What is Meant by Web Conferencing?
Web conferencing has become more and more popular over the last few years in a variety of businesses. Additionally, as technology advances, conferencing solutions have advanced, providing companies with a wide range of collaboration choices. But there were also a lot of issues raised by this.
What distinguishes video conferencing from web conferencing? Are there any parallels? Do any free web conferencing apps?
Let's make everything plain.
What is Meant by Web Conferencing?
Any kind of online meeting with two or more participants who are spread out across different locales is called a web conference.
Anywhere in the world might be home to these participants. They can see, hear, and communicate with each other in real-time if they have a dependable internet connection and conference software.
What distinguishes web conferencing from video conferencing?
It is not unusual for someone to believe that web conferencing and video conferencing are interchangeable technologies. However, there is actually a significant distinction between the two names.
Web conferencing is a general word for various meeting solutions that facilitates the sharing of web-based material.
Among these options is video conferencing. It is the technology that permits real-time sharing of audio and video, as the name implies.
Who participates in an online conference?
Let's define the contributions so you may comprehend how web conferencing functions better:
Host
The one in charge of planning the gathering is the host. They are in charge of setting up the schedule, sending out invitations, and selecting the kind of web conferencing to be used (more on this later).
Presenters
Presenters don't always act as the host; they just convey the meeting's agenda. In actuality, a conference may have more than one presenter.
Guests
Those who accept an invitation from the host are called guests. To participate in the conversation and join the meeting, they are provided the participant's access code, the dial-in number, and meeting details
Types of web conferencing
Web conferencing allows you to perform all of this and more, including file transfers, spreadsheet explanations, and slide show presentations. This technology has enabled organizations to collaborate and communicate at a level never seen before, which is one of the key reasons so many have adopted it.
What are the real-world uses for online conferencing, then?
Interactive team meetings
The use of online conferencing technologies allows for interactive virtual meetings.
When knowledge is shared both ways, participants are able to make wiser choices. Everyone has access to many collaboration tools, such as screen sharing and annotation, and is free to voice ideas and thoughts. A webcam can be utilized to supplement additional visual clues.
Example: To generate more leads, a sales team must review its approaches. It is not practicable to have an in-person meeting because many of them work in the field. Interactive
order for everyone to collaborate on a common document to make changes to their sales plan, the head of sales can organize an interactive team meeting.
Video conferences
The establishment of a visible link between the participants is the primary goal of a video conference. It can be utilized for team meetings as well because it has the ability to be collaborative.
Businesses optimize the experience by setting up specific gear in a designated room, such as a screen, camera, and microphone. In this manner, every employee at the office can participate in a meeting from that particular place.
Example: The marketing director would like to talk things over with the marketing teams at their four regional offices. It is more convenient for everyone to get together via video conference rather than traveling from all over the world for an in-person meetup because each of these teams is housed at one of the company's offices. They can collaborate simply by using the big screen and starfish phones in their individual conference rooms.
Webinars
An online presentation is called a webinar, or web-based seminar. Usually, prospective attendees register in advance to attend. The webinar presenter maintains control throughout and has the option to ask questions, conduct surveys, or conduct polls to get input from the audience.
Example:A business that just released a new product chooses to demonstrate it via a webinar. The objective is to present the product to prospective buyers in the hopes of securing a sale. At the conclusion of the presentation, guests are welcome to ask questions.
Webcasts
A live or pre-recorded program that is facilitated online is called a webcast, or web-based broadcast. The audience can engage by asking questions or providing answers to surveys or polls, but the presenter(s) retains most of the control.
Example:To inform people about numerous health conditions, a doctor decides to launch a weekly webcast. He intends to have additional experts join him as co-presenters in each episode. Questions can be posed during the program or via any of the show's social media pages.
What is web conferencing software?
Any application that enables online meetings is referred to as web conferencing software. Installing one on your device and making an account are prerequisites for hosting or participating in any of the web conferences listed in the preceding section.
Free vs paid web conferencing services
To inform people about numerous health conditions, a doctor decides to launch a weekly webcast. He intends to have additional experts join him as co-presenters in each episode. Questions can be posed during the program or via any of the show's social media pages.
Advanced calling and collaboration tools, customer service, smooth connections with other business tools, and other productivity-boosting features are absent from free services. (In the long term, you're actually getting better value if you can obtain all of them and more for a fair price.)
What makes a good conferencing solution?
Not every conference software option is made equally. Selecting the appropriate one could mean the difference between meeting or failing to meet productivity goals in addition to keeping your workers linked.
What characteristics ought a web conferencing solution have, then?
Easy to use
You shouldn't count on all of your employees to pick up new technology quickly. Should the service be somewhat difficult to use and lack adequate customer assistance, your staff might stop using it before you can start to see any benefits.
Whether you're using a computer, smartphone, tablet, or another type of device, look for a solution that offers a positive user experience.
Comprehensive features
Does it offer a real-time brainstorming tool for interactive annotations? Consider using a polling tool to quickly find out the opinion of the audience on a given topic. Can the conference be recorded for later use? Never hesitate to get in touch with possible suppliers and enquire thoroughly about the characteristics they provide.
Security
During discussions, staff members could divulge confidential information. Your discussions could be compromised if your conferencing software lacks multi-layer security built in.
Value for money
Pricey does not always indicate quality, just as cheap does not always indicate poor quality. A free trial is available for many of the best options. Enroll in them to see which one best suits your needs and makes the most sense for your company.
Key conditions that make for an effective web conference
The users of the conferencing software and the attendees themselves determine if a web conference is successful or not. You would want to ensure that every technological detail is taken care of in every scenario.
Having the proper configuration will let you concentrate more on the agenda and less on misunderstandings and technical issues.
Clear video
Camera and video quality are standard. It's likely that many individuals are unaware of how crucial it is to position the camera and have enough illumination. During a call, how you set yourself up will affect how other participants see you.
Good sound quality
Specialized audio systems should be installed in modern meeting rooms to make them perfect for any kind of web conferencing. You may wish to investigate conferencing solutions with built-in background noise reduction features, such as RingCentral Video.
Quiet environment
Yes, you can always use the noise cancellation tool or mute your microphone when you're not speaking. However, in order to reduce distractions, it's usually preferable to hold conferences in quieter locations, much like in-person meetings.
The Importance of a Strong Unified Communications Platform
Do you possess the necessary skills to manage the technology involved in online conferences? A strong, dependable, and secure communications system is necessary for the best conferencing solutions. RingCentral, the multi-award winning global leader in unified communications, is one of these options.
Regardless of the device or location, RingCentral's platform incorporates all the features and capabilities required for productive meetings. You'll always have the same experience, regardless of the kind of web conference you host.
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