Written by Boyd Pickup, Director Audio Visual, Media Services and Event Production
Every few months, someone asks the same question: “Can’t we just standardize on one video platform and simplify things?” It’s a good question. Running two conferencing platforms means two support queues, different features, and two lines on a budget. But at a university that is simultaneously a classroom, a hospital system, and a research enterprise, the answer isn’t that simple.
Quick answer: Use Microsoft Teams for internal meetings among faculty and staff already inside the Microsoft 365 ecosystem. Use Zoom for meetings that include people outside your organization; the patients, research participants, or the public.
What’s the real difference between Zoom and Teams?
At WashU, Zoom and Teams aren’t competing for the same job; they are used for two different relationships: people who are already inside the institution, and people who aren’t.
Microsoft Teams is built for internal work. It’s included in most Microsoft 365 enterprise licensing at no additional cost, and it connects directly to Outlook calendars, SharePoint files, and persistent Teams channels, so a conversation doesn’t disappear when the meeting ends.
Zoom is utilized to connect our university community with broader audiences, serving as a flexible platform for both teaching and outreach. Its “one-click” join capability requires no account creation or software installation, making it the ideal tool for:
Academic Instruction: Enabling professors and students to interact seamlessly through Canvas integrations.
Research and Public Outreach: Connecting community members and research participants who operate outside our core Microsoft 365 or Epic environments.
The WashU IT Cultural Norms provide some helpful information and etiquette tips. But this article provides more context.
Why does this matter for patients and research participants?
Many patients and research participants are not Epic users, and some have limited technical proficiency with any video platform. For this group, Zoom’s familiarity; most people have used it for a family call, a school session, or a prior telehealth visit, measurably lowers the barrier to participation.
Frequently asked questions
Is Zoom or Teams better for telehealth? Zoom is generally better for telehealth and other external-facing use cases because it allows patients to join with a single click, without creating an account or installing software.
Does Microsoft Teams cost extra? No. Teams is included in most Microsoft 365 enterprise licensing, so there’s typically no incremental per-seat cost, unlike Zoom, which requires a separate license.
Which platform has better accessibility features? Zoom’s live captioning experience is generally considered stronger for ADA accessibility needs, though Microsoft Teams also offers standard captioning support.
Can you use both Zoom and Teams at the same organization? Yes. Many organizations, including universities with clinical and research operations, use Teams for internal collaboration and Zoom for external-facing meetings, rather than standardizing on a single platform.
Key takeaway
Regardless of the tool used, it’s best to remember a few key best practices to make every meeting successful, such as having cameras on, keeping meetings between 30 – 45 minutes, and scheduling meeting times between 9 a.m. and 3 p.m., whenever possible.
When the right tool is provided for the right people at the right time, WashU IT is able to well equip the WashU community to meet its goals. This means faster, more meaningful and more productive connections every day.