Tomaz Mencinger asked:


Web conferencing services are becoming more and more popular and necessary. With more businesses going global and more and more employees working from home, many businesses have adopted a conferencing service of one type or another. Depending on the needs of the business, utilizing web conferencing services may be the best solution.

Web conferencing services include the ability to share documents, make presentations and confer with anyone from around town or the world! With the use of your computer, web conferencing allows you to launch a meeting with all the bells and whistles. The following is a list of services and solutions that web conferencing services accomplish:

1. No software necessary, browser-based system

2. Entire audience can see each presentation, document and spreadsheet

3. Set-up multiple users as presenters to the group

4. Monitor audience participation

5. “Hand-Raise” ability - Know when a group member has a question

6. Pointer Ability - Keep everyone on the same track during the presentation

7. Full Screen - Enlarge the presentation to fill the entire screen

8. Host ability to chat with individuals or different groups

9. Present a slide show

10. SSL Encryption for ultimate security

11. Firewall Protection

And a quick overview of web conferencing pro’s and con’s shows us:

Pros:

Computer requirements are relatively simple and almost everyone utilizing a computer for business purposes will easily meet and exceed the requirements.

Ability to share audio and visual presentations, slide shows or programs.

Easily communicate with each member.

Cons:

Fees can add up quickly. Depending on services rendered, standard web conference prices are about $.49/minute per user. Audio capability can result in additional charges. If you plan to hold regular web conferences, there are subscription prices but, again, this will vary by provider and generally will require some sort of one-time set-up fee. These fees can range from $1000-$3000.

If you are not quite sold on the idea of committing to a browser-based conference system, there are other conferencing solutions.

Audio conferencing allows members to communicate via telephone. This can include regional, national or global members. You will need to apply for audio conferencing services if you feel that this is the best solution since most phone systems only allow for three members to participate at one time.

For the most part, “free” conference solutions are for audio conferences only. Maybe you want to test a provider before committing to their contract or are deciding on the best conferencing solution. Free conference providers will have limitations, but if you are looking to host a small group, the limitations may not even be noticed.

Microsoft Live Meeting is the name of the application Microsoft offers. Live Meeting allows meetings to be integrated with Microsoft Office, which can be quite useful! It offers similar benefits as web conferencing, but with the added connectivity of Microsoft office.

They offer a standard and professional service. It is recommended to purchase the professional service since this allows the use of all the benefits that Microsoft Live Meeting offers.

A hosted conference offers many benefits. Services vary depending on provider, but for the most part, hosted conferences are mostly audio conferences that have an assistant provided from your conference provider.

The live assistant helps with “checking-in” and any technical difficulties that may arise. The assistant is also valuable as an extra security measure. Hosted conferences allow you to focus on your presentation or meetings, while the assistant handles the “details” of running a smooth meeting.

Of course, only you will know which conferencing or web conferencing services will best meet your needs. There is a huge need for conferencing solutions and many providers to choose from. Take your time, understand your business needs and by all means, use the free trial options!

Dan Richmond asked:


Video conferencing, web conferencing and online meetings are fast becoming important tools for organizations that must communicate with staff, clients or students in different geographical locations. If you have been thinking about using this technology for your enterprise, it is important to first outline your needs and then match them with the various online conferencing systems that are being offered in the marketplace. Here are a few things to consider when you shop around for the system that is best for you:

1. Do you need to communicate with one static location or with a variety of possibly changing locations? Some conferencing systems are designed to connect two or more specific locations. If you have a head office and a fixed branch office that you want to communicate with, then a fixed connection system could work for you. However, if you want to connect with a variety of locations or allow people anywhere to join your conferences or meetings then you should choose a system that allows you to add users no matter where they log in from.

2. Do you want a browser based system or can you work with proprietary software? A few of the original web and video conferencing applications had their own software and even specific hardware to install. Now it is possible to use conferencing systems that run on all browsers and all operating systems without the need for special hardware. Take a look at the various systems being offered and choose the one that would fit in with your organization’s technical capabilities.

3. Are some of your participants behind firewalls? These days many, if not most offices, and even individual computers connected to the Internet are protected by firewalls. The firewalls keep hackers out, but they may also pose a problem for some conferencing systems. Check to see if the conferencing system of your choice can deal with this problem.

4. How important is video to you? If you would like to see your colleagues and staff as they participate in your meetings, then you will need a system that allows some locations to hook up to the meeting with a web camera. Check to see how many individual video windows are allowed by the various applications that you consider, and choose the one that best meets your needs.

5. What features do you need? Do you want to poll attendees and get immediate results while you are online? Some systems allow the host to present a question and then all the participants can vote or give an answer with the click of their mouse.

Do you want to share applications online? If your conferencing system allows application sharing then it is possible for the host to present PowerPoint presentations, for example, that will visible to all the attendees. Make a list of the communications features that you need and match them to the capabilities of each system that you consider.

6. What is your budget? Of course you want the most features that are possible but you also have to weigh-in the costs. When you make your decision, keep in mind the benefits that you will get by communicating online, think about the cost of doing this offline and then look at the fees charged by the conference technology providers. Choose a communications package that will give you a good return on your investment.

Now, armed with this checklist, go online and do a search for web or video conferencing and pick out a system that will allow you to conduct your meetings online at a price that you can afford.