Posted by Kathleen S on Fri, Feb 05, 2010 @ 07:59 AM
With the technology options available today, students can earn a college degree without actually stepping into a physical classroom, individuals can visually and audibly interact with a boss while working on the other side of the world and organizations can train new employees or even volunteers without requiring the trainer be in the same location. All of these things are made possible by offering seminars through Web conferencing.
Any organization that needs to train individuals who may be spread across the country or even the world can face exorbitant costs in delivering a physical person to train on location. While there are some scenarios where this in-person training is a must, it is no longer the norm throughout most industries. These organizations can now use robust Web conferencing solutions to get the job done while still protecting the bottom line.
There can be certain aspects of Web conferencing that seem daunting to the trainer. If only audio is in place and the trainer or facilitator cannot see the faces of participants, they may feel pressured to figure out how to keep attendees engaged. Without the benefit of gauging reactions to information, a trainer may also easily push ahead into new information before an acceptable level of understanding is reached.
To be sure the trainer can deliver an optimal training experience for all involved, there are a few things to keep in mind when developing a Web conference training session. Let’s take a look at these considerations and what they mean for the organization.
The Training Platform – it is important to understand what you need from the Web conferencing solution before you implement the one you will use for training. Do you want your trainees to be able to interact with you and with each other? Do you want to be able to see them? Will you allow questions throughout the Web conference or will you allow time at the end? Do attendees need specific software on their desktop in order to participate? By answering these questions and more, your organization can select the platform that best fits your training needs.
Preparation – if you do not prepare your attendees for how to participate in the training and what to expect from the experience, you will waste a considerable amount of time on the day of training via the Web conference. It is quite possible online training through Web conferencing technology is a new thing for them and proper preparation is a must. Send clear instructions for logging on; provide a link for testing the compatibility of the browser; provide technical specifications for the Web conferencing system; send out a copy of the presentation; and encourage attendees to sign on early if technical support is needed.
Technical Assistance – anytime new technology is used in a new way, a need arises for technical assistance. If you are not ready to provide that assistance by having a staff member available to provide help, you will find yourself splitting time between facilitating and trying to solve the problem, which can severely affect the quality and continuity of the training.
Keep it Interactive – people often get bored if they must just sit and listen. If you design the conference to be interactive and engaging, your attendees will find themselves more drawn into the material and gaining more benefit from the experience. Invite questions from your attendees; provide activities to be done that make use of the training material; encourage interaction between the attendees – even if they cannot see each other.
As this world continues to become more global, the demand for Web conferencing solutions will continue to grow. They will only deliver benefit to the organization, however, if they are implemented properly. By following these few tips for training via Web conferencing solutions, your trainers will be equipped to deliver a quality, virtual experience.
Posted by Kathleen S on Thu, Feb 04, 2010 @ 07:38 AM
As the demand for audio conferencing continues to intensify throughout the global marketplace, one of the key elements that stands out in the list of benefits of this communications strategy is the ability to record the conference. This is one area that stands out as an advantage audio conferencing has over face-to-face communications for the small- and medium-sized business (SMB).
Ease of Recording
A robust audio conferencing solution should allow the recording of the conference with the simple click of a button. This can be implemented within corporate strategy to make it standard that all audio conference sessions are recorded for archiving, or it can be simply used on-demand whenever recording is necessary. This option is important as some industries must abide by regulations that demand recordings of conversations, while others record only those that must be available for recall.
Ease of Access
The ability to recall the audio conference must be as easy as the recording process itself. Many solutions will provide an email to the moderator automatically after the conference has ended. This email will contain all information necessary to access the recorded call. The file is often provided as a digital recorded file and should be supported by standard applications. Call participants can also receive a link to the digital audio file that can be kept indefinitely.
Ease of Call Playback
Simply gaining the ability to listen to a recorded audio conferencing session is only half of the benefit this feature should provide. The application should also allow you the ability to skip backward and forward throughout the content of the call to find specific information. Certain applications may also provide a text version of the call, which can then be searched for specific information.
Value of Recorded Information
Whether the SMB operates in an industry that demands call recording or not, simply archiving such calls can be an important step for a number of reasons. If the audio conference involves a sales professional and his or her customer, capturing the exchange ensures the company delivers exactly what the customer expects.
If the audio conference involves a supervisor and subordinate, it captures the direct dialogue to ensure there is no confusion later. If a conflict were to arise over information exchanged during the audio conference, the information can be recalled later to easily settle the dispute.
