How Web Conferencing Works

Articles on Conferencing | Topics: conferencing, conference

by Terrell H. Barry

Web conferencing is a service involving a virtual online meeting between two or more participants. These participants could either be within the same area or building or on the other side of the world, getting together on the Internet to discuss, exchange and share resources. Through web conferences participants may be able to access a variety of features which include data and audio transfers, among other things.

Web conferencing enables several components for it to work in synergy. Below are tools and facilities that you may be able to make use of during a web meeting:

File sharing and application

Sharing of desktop

File sharing is the foremost feature of web conferencing. It is an effective tool that produces favorable results. When a participant shares his or her workstation to everyone in the conference, the rest of the participants will able to view those files. By giving the control of the desktop to someone else, they can also access the files and take part in providing inputs even if they are in a remote location.

White Board

White boards are, to simply put, the virtual version of a boardroom white board used when there is brainstorming going on in the conference. Everyone in the virtual meeting will be able to see it. The feature comes very handy since it can be set up in such a way that everyone else can have access to add or contribute to it.

Polls and Surveys

This feature is very useful for feedback and responses. The surveys can be tabulated and archived for future reference.

Co-browsing of the internet

This feature is very useful as a tool for customer service, allowing clients to browse a corporate website, together with customer support personnel, for example. It is also a useful tool for sales presentations and product education, among other things.

SMS messaging

Apart from audio and video, web conferences may also allow for text messaging service. This is useful for documentation.

Slide presentations

This tool allows viewing visual demonstrations and presentations and may even be customized as a downloadable resource for future need or reference.

Playback

The playback feature contains the archive of meetings and may be especially useful for those who have missed joining the conference; or as reference for future discussion and brainstorming.

Quote of the Day

Leadership in today’s world requires far more than a large stock of gunboats and a hard fist at the conference table.

—Hubert H. Humphrey (1911–1978)

All of these can be combined to bring your participants together in one conference happening on real-time. Because virtual meetings take place on the Internet, security issues are not uncommon. That's why a moderator or conference host is required when hosting conferences, to ensure that participants of the conference are given their privacy with the moderator providing their login name and passwords. The moderator or conference host can also monitor participants entering and leaving the virtual room or do roll calls every now and then.

A Simple Process

Depending on the software used, the service host and the conference moderator, a virtual meeting can successfully transpire among the participants. Below is a simple idea of how web conferencing works:

The conference host or moderator gathers all files and documents before the meeting and then distributes them to the participants later.

The conference host or moderator relays the date and time for the online meting, using invites via email.

The participants can either accept or reject the invitation. If they have accepted this, they can program their calendar to remind them of the meeting.

The conference host or moderator has to ensure that the application is working efficiently before the meeting begins.

Participants are then sent, via email, invites with the URL link and the security codes to be able to enter the virtual conference room.

When participants enter the virtual conference room, a buzz or a bell signifies their entry.

The meeting then takes place online, where participants can make use of various services like: audio, video, voice chat, messaging and desktop sharing, among others.

When the meeting is over, the participants can just log off the conference room.

Companies all over the world are now making use of web conferencing facilities because of the simplicity and efficiency of it. Moreover, a company is able to save from travel expenses and company resources because virtual meetings hosted online has eliminated the need to travel or bring employees to certain destinations. Even a small-scale business can make use of this and produce even better results that benefit its business.

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Please note: All personal opinions expressed in the "How Web Conferencing Works" article belong to the contributing author and are not necessarily shared by WebDesignConferencing.com.

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