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On Choosing A Web Conference Product

June 25th, 2010

A webinar is a neologism to describe a specific type of web conference which can be collaborative and include polling and question & answer sessions to allow full participation between the audience and the presenter. In some cases audiences participating in a web conferencing make use of telephone lines for audio communications and make use of the internet to transmit visual elements.

Web conferencing is claimed to be one of the most revolutionary development in communications technology and offers major advantages to businesses in terms of reduced costs, increased employee productivity, enhanced customer support capabilities, and reduced time to develop products and communications.

Also users can participate in a web conferencing in the comfort of their living rooms and need not travel to a common location for conference which reduces travel costs and saves fuel. Conventional conferences take a lot of time for preparation but online conferences can be arranged anytime anywhere which reduces the consumption of materials required for implementing face-to-face meetings.

A lot of companies have also acknowledged that their productivity has greatly improved by adopting to web-based on demand conferencing services.

Since webinars has become a rapidly growing market there are hundreds of providers to choose from and companies that are considering deploying web conferencing services should look into a lot of factors in order to pick the optimal web conferencing provider.

Below are a few guidelines that could help users choose the right meeting software vendor:

  • Price – Companies have to analyze the amount they are willing to spend on web conferencing and they have to look for a provider they can afford. Some providers offer different types of services with different price tags and companies can choose the model that satisfies their requirements. Apart from basic charges users should carefully check whether there are additional or hidden costs they have to pay for a web conferencing tool. It is always better to choose a vendor who has a transparent pricing policy.
  • Scalability – it is imperative to look for the number of participants that a web conferencing service can support. For instance there are some providers who even offer conferencing service for free but they support only a limited number of participants. If a company schedules a conference for limited number of persons than they can opt for the free service but if they expect a lot of participants to join in then they have to look for a model that scales accordingly. Or, can the service be expanded to be used for video conferencing.
  • Demo – Users should attend a product demonstration if it is available to get more detailed information about the meeting software. A real-time live demonstration is the ideal time to check the vendor’s potential to be a stable, supportive and a long term partner. At the demo users can also query about the product and try to figure out whether a vendor is willing to take in customer feedbacks and is able to distinguish their solution’s advantages from products offered by other competing vendors.
  • Advanced functionality – users need to check the technology behind the web conferencing service they are going to pick because high-end technologies enable high quality conferencing even at lower internet speeds. Users should also check the security measures that a vendor has implemented in order to protect the systems and privacy of the user and their web conferencing participants.
  • Review – Users cannot acquire a detailed view about a service by looking only into a prospective vendor’s marketing brochure. They have to see into the expert reviews and other users’ comments about the web conferencing tool that they are considering to buy. Doing a web conferencing comparison of service from different vendors will also provide users with the knowledge about the additional or lack of features that a web conferencing service has.

A serious and reliable vendor will always offer a solution that is both flexible and beneficial to the customers. Also a good product will get rave reviews from users who have already used it. A company that is planning to deploy a web conferencing service should acquire it from vendors who are serious, reliable, and flexible and have also proven themselves as efficient providers.

How Does Video Conferencing Help Me?

June 23rd, 2010

There are some who would argue that staging a webinar is not much different from conducting a live meeting in person. In many ways this is true, but the web meeting format expands the audience and enhances the presentation. One example is through the use of videos in the meeting. The benefits of a webinar are many and well known, but there are some entities that are slow to adopt this approach.

The Benefits Explored

Along with standard conferencing features as chat, annotation and whiteboard, presentations can be structured in such a way that participants can offer their own input in real time. This is one of the many benefits of using meeting software and a growing number of organizations are catching on to this fact. These include:

  • Schools and universities:  Many learning institutions have used the web meeting format to widen its audience and boost revenue by providing online programs. Online learning also provides schools the flexibility to offer self-paces or distance learning classes for students who are not able to attend classes on campus. Courses taught online can often be recorded for reference by students or professors later.
  • Large and small businesses: Regardless of the size of any business, there are great benefits to be had by either hosting or attending a webinar. Some companies may use them to provide training for employees. Smaller companies recognize the value of the web meeting for networking opportunities and self promotion. Many meeting software also have built in screen sharing functions, allowing for an easy way for teams to collaborate and work together regardless of their physical locations.

As with many types of communication solutions, quality is not the same across the board. There are many reviews posted online as well as user testimonials that can be helpful. There are also many independent video conference service testers who offer an objective view and analysis of many of the major service provider available today. A quick read on these sites will give anyone a good start in their search for the right meeting software.

Web Conferencing Rates Broken Down

June 18th, 2010

Every company, large or small is bound by its budget. When it comes to choosing a web conferencing product, however, the subject of pricing is not that simple. Even the most basic web conference service offers diverse options. Plus there are a number of vendors in the market. This means not only differences in the type of web conferencing products available, but also differences in pricing structure.

