced their devices overheating or battery draining quickly when using Zoom for extended periods.
• There have been instances of Zoom affecting the performance of other applications running simultaneously on the device.
• Users with older devices report more frequent crashes or freezes during Zoom sessions.
• The virtual background feature, in particular, is noted to be resource-intensive.
• Some users report that even when Zoom is not in active use, it continues to use system resources in the background.

Video conferencing, in general, can be resource-intensive due to the complex processes involved in real-time audio and video transmission. However, the extent of this impact can vary depending on the user's device specifications and the tool that is being used for the process.

Data security concerns

Data security is a critical aspect of any online platform, and Zoom has faced scrutiny in this area. While the company has made efforts to address these concerns, some users still express reservations.

Common security concerns include:

• Past incidents of uninvited participants joining meetings (often referred to as "Zoombombing").
• Questions about the level of encryption used for calls and stored data.
• Concerns about data sharing practices and the potential for unauthorized access to meeting recordings or chat logs.
• The default settings for meetings have been criticized for not prioritizing security.
• Some users express unease about the amount of personal data collected by the platform.
• There have been concerns about the routing of some calls through servers in countries with different data protection laws.
• In September 2023, Zoom was under fire and bombarded with questions regarding the use of user data for AI training purposes and the extent to which this data is anonymized or protected.
• Reports of data sharing with third-party platforms like Facebook have led to discussions about user privacy and data control.
• Some users have expressed concerns about the integration with professional networking sites like LinkedIn, questioning the scope and purpose of data exchange between these platforms.

It's important to note that Zoom, like many technology companies, regularly updates its policies and practices in response to user feedback and evolving privacy standards. Users are encouraged to review the most current privacy policies and security settings to understand how their data is being used and protected.

You can get a detailed overview about Zoom’s data policies in our article Zoom’s Data privacy.

Integration limitations

While Zoom offers integrations with some third-party applications, some users have reported limitations in this area.

User feedback suggests:

• Many integrations lack the seamless functionality users expect. Data transfer between Zoom and certain integrated apps often requires manual intervention.
• Users, especially in specialized industries, express a need for Zoom to connect with more niche, industry-specific software tools. This limitation impacts workflow efficiency in sectors such as healthcare, legal services, and specialized engineering.
• Synchronization issues between Zoom and integrated applications are common. Meeting schedules, participant lists, or shared documents frequently fail to update correctly across platforms.
• The depth and functionality of integrations vary significantly across different third-party applications. While some offer robust features, others provide only basic connectivity, limiting their practical utility.
• Many users find the process of setting up and managing integrations unnecessarily complex, creating a barrier for less tech-savvy users or smaller organizations without dedicated IT support.
• Users frequently report inconsistencies in how Zoom integrates with various calendar applications, leading to scheduling conflicts or missed meetings.
• Users express a desire for more customizable integration options to tailor the connectivity between Zoom and other applications to their specific workflow needs.
• Compatibility issues often arise when either Zoom or an integrated application updates, requiring users to reconfigure or troubleshoot their integrations.
• Larger organizations note the absence of comprehensive analytics for tracking the usage and effectiveness of various integrations.

The availability and functionality of integrations can depend on various factors, including the specific applications involved and the level of collaboration between Zoom and third-party developers. While some users find the existing integrations sufficient, others in specialized fields or with complex workflows report limitations that impact their productivity.

Here’s an article on the Zoom’s Integrations and how to integrate them.

AI feature accuracy

As Zoom has introduced AI-powered features like live transcription and smart recordings, some users have reported concerns about the accuracy of these tools.

Common user experiences include:

• Zoom AI's transcription accuracy varies significantly, particularly when dealing with accents or specialized technical terminology. Users in fields like medicine, law, or engineering often find Zoom AI struggling with domain-specific jargon.
• Zoom AI's ability to capture nuanced or complex discussions accurately is inconsistent. In meetings involving abstract concepts or intricate technical details, users report a higher rate of misinterpretation or omission.
• Environmental factors greatly influence Zoom AI's performance. Users note that audio quality and background noise levels can dramatically affect the accuracy of transcriptions and other AI-powered features.
• It often struggles with accurate transcription and translation when participants switch between languages or use code-switching within a single conversation.
• In meetings with multiple participants, especially when there's overlapping speech, Zoom AI's performance degrades noticeably. Users find that the transcription quality and speaker identification become less reliable in these scenarios.
• Consistency in Zoom AI performance across different meeting types (one-on-one, small group, large conferences) is a concern. Users report that the AI seems to perform better in certain meeting formats than others.
• Users note that Zoom AI's performance can be unpredictable when dealing with industry-specific terms or acronyms, often requiring manual correction in important documents or records.
• While Zoom AI features show promise, many users find they cannot yet fully rely on them for critical applications like legal proceedings, medical consultations, or high-stakes business negotiations where accuracy is paramount.

AI technology is continually evolving, and its effectiveness can vary based on numerous factors, including audio quality, speaker clarity, and the complexity of the conversation. These experiences highlight the current limitations of AI in Zoom's video conferencing platform. While the technology continues to improve, these user-reported issues underscore areas where further refinement could significantly enhance the reliability and usefulness of Zoom's AI-powered features in professional settings.

Want to see alternatives to Zoom AI? Check out our detailed article on Zoom AI.

