+ All Categories
Home > Technology > Business.com Guide to Web Conferencing

Business.com Guide to Web Conferencing

Date post: 14-Jan-2015
Category:
Upload: businesscom
View: 94 times
Download: 0 times
Share this document with a friend
Description:
15% of employees use video conferencing on mobile devices for work-related call. It's clean web conferencing has become the center of business communication. Use this Business.com guide to understand the capabilities and benefits of web conferencing tools. Then discover the free (or near-free) services available to you.
Popular Tags:
20
Business.com Guide to Web Conferencing
Transcript
Page 2: Business.com Guide to Web Conferencing

Legal Notice:

© 2014 Business.com Media, Inc. All Rights Reserved.

By reading this e-book, you agree to the following terms and conditions.

Under no circumstances should this e-book be sold, copied, or reproduced in any way except when you have received written permission.

As with any business, your results may vary and will be based on your background, dedication, desire, and motivation. Any testimonials and examples used are excep-tional results, which do not apply to the average purchaser and are not intended to represent or guarantee that anyone will achieve the same or similar results. You may also experience unknown or unforeseeable risks which can reduce results. The au-thors are not responsible for your actions.

The material contained in this report is strictly confidential.

Page 3: Business.com Guide to Web Conferencing

Contents

Capabilities of Web Conferencing Systems 6

Benefits Expected from Web Conferencing 9

Web Conferencing Hosting Alternatives 12

Free (or Near-Free) Web Conferencing Services 14

Web Conferencing Trends 15

Business.com Checklist for Web Conferencing Systems 17

Glossary of Web Conferencing Terms 19

Page 4: Business.com Guide to Web Conferencing

4

Web Conferencing Overview

Web conferencing provides real-time communication that includes video, as well as audio and text. Web conferencing is used for conducting meetings, training, lectures, presentations, and other

employee collaborations via high-speed Internet connection.

A 2013 Forrester Research study indicated that 15% of North American and European information workers use video conferencing on their mobile devices for work-related calls, an indication of how important web conferencing has become to business.

A web conference, also called a “webinar,” can consist of:

¾ two individuals in a conference

¾ a single presenter with an audience whose members may or may not be able to interact with the presenter or each other

¾ multiple participants interacting with each other without a moderator

Page 5: Business.com Guide to Web Conferencing

5

Web conferencing evolved from traditional room-based videoconferences, which rely on specialized hardware and dedicated transmission equipment. Advances in technology make web conferencing easily affordable for a one-person business, as well as a multinational corporation. Systems available on both desktop and mobile platforms require only a web browser or an easily installed application. Moving conferencing capabilities from a room to a screen eliminates the hassle of scheduling room reservations and dealing with chargebacks, not to mention eliminating the need to have a room at all. Thus, web conferencing connects not only people in rooms in various buildings, but it connects workers, partners and customers at multiple locations through cloud-based browsers accessed via laptop computer, tablet computer, or smartphone.

Although Web conferencing applications initially aimed at consumers, such as Skype and FaceTime, may lack certain functions, they nevertheless offer quality, convenience, and end-user familiarity, often at no cost. Commercial applications offer more features, interoperability with other systems, and greater security.

Turnkey, room-based video conferencing applications with high-quality video continue to have their place; however, as the trend toward a mobile workforce continues, there is an increasing need to integrate laptop and mobile device web-conferencing abilities into these meetings.

Page 6: Business.com Guide to Web Conferencing

6

Capabilities of Web Conferencing Systems

In most cases, a meeting moderator invites attendees, who can then log in to a meeting. Depending on the capabilities of the software and the number of participants, individual participants may be able to see one

another and ask questions, or otherwise interact with other participants. In other situations, participants may just be observers. Some variations of web conferencing provide a separate telephone conferencing connection to let participants ask questions after a presentation.

Typically, features of a web conference may include:

¾ Streaming Video, usually using a camera built into the user’s computer, tablet or phone

¾ PowerPoint Presentations, either prepared in advance or created in real-time

Page 7: Business.com Guide to Web Conferencing

7

¾ VOIP (Voice Over Internet Protocol), to allow real-time voice communication over device speakers or headphone connections rather than over the phone

¾ Web “Tours,” in which multiple participants are pushed to password-protected websites without each individual having to log in

¾ Presentation Recording for later viewing, listening or distribution

¾ Follow-Up Reports, which can be generated after a meeting and may include the number of attendees, duration of the meeting, Q&A transcripts and survey results

¾ Virtual Whiteboard, which allows multiple participants to annotate text or drawings on a shared image or blank slate

¾ Text-based Chat, which may be public (between all participants) or private (designated participants only)

Page 8: Business.com Guide to Web Conferencing

8

¾ Desktop/Screen Sharing, which allows participants to view the moderator’s computer screen (better applications provide options to conceal personal items and confidential data from shared viewing)

¾ Remote Control, an option that allows a remote participant to take control of the moderator’s computer. This feature has revolutionized tech support, allowing technicians to take control of a person’s computer to make repairs

¾ Polls/Surveys, which offer participants multiple-choice questions, and can instantly display results

¾ Custom URL, a designated web address that serves as a company’s “virtual meeting room”

¾ Customized Branding, so that the web-conferencing portal contains the company’s logo and color scheme

Web conferencing may be offered as a stand-alone solution or as a component of an integrated voice and telephone system (called a unified communications system).