Free Web Conference Services

It is not difficult to find a free web conferencing product. Users must however understand that there are limitations to these offerings. These may include the number of users to the amount of guaranteed attendees, and lower image quality. With some providers ‘free’ actually means a trial offer with an option to buy at a later time. With some providers the free web conferencing product is a basic version of the paid option which they will also offer for more discerning customers.

Pricing Structures

From the outset it is important to understand that there are hosted and on premise options for web conferencing. In terms of functionality there is not much difference between the two. The main difference is whether you are accessing the service online or hosting it yourself in house. In fact it usually comes down to the service provider and the quality of their web conferencing product. A simple search for web conferencing providers or hosted web conferencing online will return a listed of providers. There are also a number of sites that provide detailed comparison of features and pricing for available solutions.

The trade off between convenience and cost depends on your needs. With an appliance no download is necessary, and users can avoid monthly fees. Again, the difference in pricing is evident. Compared with ongoing monthly fees, a self-hosted solution tends to be self owned, meaning once purchased, there are not recurring fees.

Other than the main difference of monthly fees or a one time payment between hosted and on-premise solutions, pricing for web conference services are usually dependent upon the number of attendees, the number of users, and premium features options. Often, web meeting providers would offer bundle packages at additional discounts. Packages might include web conferencing and webinar tools.

Do a web conferencing comparison to understand the difference between conference solutions and how and if the features meet the company’s needs. Having established what is needed and which solutions work best, it is easier to make a final selection based on budget.

Three Factors to Help You Choose the Right Meeting Software

June 11th, 2010

Web conferencing have a great many uses that organizations and individuals alike can use. There are a lot of choices when it comes to choosing the right meeting software provider, but many organizations decide based on the following factors- ease of use, cost, and purpose.

Cost

Cost is probably the biggest factor when choosing what type of meeting appliance or software to use for most. Because several businesses still consider video conference as a luxury purchase, having an economical price and value will help convince business owners and supervisors to actually purchase the technology. Many companies that provide meeting software often do so at a monthly or annual subscription plan. However, there are web conferencing appliances that may be the most economical approach– these products only have an initial cost, with no monthly fees or subscription costs for the entire life of the appliance.

Purpose

There are several great uses for web meetings, in almost any industry. Many organizations offer free webinars to interested parties as a learning tool. This not only drives traffic to the hosted website, but it also establishes credibility in the industry.

Ease of Use

Facilitating meetings has become so easy- with the right computer and software, almost anyone can do it. Making web conferencing easy to conduct has helped individuals and businesses communicate better with each other, their customers, and other industry professionals. Many organizations are now beginning to use web conferences instead of planning large conferences at hotels or convention centers. This saves a substantial amount of money and, in many cases, is just as effective.

Besides using web meetings as an effective marketing tool, many organizations use web conference technology for internal and client training. Employee orientation or teaching new skills can now be done in any office location. In addition, teaching clients or customers how to use an organization’s products can be as easy as having them join a webinar with an educated instructor.

Web Conferencing – the Little Tool that Could

May 28th, 2010

The introduction of web conferencing has not only helped companies cut costs; it has also opened doors for new opportunities. Web conferences, while not initially wholeheartedly embraced, has emerged as one of the few positives of the current economic slump. Conducting meetings on the web has not only made geographical borders irrelevant, but even smaller enterprises can now get in on the act.

It has become increasingly clear that a successful web meeting is more dependent on quality content than anything else. For example, it is easy to see the kind of confusion caused when reviewing documents in an audio conference call.

One of the big pluses with web conferencing is that it incorporates a number of different formats. These include one on one meetings, team meetings, inter-departmental meetings, webinars or public presentations. The beauty of the format is that you are not limited by your physical size. Even the smallest company can present their big ideas using web meeting. Naturally, some basic planning is needed to help make your web conference a success, including:

  • Plan the talking points beforehand
  • Prepare and organize documents
  • Send email notifications and reminders to ensure full attendance
  • If possible keep it short and to the point
  • Use bullet points to make the presentation easy to follow

The Right Meeting Software

While just about any web conferencing product can be used to run an online meeting, shortcomings can quickly become obvious. The safest bet is to know what you need and expect from the product and try to acquire one that meets your requirements. With all the options available today, it is important to do a trial of the software before the actual purchase. This way you will be able to evaluate the product in the actual setting in which it will be used.

Understandably, cost is always at the forefront of considerations for any small businesses. Thankfully, many web meeting solutions are affordable these days with pricing tailoring business of all sizes. Some of the more practical options of online meeting software include

  • Whiteboard: This allows all participants to use a common space in real time. It is particularly useful for a free flow of ideas.
  • Slide shows: These can enhance any presentation.
  • VoIP: This is an essential aspect of a successful meeting software today. Via the computer participants can communicate with the help of headsets and speakers.

