How to Conduct your Web Conference Right the First Time

Articles on Conferencing | Topics: conferencing, conference

by Zotia Gould

As a whole, web conferencing is all about increasing productivity and getting tasks done efficiently. This very nature of the technological innovation is what makes it popular among businessmen and even ordinary people all over the world. However, as an innovation, most people encounter difficulties on the first stages of online communing. If you are one of those people who are hindered by your limited knowledge on web conferencing set up, then you have come to the right place. Here are some tips on how to make sure that your first steps into the virtual global office are sturdy, steady and secure.

The web conference has a very simple existing virtual social stratum. Here, there are only two kinds of people. They are called moderators and participants. First of all, you will have to determine on which side of the river you really belong to. If you are one to operate the web conference and moderate the influx and information, you are obviously a moderator. On the other hand, you are a participant if you are one of those who enter the conferences whether they are webinars, threaded discussions or forums. Although both parties are responsible for the success of conferencing, it would be the moderator who would have to carry the burden of sustaining connection and ease within the conference

Since this whole process operates through the internet and computers, you will have to set up a competitive computer and telecommunications system which is capable of receiving and transmitting needed text, messages and information from any point in the world. Internet connections with greater dial up speeds provide better opportunities for flawless communication, compared to low dial up settings. Basically, a participant will only need to possess the aforesaid qualifications and know how to access their respective web conferences. That would be about it for the participant. The moderator however is in a league of his or her own.

A moderator needs a more advanced system and corresponding equipment to ensure the smooth conferencing session at all times. This will enable every client, colleague and generally online participants to go about with their businesses without any hassles. Regularly, a moderator's operating system should at least be Windows 98. However, higher versions are encouraged. It should be connected to the internet through Internet Explorer 5 or higher versions; or of Netscape 4.75 onwards. Regular web conferencing software also requires a 266 MHz Pentium class chip. A minimum internet connection of 28.8 kbps is also required. Java Virtual machines or similarly functional additions should also be installed. Voiced or video streamed conferences are optional, but would require sound cards and video cards of above average quality.

Historical Quote

If you carry this resolution you will send Britain’s Foreign Secretary naked into the conference chamber.

—Aneurin Bevan (1897–1960)

After considering the equipment, a moderator should also find out the best web conference software to suit his or her whims. The moderator will have innumerable choices. The perfect choice however, is just a matter of compatibility. This is one of the reasons why a web conference operator should always be sure of what the main purpose of the conference primarily is. However, here are some tips which may help web conferencing neophytes get started. One must check the functions of the software before using it. Some programs are betters suited for one-on-one conferences while others are best for multi-participant conferences and web meetings. To assess which one to put into good use, you must always consider the targeted general nature of the conference you are about to form. After selecting the most appropriate programs, it is now time to choose the best web conference service provider. Just search the internet and review offers. You are bound to get something which will fit both your needs and budget in no time.

Much of a moderator's burden lie on the actual web conferencing activities. As you may know, the global virtual; offices are pseudo workplaces where important conversations and meetings actually take place. This is the very reason why moderators should put extra attention to the systems replay and recording capacities. This will be the minutes of every web conference of any two or more people which convene through the internet. Access control is also very important. This guards the system from uneducated actions of participants that may accidentally click on the wrong buttons or feed incorrect commands. Archiving and topic control tools are also useful for easier comprehension and global conversation. Regular thread checking is also advised to know if all points of discussions are conferred about with the needed precision and attention.

As for the participants, only responsible web conferencing is required. Try to study the whole nature of your specific operating system before actually delving into threads and forums. This will lessen flooding and the duties of the moderator.

With all these said, you are now geared towards a successful web conference. With focus and determination, everything will simply feel like a piece of cake.

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Please note: All personal opinions expressed in the "How to Conduct your Web Conference Right the First Time" article belong to the contributing author and are not necessarily shared by WebDesignConferencing.com.

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