Differences Between Web Conferencing and Video Conferencing

The denizens of hi-tech like to throw around buzz words. Thirty years ago hardly anything was called "high-tech" or even "hi-tec," but now it seems even kid's toys have embraced technology and trademarked buzz words. High-tech, once an obscure buzzword itself, is now so commonly in use that it has a nickname (hi-tec) that we all take for granted.

Web conferencing is no different. Once you swim in the world of computerized long-distance meetings, you start to forget that terms that are now completely obvious are actually double-dutch to many people. You find yourself looking at sites talking about web-conferencing, video-conferencing, and audio-conferencing and wondering, "What does it all mean?" "Doesn't web conferencing also involve the use of video?" "Doesn't web conferencing also involve the use of audio?"

This is my point. While both video-conferencing and web-conferencing use video, they are far from being the same thing. But in the world of Internet buzzwords, the two often get confused -- and you can start to wonder why the same thing is being given different names. Video conferencing does just what it says: video and, if you manage to wire things correctly, audio will also get transmitted, and people in different places can talk while pretending to be Hollywood directors.

Web conferencing however, goes beyond that. In web conferencing, you can take control of someone's screen and make them spend five minutes watching Timmy try to hold a cup in his bath while sending them text messages at the same time. Unlike video conferencing, the video they watch need not be live, it could be a recording of your holiday in Jamaica. The best part of web conferencing is that it does not have to be a video -- it could be an Excel chart, a PowerPoint presentation, or five minutes of you trying to find Jamaica on Google Earth. That is the great advantage of web conferencing.

Yes, it is similar to video-conferencing -- but the point is that it can do a whole lot of things that video conferencing cannot. It is -- quite literally -- on a higher plane. If you wish to worship at the altar of high technology, then video conferencing is simply not sufficiently hi-tech. What you need is web conferencing. And the beauty of the whole thing is that video-conferencing frequently involves far more complex and expensive machinery. This is one of the wonders of our modern, technological age -- it is not the size of your tool that counts but the simple, flexible purposes for which it can be used. And quite often, the small (or even Microsoft) is truly beautiful.

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Web Conferencing and the Modern Family

We live in the age of the post-nuclear family. People marry, have kids, divorce, remarry, and have more kids. The family explodes outwards as they move from city to city and country to country, and before you know it, staging a family get-together becomes extremely expensive. Cost is not the only problem. Try coordinating convenient times with a hoard of former spouses, some of whom have yet to forgive the affair, the enormous cost of alimony, and who cannot even agree on the time of day, let alone whether Timmy should leave the country for a week in January. As luck would have it, when you finally arrange to meet at Susan's wedding or David's bar mitzvah, some volcano erupts and spreads its ashes over your family's plans in Europe.

Web conferencing provides a simple solution to the family get-together. Yes, it's no substitute for gathering under the mistletoe, but it's probably the next-best thing -- and it means the family can chat once in a while without requiring the services of a full-time social secretary and a private airline. These days, some families need web conferencing just to meet over dinner. Everyone sits in his room with his private laptop, TV, and phone. For families who prize reduced carbon emissions, it also saves a lot of fuel, and if you really cannot abide being in the same room as Aunt Edna -- well, you you do not need to. If it is really bad, you can just cut her camera off.

People are becoming more computer-savvy, and features that were once exclusive to the computer are spreading to the mobile phone. Web conferencing is now becoming possible over the phone, and many families are learning to use web conferencing as a facility for keeping the family together. Well -- at least in touch.

Like business web conferences, family web conferences still require some organization: someone will need to be the focal point of the meeting, and a little organization may be necessary to coordinate times (though far less than for physically transporting people). Using laptops and wireless technologies, web conferencing now means distant families can see tours of new houses and get views of new family members. In some countries, social services have begun using web conferencing as a way of helping children in care keep in touch with their families.

So, if you haven't yet staged a family web conference, maybe now is the time to give it a try. It probably won't be simple at first, but it is not very difficult -- and in no time, your family will be chatting round the computer.

Don't forget: "Call it a clan, call it a network, call it a tribe, call it a family. Whatever you call it, whoever you are, you need one." -- Jane Howard

Audio Conferencing Recording Applications for the SMB

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.

Diligence in Security a Must With Audio Conferencing

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.

Barriers Still Exist to Web Conferencing Deployments

Productivity improvements continue to be a key focus for companies of all sizes and segments as the economy demands efficiency in order to be profitable. This productivity is much more realistically accomplished when geographically dispersed organizations can gain face-time with partners and colleagues without the need to travel.

To address this issue, an increasing number of companies are turning to Web conferencing solutions. According to numerous studies conducted by IntelliCom Analytics, the business appeal of remote conferencing and collaboration applications continues to rise.