The applications for recorded audio conferencing sessions far exceed the few explored here, but even those mentioned above can make a substantial impact for the SMB. As companies operating in this sector all over the world continue to demand roust audio conferencing solutions, recorded information is soon to be established as a standard.
Posted by Kathleen S on Wed, Feb 03, 2010 @ 07:38 AM
As small- and medium-sized businesses (SMBs) continue to drive the demand for audio conferencing solutions, there is an increased need for security for those who have implemented conferencing as part of their communications strategy. Internal business property, whether it is business plans, a new business model or operational details, must be protected as information shared between colleagues through audio conferencing could be at risk.
Depending upon the technology the SMB uses to communicate with partners, colleagues and customers, there may or may not be proper audio conferencing security measures in place. A number of different corporate phone systems offer audio conferencing features, but do not provide the proper security to ensure that the only participants in a call are those who have been invited.
Security Should be Inherent in Robust Audio Conferencing Solutions
A robust audio conferencing solution should protect audio conference access through the use of conference IDs, unique Personal Identification Numbers (PINs) and passwords. Application Service Providers (ASPs) will typically provide conference user hosts with the ability to access a list of participants at any time, while also allowing for the ability to lock the conference to prevent unwanted or unauthorized attendees.
Conference facilitators may also prefer the configuration of entry and exit announcements and the ability to eject participants who enter an audio conference uninvited. If VoIP (Voice over Internet Protocol) is in place, the audio conferencing solution should be placed behind the firewall to take advantage of existing corporate IP security already in place.
The use of dynamic bridge numbers can also be an effective method for controlling the participation in audio conference calls. If a number were to remain the same for every interaction between key corporate players, the information being shared on the call is at risk. If Web conferencing is being used, proprietary information and other data could also be vulnerable.
Vulnerability of Networks
Whether the SMB relies on Web conferencing or audio conferencing to help drive effective communications in a global environment, it is important to remember that networks are inherently always open and security is always vulnerable. The SMB should already have specific technologies in place to protect information. Those technologies should be evaluated in their relationship to conferencing to ensure the proper protections are in place.
Security diligence conducted by the SMB and the audio conferencing provider helps to ensure the company does not put itself or its information assets at risk when conferencing is used as a key communications tool. Audio conferencing can only deliver expected benefits when risks are mitigated.
Posted by Kathleen S on Tue, Feb 02, 2010 @ 08:11 AM
As the world marketplace has merged into a global marketplace, the demands on the small business have changed. A vast majority of small business owners can no longer be profitable if they rely only on local business. As communications continue to evolve to fit the global marketplace, businesses of any size can take advantage of these technologies to drive global revenue.
With the evolution of the global marketplace, we have also seen the development of the global telecom infrastructure. This infrastructure continues to revolutionize the way businesses of all sizes communicate. One key element within this infrastructure is audio conferencing, which has become accepted throughout the world as a standard form of communication.
Standards Emerge
As Global Telephony standards have matured throughout the world, small- and medium-sized businesses (SMBs) have been able to realize greater efficiencies, management, control and cost savings in their communications and conferencing strategies. Audio and Web conferencing in particular have erased the barriers that separated the corporate global village, making distance irrelevant in the overall corporate strategy.
The Global Delivery Business Model has emerged as a priority for companies throughout the marketplace and access to constant communication between workers and the corporation without excessive travel is important. Now that there is a massive global teleconferencing infrastructure in place, audio conferencing has become very affordable and easy to conduct on any telephony device.
Strong Spending
Interestingly, the SMB segment of the global market has been at the forefront of driving the conferencing revolution. In competing with much larger companies, SMBs often have to outsource back office, services and even product production to offshore companies. To ensure streamlined production and customer-centric strategies in doing business, audio conferencing is a necessary tool.
According to AMI Partners, now that the SMB sector claims more than 75 million companies throughout the world, this sector spends in excess of $900 billion each year on IT and telecommunications hardware, software and service. As companies continue to cut travel budgets to better manage budgets in a down market, audio conferencing is becoming even more important in the corporate strategy.
Anticipated Opportunities
The competitive nature of the global market is only expected to intensify as the recovery promises new opportunities. To drive effective communications, companies will invest in those devices and the infrastructure necessary to ensure that audio conferencing is no longer a communications option, but a communications must.
Posted by Kathleen S on Mon, Feb 01, 2010 @ 07:54 AM
Audio conferencing is a technology that has been in use for years as organizations have found that getting a number of key individuals on the phone is easier than gathering these same individuals in one location for a physical meeting.