Page 9: Business.com Guide to Web Conferencing

9

Benefits Expected from Web Conferencing

¾ Saving time and money. First and foremost, web conferencing brings together workers in disparate geographical locations without the need for travel. Participants can interact with one another as if they all were in the same room.

¾ Fostering collaboration. Increasingly, web conferencing is seen not only as a tool to conduct virtual meetings, but also as a means to foster collaboration. Advanced web conferencing features allow users to share or take turns controlling applications, and to share documents. These real-time sharing capabilities significantly improve problem solving and facilitate brainstorming. Ad hoc meetings can be convened almost instantly to address an emerging issue, bringing together relevant parties regardless of physical location.

Page 10: Business.com Guide to Web Conferencing

10

¾ Doing it once. By recording a web conference, you don’t need to do the same presentation more than once. Not only can anyone who misses the original meeting view it as needed, but future employees or clients can access the recording with no additional time or effort.

¾ Getting fast feedback. You can use web conferencing polling and survey features to get an instant picture of participants’ concerns and questions.

¾ No classrooms are required. Traditional training sessions usually limit participation to the number of people who can fit into a room. Web conferencing can train an unlimited number of people easily and conveniently.

¾ Improved productivity. Faster and better communication among work teams leads to faster project completion rates, with fewer mishaps.

¾ Better IT support. Desktop sharing capabilities let technical support staff take control of a user’s computer to fix a problem. No need to bring your laptop into the shop: the tech person can look at your computer from wherever you may be.

Page 11: Business.com Guide to Web Conferencing

11

¾ It’s better than email for communicating important news. Certain kinds of information -- good or bad -- are best delivered in person. But what if you can’t meet face-to-face because of differing locations? Well, there’s the phone or email, but there’s no eye contact and it’s not as personal. While web conferencing may not be exactly the same as a personal visit, it’s the next best thing.

¾ Easy connectivity. Employees already have the equipment they need: a PC, laptop or mobile device with an Internet connection. There’s no extensive capital investment in extra hardware.

¾ Improved hiring. Screen talent from anywhere around the world as if you were interviewing them in your office.

¾ Improved client relationships. Employees can interact with clients – particularly those far away -- more directly and regularly to not only provide increased transparency, but to strengthen collaboration.

¾ Flexibility and adjustability. Impromptu meetings are difficult enough to hold even when employees are floors apart, let alone buildings apart or farter. A quick email can gather the people you need when you need them to attend a conference of any length, without any setup time or expense.

Page 12: Business.com Guide to Web Conferencing

12

Web Conferencing Hosting Alternatives

There are three basic ways to implement web conferencing:

¾ SaaS (Software as a Service). Web conferencing software is hosted on the cloud (i.e., a large number of shared servers) and is accessed via a web browser. There’s no software to install and no specialized hardware is required. In addition, high bandwidth is maintained regardless of the number of participants. Service is scalable and licensed for a monthly fee. The cloud is “device agnostic.” If you have a BYOD (Bring Your Own Device) policy or similar situation where employee laptops, smartphones and tablets are made by different manufacturers running different operating systems, a cloud-based web conferencing platform is your best (and perhaps only) choice. Connectivity provided through any web browser renders other hardware and software considerations irrelevant. An additional advantage is that it is future-proof: you aren’t stuck with the bill to upgrade software and replace hardware to accommodate new technologies and capabilities.

Page 13: Business.com Guide to Web Conferencing

13

Disadvantages: Since data is transmitted through the vendor-provided server, security could be compromised. In addition, in some cases, costs rise in proportion to the number of participants.

¾ Local (on-premise). Software is installed on your server. Since it operates behind your company firewall, it is more secure. If you have sufficient bandwidth, there are no limitations or extra costs on the number of participants, and transmission quality may be better than SaaS. Disadvantages: Expense of licenses and IT staff is likely prohibitive for smaller companies. If you do not have sufficient bandwidth, capacity can be an issue that requires costly investment in infrastructure to resolve. Ease of integration into existing infrastructure and ability to accommodate external participants are additional considerations.

¾ Hybrid. The best of both worlds: a secure platform for internal meetings and a high-performance hosted solution for external participation. Disadvantage: Affordable only to large companies.

Page 14: Business.com Guide to Web Conferencing

14

Free (or Near-Free) Web Conferencing Services

There are a number of free web conferencing services that may serve the needs of small and medium-sized businesses. These systems have limits on the number of users, as well as restrictions on the size

of files that can be transmitted or shared.

Some free services cover their costs by selling advertising, but usually offer a paid version with ads turned off. Costs may be incurred for international connections or connections made to mobile devices. Video and audio resolution are generally lower quality than what’s available through commercial packages.

Popular consumer applications such as Skype and FaceTime may be sufficient for many small businesses. These are widely and freely available on laptop and mobile platforms, are likely to be familiar to users, and in most cases are free to use.

