Web Confrencing & Web Confrencing Software
See Also:
Web Confrencing Directory - A guide
to web conferencing service providers.
BE
HERE NOW: The Engaging Experience of Web Confrencing
Teleconferencing is
often hyped as “the next best thing to being there,” but with the
advent of new technologies, web conferencing offers such compelling
and attractive capabilities that traditional audio conferencing pales
by comparison.
Web conferencing
allows users to employ rich media content (web-speak for the use of
streaming video, audio and similar technology to create an
interactive, engaging environment on the web) to enhance the
conferencing experience for all types of users, from the most casual
to the most demanding.
The very nature of
rich media content provides for a more complete experience, meaning
that your meetings become more informative and effective, and users
retain more information from your conferences.
Most commonly, web
conferencing is used to collaborate on files, share applications, make
presentations to large groups and conduct product tours, among other
things. Because it is web-based, this type of conferencing is easy for
anyone with a computer, an Internet connection and a credit card to
get started.
When examining web
confrencing solutions, most companies will look to established
service providers. Because the success of your conferences will depend
in large part on the reliability and capabilities of your provider,
there are several key considerations:
Features
The most commonly
used feature for web conferencing users is application sharing – in
which the desktop (or selected application window) of the host
computer is displayed to conference visitors in real time. This is
useful in a wide variety of ways – from broadcasting simple (or not so
simple) PowerPoint presentations to engaging users in website tours,
specialized training and product demonstrations.
Because application
sharing is the most commonly used feature, be sure that your
provider’s system supports web-based applications to maximize ease of
use for your conference attendees.
One of the most
attractive features of web conferencing is the capacity for web-based
applications to launch as needed. If your users have to download .exe
files and install software in order to participate in your conference,
the web-conferencing experience is diminished.
Collaboration is one
of the most important functions of web conferencing, and to that end,
your provider’s system should enable you as the host to pass control
of the meeting to another user, enabling them to share content to
augment your own.
Similarly, the
ability to take control of a participant’s computer (and, if you wish,
vice-versa) can be a useful feature in web conferencing. When users
are working together, the capacity to collaborate seamlessly is
invaluable.
Just as important as
any other feature offered by your web conferencing provider is the
speed and structure of your provider’s system. The speed of your own
Internet connection is the first step, of course. Check with your ISP
(internet service provider) to maximize your upload speed. Many
providers offer reasonable bandwidth to download files but limit your
upload capacity.
As the host of a web
conference, your upload speed is vital. You can test your connection
speed at many websites. Go to any search engine and search for “test connection speed” to find
websites offering free tests to determine your current bandwidth. For
most web conferencing, you’ll want at least 128k, though 56k may be
passable if you’re using only the most basic features.
Another factor to
consider with regard to connection speed is the transmission method
your web conferencing provider employs. Some providers degrade
(although they often use the term “optimize”) your data in order to
increase the speed of transmission. This most commonly results in
lower-resolution images, which may or may not diminish your
presentation, depending upon your content and the expectations of your
users.
Ease of use is always
one of the most important features of any technology, and web
conferencing is no exception. It should be easy for you as the host to
schedule meetings, invite attendees and make other conference
arrangements.
As the host, you
should have the capability to customize your conference interface with
your logo and corporate colors, and you should be able to conduct user
polls on the fly. Most systems are versatile and robust enough to
perform these and many similar tasks.
It is vital that your
provider’s system is able to negotiate with the many firewalls, proxy
servers and other security elements that it will encounter among your
users. Most providers are adept at this type of remote server
navigation, but it’s important to ask questions – and to ensure that
your provider offers live tech support for users as well as hosts in
case problems such as these arise.
Finally, you should
consider security requirements – your own as well as those of your
attendees. While most providers offer a service that is secure enough
for the vast majority of users, those dealing with sensitive data may
prefer to host their own conferencing capability internally rather
than seeking an out-sourced solution.
As compelling as many
of these features may be, it is likely that your provider will offer
features that extend beyond your requirements. While you may be
getting what you pay for, you may not be using what you’re getting.
In light of this,
carefully examine your company’s web conferencing needs: do you need
the capability to perform real-time polls? Do you need to archive the
conference for playback? Do you need full-blown application sharing or
do you just need to broadcast a multimedia file?
By identifying your
company’s exact needs, you can choose a provider and specific product
package to fit those requirements. If warranted, you can always
upgrade capabilities as your web conferencing needs mature.
When it comes to
choosing a service provider for your web conferencing, price is often
the driving consideration, but the quality of service and availability
of support are ultimately of the greatest importance.
Web conferencing is a
developing technology, and the features on offer as well as the
pricing model upon which the product is based are fluid. As a result,
many providers offer free trials of their product packages, and some
will negotiate pricing in order to build a relationship with potential
power users.
The use of web
conferencing can be beneficial to your company in many ways. As with
all conferencing products, you will save travel time and expenses,
enabling you to maximize productivity and efficiency while fostering
collaboration and communication.
But with web
conferencing, your meetings will be vastly more informative and
effective. Your users will retain key information better as a result
of the enhanced environment of your web conference. Your message will
be presented exactly as you intend, and you’ll control the exchange of
information to and from you your attendees in a collaborative flow.
Web conferencing –
like other remote conferencing products – is not the be-all, end-all
business communication solution, but, in that web conferencing extends
the capabilities of teleconferencing so dramatically and effectively,
it’s pretty darn close.
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