Web Conferencing Tools

Written by Steven Bryan

When getting together in person isn't possible or practical, many businesses rely on the Internet for virtual meetings. Web conferencing tools are software applications that make it possible for employees and business associates to share ideas and brainstorm effectively, even when separated by thousands of miles.

Necessary web conferencing tools
Effective web conferencing tools and products put the focus on communication and should contain most of the following features:

• Polling: The moderator can ask a question, track the results, and post the data for all participants to see.
• Whiteboards: One of the most popular web conference features, a virtual whiteboard serves the same function as a real whiteboard, but you don't need dry-erase markers to make it work. During the meeting, the presenter can jot down ideas and make changes based on participant feedback.
• Shared files: During the online meeting, participants can share documents, spreadsheets, and other data files with the conference members in a dynamic, real-time environment.
• Desktop sharing: By giving conference participants a view of the moderator's desktop, the meeting leader can effectively demonstrate new software products or techniques by showing them as well as talking about them.
• Breakout groups: As with in-person conferences, the participants typically break into smaller groups to discuss a particular issue. The breakout group tool allows these smaller meetings during a web conference.

Other web conferencing capabilities
Web conferencing products also contain functions and features that are useful, if not essential, for a virtual meeting:

Session recording: Perfectly suited for webinars, you can archive the entire conference and make it available to participants as well as those who were unable to attend the meeting.

Green meter: Since online meetings eliminate quite a bit of business traveling, that means that your business is reducing its carbon footprint. Some web conferencing tools are now offering a "green meter" where you can actually calculate how green your meeting is.

Web conferencing tools: pros and cons
When preparing for a virtual meeting, web conferencing tools are fairly easy to install or access via the Internet. These software packages make online discussions and collaboration more effective than traditional conference calls.

On the other hand, using a web conferencing tool typically means that every conference participant needs a few computer peripherals to join the meeting – at least a microphone and possibly a webcam. These web conferencing software packages may not have all the features you need for your particular meeting needs.

To find a web conferencing solution that works for your business, use BuyerZone’s free request for web conferencing quotes service. We’ll match you with quality vendors who will review your needs and present you with the appropriate solutions and customized price quotes.