Analysis from these studies of more than 3,000 decision makers reveals that that affordability and ease of use continue to be the biggest two selection criteria for organizations seeking to adopt Web conferencing solutions.

Web conferencing and collaboration technology has advanced far beyond traditional fixed room systems and now includes software-enabled laptop and single-user desktop units. Even with a new ease of accessibility and implementation, there is still a common perception throughout the global market that such solutions are of high cost and are difficult to use, blocking rapid adoption.

In fact, nearly 40 percent of all companies participating in this survey cited budget concerns as their number one barrier to Web conferencing deployments. The second most significant barrier appeared to be cultural issues as one out of five decision makers indicated that collaboration did not fit for the way they currently do business.

Even with these apparent barriers for some companies, the adoption of conferencing solutions is continuing to grow. In a recent Frost & Sullivan report, it was determined that more than half of respondents believe using conferencing tools –whether audio or Web – is an effective alternative to making in-person office visits.

As this technology continues to evolve, companies of all sizes are finding that this approach to collaboration and face-to-face communications are an efficient way to drive business while also controlling costs.

Whether a company needs to set up scheduled conferences or use the technology on-the-fly, Web conferencing delivers the communication method necessary for multi-state or multi-national location communications when simplicity and flexibility are a must have.

Not every company culture will be ready to utilize Web conferencing as a primary source of business communications. In fact, some may have to slowly introduce the concept in order to ensure adoption and use within the organization.

At the same time, some organizations may be operating a branch in a location where Web conferencing goes against cultural norms. Certain obstacles may always exist, but even small changes in communication strategy can drive improved productivity that can be measured in the bottom line.

TeleCollaboration Supported by North American Business Employees

Collaboration is an important element in driving productivity and efficiency in any business, but especially those corporations that traverse international borders. This collaboration is truly only possible with the use of conferencing solutions such as audio and web conferencing.

In a recent survey conducted by Harris/Decima, North American business employees support the use of TeleCollaboration in the workplace. In fact, 68 percent of survey respondents support the investment in TeleCollaboration, which is defined as the combination of collaboration tools with multi-party, high-definition, conferencing software.

Value of TeleCollaboration Tools

These tools are designed to provide full visual interaction with real-time desktop sharing, collaboration and recording. Each of these functions can be essential in driving effective collaboration by way of robust conferencing solutions.

Such solutions are essential in today’s business environment and when asked whether or not collaboration tools such as conferencing would benefit their businesses, almost 70 percent of respondents confirmed that it is the new way to meet and communicate with clients and colleagues.

Another 68 percent of respondents agree that they would use TeleCollaboration at least once a month in their business operations. Such a response is indicative of the growing necessity for conducting business over a disparate workforce. TeleCollaboration is also growing as the preferred means of connecting employees, customers and partners.

The Demand for Conferencing Grows

The demand for new tools is increasing, especially among those business users who rely on newer communication tools such as instant messaging and social networking sites. In fact, 57 percent of respondents report a growing demand for desktop audio and web conferencing.

For softphone users, 50 percent have reported an increase in the overall use of collaboration tools. With the rapid growing rate of adoption among this segment of users, it is easy to assume they are becoming more mobile and are capturing the benefits from collaboration tools so they are more accessible and productive.

Even with the proposed cost benefits in TeleCollaboration, there is still debate over its implementation. Of those who participated in the survey who travel for work, 39 percent would prefer communication and/or collaboration tools in place of travel. With the advancements in technology, face time can still be a reality. The challenge is overcoming initial costs in implementation.

"Surveys of this nature are great because they offer a bird's eye view into an organization's thoughts and priorities regarding its collaboration needs," said John Fricker, SVP technology of Harris/Decima. "Our work [highlights] the pulse of what North American business employees think about collaboration tools, and provides valuable insight for addressing the rapidly changing needs of today's businesses."

Web Conferencing- Five Etiquette Tips

While etiquette may be struggling to regain its once prominent place in a society now inhabited by five generations and exploding morays, online manners are still in their infancy. Just understanding the new acronyms can be a challenge. You may know that LOL means lots of laughs or laugh out loud but what does QT or HOAS mean? (Answers at the end.)

While a lapse in social etiquette may only cause some confusion, a business on line etiquette snafu can cost money.

If you're one of the many companies taking advantage of the convenient web conferencing services on the web, you know they're good for business. They bring you and your customers together, save on travel costs and can even increase sales.

So, if you want to avoid any snarky situations that can cause a less than favorable opinion of you and your business, consider these five pointers.

• Stay in the moment - Most of us think we’re born listeners just because our ears work. That’s like saying you are a born pianist because your family had a piano in the house. --Linda Eve Diamond

  It's no wonder listening is hard when we speak at 125 to 250 words per minute but think at 1000 to 3000 words per minute. And in a web or audio conference, we think we can multitask because no one sees us.