While this technology has advanced to exceptional levels today, there are still inherent challenges that can exist with audio conferencing. The good news is these challenges can be overcome to ensure your audio conferencing experience is a positive one.
Voice Quality
Depending on the type of communication channel you choose for your audio conference, voice quality can be an issue. Standard phone lines have traditionally been the main source of audio conferencing and generally provide solid quality. Some participants, however, may be relying on a cell phone or a VoIP connection to participate in the call. Voice quality is not always guaranteed on such connections and can degrade the quality of the call for other participants.
One of the most effective ways to control the quality of the audio conference is to keep participants in a listen-only mode while the presenter is sharing information. This not only allows for a cleaner voice line, it also ensures background noise from one participant’s location does not interfere with the experience of others. When it is time to allow for interaction, use a raising hands-type of selection process to keep interaction controlled and organized.
Organization
Simply planning an audio conference is not enough to ensure the conference delivers any value to those participating. To help develop an effective audio conference, determine a purpose for the call, an agenda to drive the information and a mediator who will manage communications between the presenter and the participants. Such organization of the call helps to keep it moving forward and eliminates wasteful banter.
Proper organization of the audio conference includes sharing the agenda with participants ahead of time. In addition, provide such information as to the number of participants, the anticipated call length, the amount of time allowed for interactions and questions and whether or not the participants need to be in front of a computer to participate in any visual sharing during the call. By doing these things ahead of time, the call will stay on track and its purpose achieved.
Communication Forms
Remember to keep in mind that audio conferencing is a less personal form of communication as it does not allow for face-to-face collaboration. This loss of a visual does not allow participants to capture non-verbal communication, which can be essential in effective communication. As a result, be sure the purpose of the meeting is one that can support an impersonal approach.
Overall, audio conferencing is an effective communication tool – when used correctly. Like any technology platform, it does have inherent challenges that can be easily overcome when you pay attention to the details.
Posted by Kathleen S on Fri, Jan 29, 2010 @ 08:02 AM
Webinars by way of Web conferencing
technology have become an important tool in the corporate world. Not only are organizations relying on such platforms to communicate internally, they are also using this technology to deliver value to potential clients in the hope they can secure future business.
Such an approach can also be useful in the educational sector. Colleges and universities throughout the nation are discovering the benefits of Web conferencing and webinars to reach prospective students and alumni scattered throughout the world. In utilizing these tools, recruiting for the student body and the alumni fund has become easier and more economical.
Specifics of a Webinar
It is important to note the connection between a webinar and Web conferencing technology as this experience differs from that of a webcast. A webcast only allows for data transmission one way and does not invite or allow for interaction. A webinar relies on Web conferencing technology that allows for complete interaction – as well as complete control over the interaction.
The presenter can decide when and how participants can interact during the webinar. This allows for quality control over the conference and ensures the agenda drives the presentation. When the appropriate time for interaction and discussion is reached, the presenter can change the format of the webinar.
The benefits of such technology integration go beyond recruitment and fundraising in the educational sector. Human resources can use this technology platform to reach retired employees; schools of medicine can use it to communicate with students in residence throughout the country or the world; and Deans can facilitate Web conferences with faculty when traveling.
Importance of Information Availability
Distance learning has become a key focus for a number of colleges and universities. Web conferencing and webinars are an extension of this same progression in technology that allows for collaboration and interaction regardless of limited schedules or geographic locations.
Such platforms are especially important for working professionals in MBA programs. On-site workshops and seminars are not always an option for those who work during the day and attend class in the evening. Webinars using Web conferencing technology provide an alternative method for delivering career management services.
In using this platform, educational organizations are better able to meet specific needs of different audiences. Participants can attend a live webinar when available, or re-visit the information that has been recorded and stored with the opportunity to add his or her own notes and ideas. By making information so readily available, these institutions are delivering the valuable content the different audiences need on a platform they can easily access.
Posted by Kathleen S on Thu, Jan 28, 2010 @ 07:34 AM
Unified Communications (UC) continues to be a key focus for organizations throughout the global economy as streamlined processes are a critical focus to contain costs and improve productivity. One key element within UC technologies is that of audio and Web conferencing solutions.
Like other forms of unified communications, conferencing enables businesses to achieve a more rapid time-to-resolution and improve customer communication. To get at the heart of benefits companies can experience, Boston-based research firm, Aberdeen Group explored UC and conferencing solutions and their application within the enterprise or non-profit.