Top Zoom alternatives

Given these limitations, many users and organizations are exploring alternative video conferencing solutions.

When considering alternatives, this is what you should look for in a Zoom alternative:

• Team size and meeting frequency: Different platforms may be better suited for small team collaborations versus large-scale webinars. Consider the maximum number of participants supported, features for managing large groups, and how well the platform handles frequent, back-to-back meetings. Also, evaluate if the platform offers different meeting types (e.g., one-on-one, small group, town hall) to cater to various team sizes and purposes.
• Required features (e.g., screen sharing, breakout rooms, recording): Ensure that any alternative provides the specific tools your team relies on. Go beyond basic features and consider advanced capabilities like real-time translation, live captions, interactive whiteboards, or AI-powered meeting summaries. Assess the quality and user-friendliness of these features, not just their presence.
• Integration with existing tools and workflows: Consider how well the platform integrates with your current software ecosystem. Look for native integrations with popular project management tools, CRMs, calendar apps, and productivity suites. Evaluate the depth of these integrations – can you start meetings directly from other apps? Can meeting notes be automatically synced to your project management tool?
• Data privacy and security requirements: These are especially important for organizations in regulated industries or those handling sensitive information. Investigate the platform's compliance with standards like GDPR, HIPAA, or SOC 2. Consider features like end-to-end encryption, the ability to control data residency, and options for single sign-on (SSO) and multi-factor authentication (MFA).
• Budget constraints: Compare pricing models and ensure the solution fits within your organization's budget. Look beyond the base price – consider costs for additional features, storage, or support. Evaluate if there are different tiers available and if you can easily scale up or down as needed. Also, factor in potential savings from reduced travel or improved productivity.
• User preferences and technical proficiency: Consider the learning curve and how easily your team can adapt to a new platform. Assess the intuitiveness of the user interface, availability of training resources, and mobile app quality. Consider conducting a pilot test with a subset of users to gather feedback before full implementation.
• Scalability: Assess whether the platform can grow with your organization's needs over time. This includes not just handling more users but also offering more advanced features as your requirements evolve. Consider if the platform regularly updates with new features and improvements and if it can adapt to changing work environments (e.g., hybrid work models).
• Customer support and reliability: Research the platform's uptime guarantees and the quality of its customer support. Look into response times, availability of 24/7 support, and multiple support channels (chat, phone, email). Consider the platform's track record for handling outages or security incidents. Also, evaluate the robustness of their documentation and self-help resources.

These are the top Zoom alternatives:

‍

If you want to see a detailed version of the top alternatives for Zoom, we have a handy list of  top Zoom Alternatives in 2024.

If you feel done with Zoom and its issues, you should learn how to cancel Zoom subscription.

User testimonials and experiences

User experiences with Zoom reveal several challenges:

The screen-sharing interface can hinder navigation and collaboration, while built-in tools often fall short of complex needs. Virtual backgrounds, though useful, can appear artificial. Technical issues persist, with call quality problems and audio deterioration during multi-participant video calls, even on high-speed connections.

User interface concerns include cumbersome participant addition and difficulty gauging audience reactions while screen sharing. The waiting room lacks key features like a minimize option and network strength indicators.

Extended use often leads to meeting fatigue, often referred to as “Zoom Fatigue”. The mute/unmute function's unclear notifications risk accidental unmuting. Large group discussions can become difficult to manage effectively.

These observations highlight areas where Zoom continues to evolve to meet diverse professional needs in the rapidly changing landscape of remote communication.

If you think you are alone in facing issues with Zoom and people will not understand your problems, do check out That’s what you said. It’s a collection of issues with Zoom, which users have said on various platforms like X(Twitter), Reddit, G2, Capterra, etc.

Host Better Meetings with Video Calling App

The widespread adoption of remote work has exposed limitations in existing video conferencing platforms. Users frequently encounter technical difficulties, face disruptive software updates, and struggle with AI features that fail to meet expectations. The relentless stream of virtual meetings often leads to information overload and difficulty in maintaining context across discussions.

Furthermore, many video conferencing tools lack seamless integration with other work applications, complicating digital workflows. These challenges accumulate, transforming what should be productivity-enhancing technology into a potential hindrance to efficient remote work.

Video Calling App (VCA) is a new AI-first video conferencing solution designed to address these issues. VCA aims to optimize the entire meeting process while preserving crucial context, all packaged in an intuitive interface designed for contemporary work environments.

VCA enhances virtual collaboration through its suite of AI-powered features. These include intelligent meeting summaries, automated action item tracking, real-time transcription and translation services, smart content auto-tagging, and seamlessly integrated task management. Complementing these tools is a comprehensive, searchable knowledge library that turns meetings from isolated events into a continuous, accessible stream of information.

Migrating from Zoom to the Video Calling App

Video Calling App offers a transition program for current Zoom users. Eligible participants can receive VCA service at no cost for a duration matching their remaining Zoom contract, up to three months. The VCA team provides support throughout the migration process. Interested parties can submit an online form for more details.

A feature comparison between Video Calling App and Zoom is available for those seeking additional information. This comparison aims to provide an objective overview of both platforms, helping users determine which solution might better suit their needs.

Video Calling App is currently in its early access phase, onboarding a limited number of new users daily. This presents an opportunity to experience firsthand the platform's innovative features aimed at enhancing online collaboration. Individuals interested in trying VCA can sign up for potential early access.