In a web conference setting, your counterparts will not care about the size of your business or even your office. Making a good impression is still important, however, within a web meeting setting. A quick search online will turn up recognized names in web conferencing solutions.  Read about the solutions provided and determine the best fit for your company. Then you are on your way to hosting a big and successful web meeting, regardless of your company’s size.

How Webinars are Changing the Way Business Communicates

April 26th, 2010

Being able to save big on travel is not the only factor driving the current interest in webinars. Conferencing on the web, along with VoIP and instant messaging are fast becoming the go to options for companies looking to jazz up their communications capabilities. Even basic chat has its supporters among employees who want to stay in touch with partners and clients.

The New Business Communication Model

Business communication today involves various points of origin as well as end users. Businesses communicate internally, and they also communicate externally with clients or customers, suppliers, affiliates and partners. For large companies and multi-nationals it is easy to imagine this becoming a mishmash of data traveling back and forth.

This is where the value of web conferencing comes into play. In business, communication is essential, and the right tool provides control over who gets what, and what goes where. While many companies use IM software internally, this is not suitable for the rigorous demands placed on many of the top web conferencing software. This includes rapid transfer of large files, and quality video conferencing. Additionally, managers often worry that IM software can be used for chat that falls outside the company’s sphere.

Business communication also encompasses efforts at self-promotion. Successful companies know that creating the right image can work wonders for the bottom line. Profit making and self promotion aside, possibly one of the most important aspects is probably the legal implications of business communication.

Tying it all Together

So how can any company maintain tight control over it communications capabilities and at the same time put the best face forward? It would be easy to say buy web conferencing tools, but this is not all. Keep in mind that there are free options available for download, but are these enough to streamline communications?

The choice will largely depend on what the company needs, but even immediate needs can be quickly outgrown. This is why many experts recommend scalable options that will eliminate the necessity of constantly buying new software. This is partially what is driving the use of net meeting appliances in the business world. Two companies that provide these devices are RHUB Communications and Bomgar. When compared, the RHUB appliance poses greater technical advantages for the user. Among the benefits of using an appliance for net meeting needs are:

  • Better overall control of web conferences
  • Remote access and support capabilities for up to 1000 PCs
  • They require no monthly fees
  • Employee desktops can be monitored if necessary

With so many providers out there, prospective net meeting users will have lots of options to wade through. Most if not all providers provide free demos of their software so any company can take it for a test run. With a clear picture of the company’s communications needs, a company can filter through the clutter to find a conferencing tool that is ideal for them. Of course, once a selection is made, it is incumbent on the business to make the most the web conferencing solution chosen.

Proper Internet Video Conferencing Manners

March 30th, 2010

Technology today has reached a point where time and distance is no longer a barrier for communications for businesses. Through the use of internet video conferencing and other online collaboration technologies available from companies such as RHUB, more and more people are finding out just how easy and affordable it is to connect with one another.

Preparing for Your Online Conference

There are a number of different packages offered to choose from in your search to find the webinar software that will best suit your needs. However, one thing that does not come pre-packaged in your webcast software is the proper etiquette to follow to enhance the overall quality of your web conferencing experience.

Here are some tips to ensure that your next data conferencing is smoothly run and abundantly productive:

  • Before the meeting, check for and repair any technical problems.
    Being a webinar host you do not want to be in the middle of an important business deal when your system crashes. Therefore, make it a point to arrive at least twenty minutes prior to the time of your online meeting to check for any technical malfunctions. This should give you enough time to make repairs or alternative arrangements.
  • Set up a quite area for your desktop conferencing.
    Find a place that is not frequently visited by many people. Establish some way to indicate the room is being used for a closed conference meeting to deter unwanted visitors. People may absent-mindedly enter the room and disrupt your live meeting unintentionally if you do not post some indication that the room is in use and you are not to be disturbed.
  • Avoid using wireless devices to web conference whenever possible.
    Sure, there are a lot of useful features available on smart phones that make it easy to stay connected all around the world. However, when it comes to conferencing solution, the more stationary you are the better. That way there is no risk of your connection being dropped at an inopportune moment. Likewise, be sure to turn off all of your wireless devices during your web conference to avoid annoying interruptions.

The Many Benefits of a Virtual Trade Show

March 23rd, 2010

The days of hours on spend on the road and traveling for work is long gone. With company travel budgets taking a dive all around the world, more and more businesses are looking to virtual trade shows to make connections with their suppliers and their customers.

Virtual trade shows are a combination of online chat, webcasting, webinars, collaboration conferencing and video streaming. They provide the fundamentals of traditional trade shows, including speeches, exhibitor booths, social gatherings, seminars and the distribution of marketing materials.

