Evaluating a Web Conferencing Solution

Written by Steven Bryan

Web conferencing has become a staple of business communication, for everything from small internal training sessions to massive Web events with thousands of participants. While it's a useful tool for many situations, a Web conferencing solution can also cause more problems than it solves.

No two Web conferences are exactly alike
Business meetings tend to take on a life of their own, no matter if the participants are in the same room or separated by thousands of miles. That's why, when considering a Web conferencing solution, it's essential to keep the following things in mind:

• Audience size: Most virtual conference software can handle small groups, but there are times when you'll need to interact with hundreds, perhaps thousands of employees and business associates online. The software and computer network need to handle that kind of traffic without noticeable delay or crashing a server.
• Sharing data: At the most basic level, a Web conferencing solution will convert spoken words to digital signals thanks to Voice over Internet Protocol (VoIP). If you plan on transmitting documents or broadcasting streaming video, the software package must be able to handle the load.

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• Interactive elements: The purpose of most online meetings is sharing information and gathering opinions, which makes the interactive elements essential. Virtual whiteboards, question-and-answer features and real-time polling are necessary for good communication.
• Equipment: No matter if the participants are in the same room or connected via the Internet, everyone needs to be on the same page. Web conferencing solutions, therefore, require that each person have the right equipment for the meeting, especially a plug-in microphone and perhaps a Web camera.
• Expense: As is the case when buying a car, the fancier the solution, the more it will cost. Look at the available features and, if you don't think you will be using all of them, search for a simpler solution.
  

  You also have to consider if online conferences are a one-time solution or a tool that can help you manage your business better. For infrequent meetings, using a hosting company is a good idea, but if you have several online gatherings, it may make more sense to host the conference yourself.

Preparing to buy a Web conferencing solution
Conference software can be quite elaborate, with a host of conference presenter options and other bells and whistles. Too many features can, however, actually take something away from a meeting. Think about what you really want to accomplish (online training, brainstorming, press conference, etc.) before you start talking to providers.

Then get free price quotes from multiple providers and you'll be on your way to finding a Web conference solution that truly helps achieve your goals.