A Guide to Web Conferencing

A web conference is much like a teleconference, except that information is exchanged over the internet. It is an alternative method of holding a meeting, yet you do not need to leave your office. This virtual meeting allows you to share documents, collaborate with people in a variety of locations and even make presentations. Meet with people across town or around the world with just a few clicks. A web conference can be very effective for holding a meeting when the participants are scattered and coordinating travel to one location at a specific time is simply not practical.

Teleconferencing uses specific technology that is far more advanced technologically than a standard phone. A teleconference can be a meeting that is a simple as a couple of parties on a speakerphone, several associates on a three way call or as complex as utilizing video conferencing systems and technology to incorporate video images into the teleconference. The cost of holding a teleconference can be extensive, but there are methods that can be used that will save you some money. You can purchase your own equipment and software if you plan on having regular teleconferences so that it would be cost effective. There are also places where you can rent the equipment and some places offer the service for free or at a substantially discounted rate if you already own the equipment.

A web conference utilizes methods that are similar to teleconferencing in that it brings several people from remote locations into the same conversation, even if it is a virtual meeting room. Participants can communicate, use chat or instant messenger to meet and exchange ideas. You can incorporate a teleconference into a web conference or incorporate a web conference into a teleconference. This allows real time exchange of information with the personal touch of the human voice. The web conference will allow you to exchange files, meeting materials and other items while holding the teleconference and conducting the meeting.

Web conferencing and teleconferencing are optimum for a variety of business functions. They allow you to proof products or preview concept products over the web. You can view new products for approval or direction without ceasing production. Teleconferencing and web conferencing also allows you to train employees and hold sales meetings for personnel who are off site. Sales presentations, concept pitches and demonstrations can easily be conveyed over the web. You can also demonstrate and train employees on using software, while showing them how the software works and they can watch it themselves in real time.

If you are the facilitator of the teleconference or web conference, you should log on early and make sure that you are the first one on the line. As others log on, greet them and get to know them a little. You may even ask others who come online early to greet others who log on. This is a very good team building activity. Review the agenda and check with your participants to see if anyone needs to leave early so that you can make any necessary adjustments. You should also make sure that everyone has a copy of any materials that are required for the meeting.