The companies that create the software and appliances for teleconferencing and virtual meetings, such as RHUB, are seeing a rise in the demand for their products. Reports indicate that at least two-thirds of businesses are interested in pursuing virtual trade shows, as well as other web conferencing solutions.

Virtual Shows on the Rise

Various types of conferencing technology are available today to help your business save more money than you ever imagined possible. These electronic business solutions, such as web collaboration and desktop sharing, have been around for quite a few years. However, virtual trade shows are still a little new to the game. Virtual trade shows allow a large number of different companies to gather to show their latest and greatest products, sign business deals and learn as much as possible about the competition.

Virtual trade shows are less expensive and takes less time to plan compared with traditional trade shows. Virtual trade shows give you the ability to host multiple webinars and speeches. Even companies that lack technological background are able to take advantage of virtual trade shows. There is no need for moderators and speakers to hang around all day long, and you have the capabilities to monitor the activities and interests of the trade show participants.

Virtual trade shows are becoming so popular that the market for the companies responsible for the development of virtual trade shows is around a hundred million dollars. It is becoming easier and easier for companies to conduct business over the web.

Web Based Conferencing on the Raise

March 5th, 2010

Conferencing on the web is fast becoming the default option for businesses when planning a meeting. Initially, some may have considered the web conferencing system just another web tool. It has grown far beyond that, as web conferencing providers are constantly trying to improve on their offerings.

The recent recession may have been a boon for web collaboration providers. Some provider may be uncomfortable agreeing with this. The reality is, poor economic conditions provide increase opportunities for great products. For others, using a web conferencing solution is simply an idea whose time has come.

Breaking Down the Current Online Meetings Trend

A company’s decision to use conferencing services can be looked at in the context of the current economic climate. This does not tell the whole story, however. Today’s conferencing technology simply allows owners to do so much more than they used to. As providers continue to sharpen their focus, new features are being added, which appeal to business of all sizes. RHUB Communication’s TurboMeeting’s Run as Admin feature is one such example. All of this helps to explain the results of a recent survey done by the Association of Corporate Travel Executives. Among the survey’s findings were that:

  • 55% of those surveyed said that in an effort to cut travel cost they would be seeking alternatives
  • Over 40% of those surveyed said that traveling for sales by their companies would be slashed in favor of using webcasting software in the near future.

While the drop in travel may be felt negatively by the travel industry, it should be looked at in broader terms. It would seem that the economic downturn was just the nudge that was needed to examine the way money was spent. The money saved by the use of an application sharing solution can mean bigger profits and more jobs in the future. The downturn in business travel could be mitigated by an increase in leisure travel. Cutting costs is important for business survival, and anyone would be hard pressed to find a better option than web based conferencing.

Interestingly, the survey also found that the majority of users did not consider conferencing software to be “usually effective” in getting things done. This may seem to contradict the growing acceptance of web conferencing, but it merely shows that there is more work to be done. This is especially true when it comes to making individuals more at ease with the technology. Any web based conference system can connect two or more parties. Only the best ones will offer the ease of use and the productivity enhancing features which will make their deployment a success.

Helping the Haiti Disaster Relief with Online Conferencing

March 3rd, 2010

Recent news report quotes French President Nicolas Sarkozy as calling for an international donor’s conference to help the relief efforts in Haiti. This comes as aid pours into the country from various sources. Even average citizens are getting in on the act by coordinating their own relief efforts.

International Response

With an occurrence of this magnitude, and now in Chile, coordinating the efforts of so many countries, agencies and charities can be daunting. Also people who want to donate money need to be aware of potential scams. This is an unfortunate reality of tragedy and hampers the response of those who want to help. For individuals who want timely information on the situation in Haiti, as well as learn how they can help, online conferencing could prove quite useful.

Sarkozy’s suggestion is certainly a reasonable one not to mention timely. Conferencing software would offer the perfect conduit by which these discussions could reach a broader audience. With the world still in the grips of an economic recession some countries may consider attending a virtual conference easier than sending a delegation. This would allow them to help and offer advice without the cost of airline tickets and hotels. More importantly, leaders may have matters of their own at home to attend to. Webinar may be an easier fit for their busy schedules.

It is quite likely that many international aid agencies will begin to use conferencing software to raise awareness on critical issues. Haiti is of course one of a long list of international concerns that require attention. Others include the war in Darfur, the plight of those still affected by the tsunami in the Indian Ocean and the AIDS epidemic in various parts of the world.

Smaller charity groups and individuals can also take advantage of netmeeting features to get their messages out. People respond to strong messages, especially those with compelling visual components.

Hosting an online conference is easier than many might think, even for those who are not technically savvy. There are a number of hosted options available as well as on-premise appliances. The choice will depend on the size of the organization and its ultimate goal for data conferencing of any kind. Its success however will depend on reaching a broad audience in the simplest and quickest way possible. Conferencing online are without a doubt one of the most cost effect ways of doing this.