How Web Conferencing Works – Online Virtual Collaboration

Web conferencing services involve any kind of interactive meeting that occurs via the web between two or more participants. These participants may be as close as a desk away or across the other side of the world from each other. Web conferences may include one or all of these features: audio, data and/or video conferencing solutions, depending on the needs of the users.

Often the term internet web conferencing is perceived as a global reference; in which it includes the software, the meeting, and the processes it enables.

How It Works

Internet conferencing enables several communication components to synergistically work together, enhancing the benefits and features being used. Several collaboration tools support the web meeting with:

Application and file sharing
Desktop sharing
Co-browsing the internet
White boards
Polling/Surveying
Text messaging
PowerPoint presentations
Private meeting rooms

Your online conference will combine all or some of these features and will bring to life your online meeting as if you are all in a board room together, looking at the same presentation, real-time.

The ‘How To’ of Web Conferencing is as Follows:

Desktop, Applications and File Sharing

Imagine sharing your desktop and files with others as if they are sitting at your own desk. This is what application and file sharing is all about. It’s simple, effective and highly productive. In this mode, you have shared workspace with everyone on the web conference. Each of the participants will be able to view the file and documents, with all ongoing edits visible and real-time. You may also give control of your desktop over to someone else so that they may take part in doing the editing from their remote location.

Co-Browsing

Co-browsing is a feature that allows two or more participants of a web conference to simultaneously browse the same search over the internet. This feature is beneficial as a customer service tool, which allows clients to be taken, step-by-step, through a corporate website. This tool is useful for sales presentations, product descriptions, data presentations, product education and much, much more.

White Boards

White boards are simply an online version of a white board you would see in a boardroom brainstorming session, except it is online for all to see. This is a handy feature which allows everyone in the meeting to make their own addition, changes, and revisions to the board. Or, it may be set up as a view only feature, with the host of the web conference the only person with access to the board.

Polling & Surveys

Many online meetings require customer or participant feedback. Online polling and survey features allow for participant responses and feedback to be tabulated and stored.

Text Messaging

In addition to the audio portion of a web conference, text messaging allows for sending and receiving text to participants in the meeting. It may support not interrupting a speaker, or be used to have a hard copy of the communication for documentation.

PowerPoint Presentations

A standard presentation tool, PowerPoint presentations permit simultaneous viewing amongst conferencing members for visual demonstration purposes. With file sharing enabled, the presentation can be downloaded and saved for one’s own future reference.

Playback

Miss the meeting? No worries, since most online conferencing companies offer call recordings and playback capabilities. Archived online meetings keep everyone in the loop, with no excuses for flat tires.

Web Conference Terms

Webinar – A term used to describe and interactive seminar or presentation that is held via the internet.

Webcast – A one-way audio or video presentation that is held online.

Privacy

Because web conferences take place online, program options for security encryption is common. Hosting web conferences will require moderators and participants to use a login name and password for conference privacy. The host of the conference can monitor participants entering the call through roll call and sign-in logs.

How a Typical Web Conference Runs

Web conferences will vary depending on the software, hosting and how the moderator chooses to run the meeting. Here are some of the most common steps used for online meetings:

The moderator compiles documents; files etc for the meeting and have them distributed (often by the conference operator)
The moderator distributes the time and date for the online meeting and uses meeting software to invite guests via email
Attendees accept/reject the invitation and their calendar program will add the meeting to their schedule
The meeting host ensures conferencing software is enables and working before the meeting
Guests select the URL invite and enter a pass code to attend the call
Participants arrive onto the call, which may enable a chime that introduces a new participant entering the call
The visual portion of the meeting takes place in the meeting software or in a web browser
Participants communicate via selected services, typically audio and video, with voice chat, instant messaging, desktop sharing etc.
The call is closed and participants simply close their program to log out of the meeting

Web Conferencing, Collaboration & Business Solutions

Web conferencing makes meeting online as virtual as any meeting can be. With collaboration tools enabled, travel needs have become obsolete for many professionals. Saving travel costs, and unnecessary time away from the office has changed the corporate climate to one that has embraced online web collaboration with cost saving benefits.

These days, web conferencing solutions have become a part of any size business. With internet features on the rise and broadband connections going in the same direction, competitive web conferencing prices have options for all sized business. From small business packages to bulk, flat rate enterprise options, web conferencing is here to stay.

The Big Boys in Web Conferencing Services

To date, WebEx and Raindance are two of the largest web conferencing companies on the world wide web. Both of these companies offer options that range from basic to a cherry on top.

WebEx offers a variety of conferencing solutions, including Meeting Center, Training Center, and Support Center, all of which are designed to meet specific corporate needs. A popular feature includes its Presentation Studio, an application used to bring training tips, sales presentations and follow-ups to corporate teams or entire companies at the convenience of each person.

Raindance is noted for their commitment to customer satisfaction, offering high service support for occasional conferencing clients. Enjoy a personal assistant, who will support you with your web conference calls and enable call process and application for up to 2500 participants. Full service features leave the work up to them, and the meeting up to you.

MegaMeeting is a company with full size service and small size costs. A leader in cost saving benefits, this company pulls it all together for you in easy to use packages that get the job done. Take a test drive through their online meeting solutions and learn how you can incorporate call conference services into your business communication solutions.

It’s simple really. The 'how to' of web conferencing is easy, and it’s here to stay. With new conferencing services continually being introduced, the client base is climbing, with a one way ticket to communication efficiency. Take advantage of web conferencing services and implement business communication solutions that make sense for you.

About The Author

Kay Johnson has been working in the telecommunications industry for over ten years, and has many internet published articles. She writes for All-Conferencing.com, a website dedicated to de-mystifying audio and Internet web conferencing to promote cost effective business communication solutions.

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