Conferencing Boosts Productivity
In its report, Unified Communications: Gaining a Competitive Advantage While on the Move, Aberdeen Group found that UC applications such as audio and Web conferencing can boost telecom spend and increase productivity, while also reducing customer churn. Such benefits lend to a strong value proposition for the implementation of conferencing applications.
According to report findings, 79 percent of the 154 companies surveyed broke even on their UC investment within the first 12 months. Savings were realized by participating companies through streamlining internal and external communications, maximizing telecom spend, boosting productivity through improved collaboration and reducing customer churn through increased customer responsiveness.
Knowledge Sharing is Increased
In addition, the implementation of conferencing solutions and other UC applications helped to increase knowledge sharing among workers by 35 percent and workplace flexibility by 35 percent. Competitive performance was improved by 25 percent and collaboration for decision making was heightened by 16 percent. Speed of conflict resolution was accelerated by 11 percent.
"Unified holds enormous promise as a coherent approach to business communications, as a way to cut through 'communications clutter,' and more directly connect a customer to a company, employee to employee, and more tightly bind business partners and suppliers," Andrew Borg, senior research analyst, Aberdeen Group, said in a company statement.
"The challenge of our connected era is that the greater the number of communications options, the more difficult it can be to connect with a specific individual when you want to. UC therefore becomes increasingly important to mend the fractured digital communications landscape."
Conferencing Drives Collaboration
The popularity of conferencing solutions has grown throughout the global competitive landscape for the cost savings as well as the ability to help companies to improve the collaboration process and boost employee productivity.
A recent survey by Insight research predicts that conferencing and collaboration will completely dominate the UC market. As it does, the opportunities for vendors and customers alike will add strength and excitement to a booming market.
Posted by Kathleen S on Wed, Jan 27, 2010 @ 08:08 AM
As a small business owner, have you investigated the benefits of Web conferencing and the ability to conduct webinars? While these technologies are certainly not new, innovations in the telecommunications market have ensured that they are now much more affordable for the small business.
Now that affordability is no longer an issue, there is still some getting used to conducting meetings and presentations via the Internet instead of in-person. As you investigate different options that may be a good fit for your company, make sure you work with a provider who will not only deliver a robust solution, but will also give you the tools and training to make Web conferencing work well within your environment.
When evaluating your options in the marketplace, consider key elements that can make an impact on your business. Evaluate the benefits, the significance to your company or individual divisions of your company, understand the functionality, consider your environment without Web conferencing and then how it will change with it; and understand the limitations in the technology.
Web conferencing benefits – implementing this technology into your communications plan enables you to reach a wide audience at the time and location of your choosing. You no longer have to worry about getting everyone in the same place or even at the same time as recording options allow for on-demand delivery. Web conferencing also allows you to eliminate a tremendous amount of travel, cutting overall costs.
Significance to the company – when you use Web conferencing as a means for communication with individuals distributed throughout the country or around the world, you make broad participation more accessible. A much bigger group can be invited for inclusion and the information can be accessed in real-time or on-demand, depending upon the needs of the company or that particular division.
Understanding functionality – even with all the benefits that Web conferencing and the ability to conduct webinars can provide, your company cannot enjoy those benefits unless all users understand the functionality of the technology and its application within the company. A proven Web conferencing provider will ensure you have to tools to drive adoption and encourage participation. Also count on developing a strategy for implementation and application to ensure Web conferencing becomes a key part of your communications plan.
Consider your environment – not only must your company or office have the necessary equipment to support Web conferencing technologies, so must all of your branches and potential audience members. In many cases, this is as simple as an Internet connection, but this may be harder to come by in certain remote locations. Be sure you understand your current environment thoroughly before implementing Web conferencing solutions to deliver a streamlined approach in communications.
Understand the limitations – remember that while Web conferencing does deliver significant benefits to your organization, it does not fully replace in-person communications. Web conferencing is the perfect alternative, but avoid implementing the technology with the expectation that you will be ignorant of the fact you are not physically in the same room. If you keep this expectation in check, you can gain the most benefit from all of your Web conferencing experiences.
Posted by Kathleen S on Tue, Jan 26, 2010 @ 08:05 AM
The ability to drive revenue as effectively as possible is a key priority for many a small company. In fact, recent industry evaluations conducted by Wainhouse Research determined that smaller companies report conducting meetings online through Web conferencing is used more than any other method to conduct business.