Page 15: Business.com Guide to Web Conferencing

15

Web Conferencing Trends

¾ Mobile. Today’s workforce is increasingly mobile, and is more likely to be connected to the office via a tablet or smartphone than a laptop, particularly as higher 4G cellular speeds are implemented. According to a survey of C-level executives conducted by research consultants Frost & Sullivan, the focus is shifting from high-priced, hardware-intensive “boxes” to SaaS-based services that enable mobile connections, with iOS apps a priority (driven by the overwhelming popularity of the iPad as the tablet of choice), followed by Android.

¾ It’s all about the browser. According to Forrester Research, web conferencing applications are increasingly focusing on improving browser-to-browser interactions without the need for plug-ins. This open-source initiative, called WebRTC (web real time communications), is expected to become an industry standard by 2015 and should greatly simplify cross-platform compatibility. However, Forrester cautions that while some web conferencing vendors are in the early stages of implementing WebRTC, most are waiting for the standards to be finalized before throwing their hats in the ring.

Page 16: Business.com Guide to Web Conferencing

16

¾ Beyond a virtual conference room. Increasingly, web conferencing providers are marketing their services not just as a way to get remotely located workers to a meeting without paying airfare, but also as a tool for collaboration. Web conferencing providers are emphasizing features -- including project management, calendar, chat, file sharing and social media interactions -- as vital elements of a web conferencing platform to facilitate greater collaboration.

¾ High-quality, low-bandwidth video. A key reason desktop-based video is overtaking dedicated room-based video conferencing is that faster processors used on desktops, laptops, and mobile devices can handle codecs used to compress and transmit high definition video over less than optimum-speed Internet connections.

¾ System integration. The ability to integrate web conferencing with other collaborative tools such as Microsoft Office Outlook or SalesForce saves time and expense by eliminating the need to duplicate tasks that must be performed across various application platforms.

Page 17: Business.com Guide to Web Conferencing

17

Business.com Checklist for Web Conferencing Systems

My Needs Vendor 1 Vendor 2

Participant Capacity• Unlimited• 5000 or more• 3000-5000 • 1500-3000 • 1000 or less• 100 or less

Operating Systems Supported• Windows• Mac OSX• Linux• Other

Mobile Operating Systems Support• iOS• Android• Windows• Blackberry• Other

Host Meeting from Mobile

Attend Meeting from Mobile

Audio

Video• HD• VGA• QVGA (mobile)• SXGA (laptop)

VOIP

Text Chat - Instant Message• Public• Private

Page 18: Business.com Guide to Web Conferencing

18

Sharing Capabilities• File Transfer• Screen Sharing• Whiteboard• PowerPoint Presentations• PDF Upload• Document Sharing• Spreadsheet Sharing

Meeting Scheduler

Integration with Address Book

Integration with Calendar

Polling

Moderator Required

Custom URL

Customer Branding

Recording Capability

Hosting• Cloud• Onsite• Hybrid

Pricing• Free• Per License• Per User• Capacity Fees• Time-based Fees

Support• Software Upgrades• Toll-Free Phone Support• Live, Online 24/7 Support• User Forums• Online Manual• Video Tutorials• Custom Training Available

Page 19: Business.com Guide to Web Conferencing

19

Glossary of Web Conferencing Terms

Annotation Tools: An arrow, text, color or shape used to highlight information displayed on a whiteboard or document used in a presentation.

EDI: Electronic Data Interchange. Standard for the computer-to-computer exchange of business documents between companies.

Flash: A widely used multimedia platform used to add video, animation, and interactivity to a web page.

HD: High-definition video, which generally just means better than standard video; a minimum of 720p horizontal levels of resolution up to 1080p (p is for progressive scan, which basically means digital as opposed to analog). Also sometimes referred to as HQ (High Quality) video.

Host: The moderator or leader of a web conference who invites participants and controls the conduct of a meeting.

Moderator PIN: A unique numerical login to enable certain features and functions, for use only by the host and restricted from general participants.

Page 20: Business.com Guide to Web Conferencing

20

Multipoint Video: The ability to transmit a video signal into a conference call from several locations simultaneously.

Passcode: A unique login used to authorize access to a web conference.

Rich Media: Any multimedia presentation tool, e.g., PowerPoint, Flash animation, and audio and video streaming.

Streaming Video and Audio: Sent in a continuous stream of data and played as the data is received; eliminates the need to download and take up storage space.

SXGA: Super Extended Graphics Array. Standard display for smartphones.

Q&A: Application that allows participants to ask questions and receive answers via text messages.

QVGA: Quarter Video Graphics Array. Standard display used on smartphones.

Webcam: A small camera attached to a computer to transmit real-time video; virtually all computers and mobile devices today have an integrated webcam as a standard configuration.

Webcasting: Public or private, live or recorded broadcast of video and audio over the Internet. Usually refers to one-way transmissions; the audience does not interact with the content.

Web Portal: A screen accessed via the Internet from which users can log in and access web conferences and associated collaborative tools.


Recommended