Web conference systems are the ultimate collaboration tool. In recent years, as fuel cost continues to climb and awareness for reducing our carbon footprint grows, web conference is becoming an increasingly attractive communication instrument for both large and small companies. A good web conferencing product can help a business reach beyond its geographical borders in ways that were previously unavailable to them. Web conferencing collaboration and meeting software are also adding a new element to the concept of teamwork.

Like audio conferencing, web conference systems offer real time communication, but at the same time it provides additional real-time collaborative features audio conferencing lacks. Even companies with far flung locations can keep its teams working in sync through meeting software. While time differences and distances between offices pose a genuine challenge there are ways to work around this. The most immediate concern to using the web conferencing product is getting teams on the same page. This can be achieved by:

– Using a web conference system that allows rapid file transfer and screen sharing.

– Ensuring that each team understands its function will ensure that all meeting sessions run more smoothly.

– Making use of the whiteboard feature so that those who join meetings late can still see what was posted, and add information if necessary.

– Polling of meeting participants throughout the conference for a quick assessment of ideas and proposals.

There are challenges with using web conferencing solutions for collaboration. However, many providers are constantly working to iron out these kinks. Some challenges include the incompatibility of the versions of particular files being used and Internet connection speed in some locations. In some cases, it is necessary to avoid trying to do too much in one meeting. Choosing a time suitable for everyone involved is difficult enough.

For companies with a number of teams to pull together, their needs may best be suited by a full-feature web conferencing appliance. This is not essential, but it generally is capable of doing more than the typical web conference product. A more comprehensive conferencing solution will often include features such as whiteboard, annotation, chat, screen recording among others that offer a more complete and richer interactive web conferencing experiences. Plus, many of these features encourage communication between meeting attendees, helping to foster an open and collaborative work environment between departments and offices. Other features that are useful to have, while not always essential for meeting software, includes file transfer, screen sharing and meeting management interface to help organize and track conferences.

A basic understanding of project management would be an asset, but this is not vital to the success of a company’s communication strategy. Success will depend on whether or not a web conferencing system actually possesses the tools to make it easier to manage projects online. It is possible to download demo versions of the many conferencing software available so it can be fully assessed before buying. At the end of the day, the web conference product must ensure top performance to be considered a worthwhile investment.

Author Bio: RHUB Communications is a provider of on-premise, self-hosted web conference and meeting software. Our 4-in-1 web conferencing appliance offers conferencing, webinar, remote access and support capabilities together in one product.

Category: Business Management
Keywords: web conferencing, meeting software, management