Of those respondents participating in this research, 75 percent believe the ability to involve and reach more people and save travel costs and time are important reasons to use Web conferencing solutions. Another 69 percent of respondents already use Web conferencing to enable new meetings that could not be held otherwise.
Globalization Creates Opportunities
Globalization has been a market movement for some time, but until recently could only be fully embraced by large, multinational corporations. After all, these companies had the infrastructure and operating budgets necessary to take advantage of the opportunities in this movement while the small and medium business (SMB) had no chance. Now, as communications tools have evolved, so has the competitive air of the marketplace.
As the SMB has gained the ability to effectively and efficiently communicate globally, what applications might Web conferencing enable? For one, the SMB may be large enough to have more than one location, thereby demanding ease of communications between the branches. Second, customers, partners, vendors and suppliers could easily be located around the world. A third application is in finding quality professionals who may live anywhere in the world.
Ideal Platform
In any of these situations, Web conferencing can provide the ideal platform for interviewing employees or contractors as it allows participants to interact as if they are in the same room. Customer support and training are also two popular uses for Web conferencing as it allows the company of any size to promote efficient delivery in both so that productivity can continue to be a priority.
Aside from the ease-of-use and application benefits that Web conferencing can deliver, there are additional bottom line benefits. Web conferencing allows for better and more interactive communication. At the same time, travel costs are substantially reduced and key employees can stay focused on business initiatives. Operational costs are reduced as long distance calling can be completely eliminated.
Cost Reduction
On the flip side of cost reduction, Web conferencing can also help to generate revenue. With Web conferencing capabilities, sales professionals can reach areas previously not accessible; sales relationships can be built and strengthened regularly; and customer retention can be a key focus. Business owners can also build company morale by providing their employees with the state-of-the-art tools they need to perform their jobs effectively.
Whatever the key drive for implementing Web conferencing utilities for the SMB, the applications and benefits can be significant as long as the technology is embraced. In a global marketplace, such implementations can erase borders and eliminate travel costs to ease communications.
Posted by Kathleen S on Thu, Jan 21, 2010 @ 09:07 AM
Nonprofit organizations come in all shapes and sizes and needs can vary based on the industry, mission, location and membership. Even if a nonprofit is headquartered in a single location, very rarely are employees, volunteers, donors and board members all in one place.
These individuals may be scattered across the country or even the world. How does the nonprofit best communicate with these individuals? In a technology-based world, snail mail and even email are no longer enough. You need to be able to effectively collaborate with key players and stakeholders within your organization.
To do so, you must either get everyone in the same location or implement a Web conferencing strategy that allows you to drive your initiatives at a fraction of the cost. Attendees need only an Internet connection and a Web browser to meet and collaborate online in real-time.
In order to make this work for your nonprofit, let’s look at specific collaboration tools, why you need them and how to make them work to the benefit of all those involved in a Web conference so they gain the most benefit from the experience. Whether the conference should include simply speaking through a computer microphone on the Web, these collaboration tools can streamline your communications.
Screen Sharing – the ability to see another person’s computer screen while you are not physically in the same location delivers immeasurable benefits. The information being discussed is better understood and retained and decisions can be made much more quickly with the topic of discussion can be viewed by all.
The desktop option is now generally standard on most Web conferencing solutions, although more robust options go beyond allowing the presenter to share certain documents on his or her desktop to sharing chosen applications in full-screen view and allowing the presenter to highlight a specific portion of the screen.
Multiple Presenters – as meetings will often include individuals bringing different levels of expertise regarding a project or an initiative, the original presenter may see the value in handing off presentation duties to someone else attending the Web conference. Allowing for multiple presenters helps the nonprofit to maximize on the potential of the Web conferencing solution.
Tools for Drawing and Annotation – simply talking about what attendees see on the screen is often not enough to drive success in the Web conference. Perhaps you need to underscore certain points or note ideas that were generated during the meeting discussions. The use of digital pencils, pens and virtual sticky notes help to capture the essence of the collaboration during this Web conference.
Whiteboard – as useful as this tool can be in a physical conference setting, it has the same application within a Web conference. This virtual equivalent provides meeting participants with dedicated space to brainstorm ideas or outline projects. Such a tool helps to drive true collaboration instead of simply presenting information.
In this day and age, collaboration is necessary to develop appropriate strategies that can drive the core mission of the nonprofit. When collaboration tools are available through Web conferencing applications, the nonprofit can gain the optimal benefit from this valuable application.