  Refrain from taking calls, answering emails or speaking with someone else during a web conference. Remember, you're in a meeting.

  Stay in the moment with all of the participants, all of the time. The simple fact you can't see everyone means you'll lose up to 55 percent of the total meaning (8 percent is the spoken word and 38 percent the tone). So, you have to remain alert.

  Listen. The simple, quiet act of listening will make you uniquely valued in the world. --Linda Eve Diamond

• Ask specific questions- For example, refrain from asking, "Does anyone have a question?" You might say, "What are your thoughts on xxx?" or Please give me your comments about xxx.
• Engage your audience- As a speaker, it's tougher holding a remote audience. (It's hard enough when they're in front of you!). So, if you have visuals, intersperse relevant cartoons, quotes, or pictures with your presentation, Your audience will thank you for it.
• Sync audio and visual- You want to avoid being in a situation where you're discussing a new offering but the visual is showing your company mission statement. Make sure that any visuals match the topic being discussed.
• Reassure- While web conferences are becoming more commonplace, and you've sent invitations with all of the pertinent information, still do the following:
  • State which meeting everyone is in
  • Let the participants know how to connect
  • Let them know how to reconnect
  • Let them know the expected length of the session
  • Review the objective of the meeting

If you can master these five web conferencing rules, you'll get the most from this cost effective and efficient feature.

BTW (by the way), QT means (cutie) and HOAS means (hold on a second).

Conferencing is in High Demand: Are You Maximizing Collaboration?

The global economy has put increased demands on the small to medium sized business (SMB) sector. At the same time, many SMBs have felt the crunch of the economic impact. In order to stay viable, these companies must be able to drive effective communications among employees, partners and customers. When geographic locations are dispersed or employees telecommute, the SMB needs a robust conferencing solution.

Industry Research Suggests Growth

According to a recent Frost & Sullivan report, Meetings Around the World II: Charting the Course of Advanced Collaboration, 61 percent of organizations said they use collaboration technologies to cut the need for business travel. The same report also found that more than half of those responding think  conferencing tools present a powerful alternative to making in-person office visits.

One interesting element found in this report was the impact conferencing can have in different regions of the world. For instance, conferencing tends to be in high demand within the Asia-Pacific region and the United States when face-to-face meetings are not possible or necessary. Europeans, however, tend to prefer in-person meetings and business travel.

The Telecommuting Connection

With the advancement in technologies over the past few years, a number of companies have implemented telecommuting platforms to allow employees to work from locations other than the physical brick and mortar building. Such a platform is more easily integrated when a conferencing solution is already in place.

In the Frost & Sullivan report, 47 percent of respondents reported they have a formal telecommuting policy in place, yet less than a third telecommute at least once a week. Another 22 percent telecommute on a daily basis and 61 percent would like to work from anywhere.

India tends to be the most telecommuting-friendly country as 59 percent of its organizations have a formal telecommuting policy and 48 percent telecommute on a daily basis. Hong Kong is in a close second at 54 percent and the United States currently comes in at 47 percent with as many as 25 percent of U.S. workers telecommuting daily.

Conferencing is Collaboration

Brian Cotton, vice president for information and communications technologies for Frost & Sullivan, noted that this research shows that the adoption of progressively more advanced unified communications and collaboration tools such as conferencing solutions can help organizations to achieve a strong return on collaboration while also improving processes across all business functions.

An apparent advantage with conferencing solutions is that a robust, collaborative platform, designed according to the needs of an SMB, can help to enable enterprises and organizations to speed decision making, increase productivity and improve interactions. Taking such an approach to communications can significantly develop the competitive edge.

Business Continuity Planning: Importance of Conferencing

Every company should have a Business Continuity Planning Checklist. This critical document can help an organization of any size to prepare for disruptions in business operations, including natural disasters, pandemics or outbreaks. As the flu season struck early with the emergence of the H1N1 virus, the idea of a complete office shut down is not out of the question.

Business continuity planning is something that enterprises with multiple data centers have down to a science – they have to in order to ensure they survive. For the smaller business or non-profit, it may be a concept that simply sits in the back of the mind of an administrator or even IT manager. In such cases, there is generally a plan for data backup or system restore. To be effective, however, your checklist must go beyond the obvious.

Can Your Business Survive a Closure?

No matter what your corporate policy, the inevitable cannot be planned. Instead, you have to plan for what you will do when the inevitable happens. What is important is planning how your business can continue to operate effectively if you have to close your doors for even a short period of time.

If this were to happen, adjustments would have to be made to daily operations. It does not mean that work comes to a full stop. With the right voice and data solutions in place, employees can still communicate with colleagues and clients, keeping the main focus on driving business initiatives.

