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How Web Conferencing Works -- Exposing the Realities of Virtual Collaboration
The words web conferencing encompass so many functions these days thatsometimes people aren’t sure what really falls under the umbrella of the termand what doesn’t. Is web conferencing an activity, a type of software, or a setof features? In the simplest terms, the answer is “yes” to all three questions-- it can be all of these things in one form or another. To understand how thatcan be, you need to understand the basics of how web conferencing works.Web conferencing is basically any kind of collaborative conference that takesplace via the World Wide Web between two or more participants in differentlocations. It doesn’t matter if they are in different rooms or halfway aroundthe world from each other, so long as the meeting is being conducted over theInternet. Audio, text or video can be utilized for communicating, sometimes inreal time, sometimes in an asynchronous environment, depending upon the type ofweb conferencing system being used.Add-ons make all the differenceThe key to web conferencing, however, is that it always includes additionalcomponents that take it beyond simply communicating back and forth as thoughusing a video phone system. Web conferencing enhances communication with theaddition of several other collaborative technologies to enhance meetingfunctionality. Some of these may include:Co-browsing of the InternetText messagingApplications and file sharingDesktop sharingPowerPoint presentationsWhite boardsSurveyingMeeting rooms or private URLsStore, record and replay capabilitiesScheduling programsWeb conferencing works by combining one of more of these additional elementswith the audio/video elements of conferencing so that participants can have whatseems to be literally an “in the room” meeting with visual aids, shared papersand files and exchanges of information in real time.Co-browsingThis is the ability for two or more remote members of a web conference tosimultaneously browse the same sites on the Internet. It can be a very effectivecustomer service tool -- walking an important client through information on acorporate website as you are conferencing is an effective and personal touch. Itcan also be used to walk customers through specs or product descriptions duringa sale while you are on the line with them.Text messagingThe traditional instant messaging option, which is great for sendingquestions around during a presentation or when you want a hard copy of aresponse. It can also be used in lieu of audio when audible conferencing isn’tpractical.Applications and file sharingThis isn’t just zapping a file back and forth via email. This means actuallysharing a file or files and applications because you have a shared workspace tobe used and accessed by all members of your conference group.You can tailor file sharing so that documents you show may be simply viewedby everyone in your conference group, with all of your ongoing edits beingvisible, or so that others may also do real-time edits of the document fromtheir remote location.In fact, you may grant access to your own desktop during the conference ifyou wish to allow access to your applications. This is the desktop sharingfeature, and is quite a common feature for technical conferencing with computersystems specialists who need to be able to network into your computer to seewhat’s up if there is a problem.Other web conferencing functionsPowerPoint presentations, the dearly loved presentation tool, can besimultaneously presented to all participants in your web conference for visualimpact. With file sharing, everyone can download and keep the presentation forfuture reference.White boards are just like the marker boards in a real office, butdone online. You may set them for broadcast only so that everyone can see yourmark-ups and additions in real time, or make them interactive so that allparticipants can make their own changes and revisions to the board.If your conferences rely on feedback from participants, automaticsurveying features can be built in to make it easy to tabulate and recordresponses. Store, record and reply capabilities also make it easy torecord entire conferences for later playback. If someone misses a conference,they can replay it at a later date and reply at their leisure to individual orgroup participants.Scheduling programs make web conferencing quick and easy by sendingalerts to participants and updating and synchronizing group web conferencecalendars. A variety of security features include encryption to preventtampering by those outside the conference administrative team.There’s a web conference solution for every size businessTen years ago web conferencing was the domain of enterprise size businessesbecause it was a costly, high-end investment. It only made sense if a companywas going to use it on a very large scale to defray the hefty price tag.However, with Internet costs going down and broadband connections making webconferencing more practical, more web conferencing options have becomeavailable. And, as always happens, with competition comes competitive pricing.Today there are web conferencing packages from enterprise solutions to smallbusiness packages.Enterprise SolutionsThe leaders in enterprise level web conferencing have always been WebEx andRaindance. Both of these providers offer a choice of bundled options thatprovide everything you could think of in the way of web conferencing bells andwhistles.WebEx offers a variety of options, including Meeting Center, Training Center,and Support Center, all web conferencing applications designed with specificcorporate needs in mind. One of their stand-out offerings is PresentationStudio, an on-demand web conferencing application that can be used to offertraining tips, sales presentations and follow-ups to whole teams or entirecompanies at the convenience of each staff member.WebEx’s SMARTTech is a web based technical support application that enablesaccess to thousands of centrally linked computers. It uses web conferencing forapplications only access to do routine maintenance, software upgrades andtroubleshooting remotely, even without the remote operator present.Raindance excels at client service, providing support personnel for thoseenterprise level clients who may need support in the event they onlyoccasionally use web conferencing. You can contact Raindance and have a personalassistant aid you with your Web Conferencing Pro conference for up to 2,500participants, from pre-polling participants to wrap-up and maintaining aparticipant list for your corporate records.Raindance Meeting Edition is for smaller groups and provides greaterinteractivity. Moderator features like muting, chat and participant disconnectmean precise control of all meetings for the leader of any group.SMEs and SOHOs can choose leaner versions of web conferencingSmall and medium enterprise businesses have a wide range of choices right nowbecause the market is filled with web conferencing companies that providemid-range services in a buffet-style so that they can pick a range of featuresto fit their needs. Some of the better known web conferencing companies in thismid range include IMConferencing, Communicast and GoToMeeting.Small office and home office users have less choice simply because they don’thave the available cash flow (in most cases) to spend on a regular webconferencing solution that would tie them to multiple users on a regular basis.Fortunately, in most cases they also don’t need to be networking via the webwith 2,000 people simultaneously, so they won’t necessarily be missing thefeatures that aren’t available in the more streamlined offerings for SOHOs. Twoleaders for small business web conferencing that do provide reliable service areGRCLive and Voxwire, although their approaches are quite different.GRCLive caters to the small business owner who will grow into a medium-sizedbusiness owner, or the medium business owner who is just starting out with webconferencing. The company offers three levels: GRC Lite, which can link 5-10users for text chat and document sharing with a few other features, but no audioor video (a good start for those not yet comfortable with broadcast stylemeetings), GRC Business Edition, which adds audio and video, and GRC Pro, whichsignificantly increases the users capability. The costs range from $30 to $500per month, with options and price differences within each group.Voxwire is a “strictly basics” web conferencing service. Yes, you can postdocuments for viewing. Yes, you can do audio/video conferencing and textmessaging. No, you can’t have a white board or document interactivity. Thebeauty of Voxwire is the price; you can have ten people in a virtual conferenceroom for unlimited use for only $29.95 a month -- much less than your longdistance bills would be. If you have a home office and one person you regularlyneed to contact, get a personal meeting room for only $9.95 a month for the twoof you and talk all you want.Web conferencing will continue to grow and expand, with new features and moreinteractive features every year. As the global community and Internetconnectivity continues to explode, it’s only natural that more and morecompanies will take advantage of how easy it is to bring their far-flung teamstogether with web conferencing.This article on the "How Web Conferencing Works" reprinted withpermission.Copyright © 2004-2005 Evaluseek Publishing. About the AuthorLucy P. Roberts is a successful freelance writer providing practical information and advice for businesses about everything related to web conferencing software and web based meetings. Her numerous articles include tips for saving both time and money; product reviews and reports; and other valuable insights for persons searching the Internet for information about the history of web conferencing and related topics.
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