In a Forrester study titled "Businesses Take Business Continuity Planning More Seriously,” the research firm recommends that business continuity plans (BCP) be documented, actionable and up-to-date. While Forrester recommends BCPs be updated continuously, especially when there are changes to business or IT operations, few businesses reach this goal.

The Role of Conferencing

While conferencing should be a key focus for any company wishing to compete in a global economy, it also plays an important role in business continuity planning. This technology allows for the planning of meetings “on the fly” that can take place at any time and from any location. Providing Web and audio conferencing to remote locations and offsite workers keeps the communication lines open, especially with those unaffected by the office closure.

No business can effectively predict when an outside occurrence or internal illnesses will disrupt the normal flow of business. With a business continuity checklist in place, the organization is ready for any interruption to drive business as usual, serve customers and keep the company moving in the right direction.

If Made a Priority, Conferencing Can Deliver Measurable Benefits

The conferencing market is growing rapidly throughout the world. The global recession is certainly lending to this trend as companies are finding it more and more difficult to fit travel costs into their budgets. At the same time, conferencing solutions are becoming more reliable and more reasonably priced and therefore, a more viable option for the small business.

According to Frost & Sullivan's new report, Asia Pacific Hosted Web Conferencing Services Markets, there was significant growth of 37.6 percent over 2006 in the Asia Pacific market for hosted Web conferencing. The three major areas driving this growth included emerging markets, local vendors and the SMB segments throughout this region.

Wainhouse Research has also been paying attention to the conferencing industry, noticing the growth and measuring the value that it delivers to customers. When solutions are flexible and scalable, companies are more likely to implement the conferencing platform and make its use a priority in their communications strategy.

"Our annual survey of North American users of conferencing services reveals that the overwhelming majority (89.1%) believe there is personal value in an integrated audio and Web conferencing service vs. two independent providers," said Andy Nilssen, senior analyst and partner at Wainhouse Research, in a company statement.

"The simplicity of being able to initiate a single conference with audio and Web capabilities combined with the ability to visually present audio control elevates the elegance of the entire virtual meeting experience."

When implemented properly, the goal of Unified Communications - which includes conferencing - is to reduce the time, cost and frustration associated with unnecessary delays that can occur in decision making processes. By bringing together the necessary tools of communication, users can make decisions on how best to communicate with each other and drive business decisions according to company strategy instead of communication capability.

Industry research suggests regular business travelers spend eleven days a year on avoidable or unnecessary travel. With access to a viable alternative that drives fluent communications and proficient decision making, unnecessary travel costs can be cut and business initiatives can stay on track.

Business professionals who have access to high definition web conferencing or high quality audio conferencing are able to save their companies money, time and carbon emissions as they have access to a quality alterative to face-to-face meetings and conferences.

Once these business professionals have access to this technology, it is up to the company to enforce its use. The organization cannot benefit from cost savings if it does not incorporate the technology into the way it does business. Once it is a priority, it can become the norm.

Benefits of Audio Conferencing Important for Collaboration Planning

As companies in the United States and other industrialized nations have implemented telecommuting platforms and distributed workforces, there is an increased need for collaboration across geographic barriers. The two challenges that immediately come to mind with such scenarios are distance and time. How are these challenges overcome to facilitate collaboration and teamwork among colleagues?

Value of Face-to-Face Challenged

Company officials must ask themselves how important it is to have face-to-face collaboration among team members. If this is an absolute must, then significant budgets should be set aside to support the funding for travel and the cost associated with time taken away from core, revenue-generating activities.

If face-to-face is not as important as simply communication, one very powerful tool to drive productivity and teamwork is audio conferencing. While this technology has been around for a while now – and is facing fierce competition from Web conferencing solutions – solutions available on such a platform have come a long way since their inception.

New Controls Enhance Effectiveness of the Call

One very notable advantage to audio conferencing today is the amount of control a mediator has in facilitating the call. Not only can this individual invite specific callers to participate in the call, he or she can use software that has been integrated with such applications as Outlook to automatically add the scheduled call to participant calendars, ensuring an important call is not missed.

Audio conferencing today is also designed to keep the call moving forward, even if problems arise in the process. It isn’t unusual for an individual who is using a cell phone to participate in the call to drop a line. When this happens, they can easily be added back into the conversation, missing only seconds of the call itself.

Call Capture and Archiving

The ability to record the call and make it accessible for all participants later is also an important feature. Key points during a conversation can be missed if too many people are talking or one person continues to dominate the conversation. The ability to go back and review the information ensures the call was beneficial for all.

Of course the most obvious benefit to audio conferencing is the cost savings associated with the elimination of travel time. The company can cut the cost of covering employee travel cost and employees no longer must take time away from other initiatives in order to travel to a meeting. Audio conferencing allows the organization to maximize the benefit of the meeting while sacrificing very little to make this collaboration possible.