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.

Attracting and Retaining Talent

Businesses must be able to allow greater flexibility in communications and work environments to attract and retain the talent of tomorrow. They know that much of their success depends on their ability to attract and retain employees with the right skills, knowledge and attitude.

Finding experts who know how to work efficiently and maintain a positive attitude is no easy task. Add to that the culture of the upcoming workforce, steeped in instant messaging technology, social media, and other Web technologies, businesses cannot afford to be without audio and Web conferencing.

The talent of tomorrow is quickly becoming the talent of today. Tech-savvy young workers are almost upon us. This generation sees no reason that work be fixed by location. Travel time to an office is simply an obstacle to how much one can accomplish in a day.

Just as businesses seek to find efficient solutions that save costs and reduce negative environmental impact, workers will expect the same in their lives. The will want flexible work solutions that allow them to maximize their work time, maximize their personal time, reduce their out of pocket costs and be environmentally friendly. Audio and web conferencing tools accomplish these goals for both the business and the worker.

From the employer’s perspective, audio and web conferencing technology saves money on benefits and other employee maintenance costs, allowing them to hire more independent contractors. Workers save money on gasoline and vehicle maintenance. In fact, many telecommuting workers can do without a vehicle altogether.

Audio and Web conferencing is more efficient for businesses because it shortens sales cycles, decreases project completion time and increases communication, allowing more efficient workflows throughout the business. The technology is more efficient for workers because they are instantly connected to anyone they with whom they need to conference without wasted travel time.

Finally, audio and Web conferencing is an ecological choice for everyone. By reducing travel emissions, everyone benefits. Businesses gain the added benefit of improved public relations while employees enjoy a clearer conscience.

Even more Benefits from Audio and Web Conferencing

We all know that Internet-based conferencing tools reduce travel costs, increase business efficiency and help the environment. But the benefits do not end there. Audio and Web conferencing tools do even more by reducing real estate and facility costs, resolving customer issues more quickly and cheaply and lower telephony infrastructure and administration costs.

Reduced Real Estate and Facility Costs

Some executives experience a jaw-dropping amazement when they learn the tremendous savings audio and Web conferencing can bring, allowing employees to work from home or from less expensive locations. Conferencing tools let teleworkers join meetings and collaborate on projects from remote locations. By moving operations to locations with lower rents or buying facilities with lower taxes, companies can significantly reduce facility costs.

Quicker Customer Resolutions

Call centers have developed a chain of escalation procedures to handle customer inquiries quickly. In the past, this meant putting a customer on hold, and transferring a call to someone else, forcing the customer to explain the problem yet again. But with audio conferencing, supervisors can be brought in on the call. When the representative explains to the supervisor the problem with the customer listening, the customer knows the problem is understood. This collaborative approach makes the customer feel cared about and respected. This approach is quicker as well, allowing direct communications that side-step misunderstandings and solve problems swiftly.

Lower Telephony Infrastructure and Administration Costs

In the past, businesses spent enormous resources developing conferencing bridges for their businesses, adding on the cost of the hardware, electricians and maintenance of the system. As these systems age, businesses no longer need to replace them. Audio and web conferencing allows businesses to install and maintain a simpler, less expensive telephone system because conferencing bridges can be eliminated. With the high-speed Internet connection the business already uses, all of the companies conferencing needs can be met with Internet-based audio and Web conferencing.

Web Conferencing Benefits Many Business Models

Virtual companies began showing up around 2005 and they continue to become popular business models due to low operating costs. When organizations can minimize the cost of doing business, they gain a market advantage. These businesses are also faster to adopt change and respond to market forces because they are not tied down to a set business model. All operations are done “in the cloud” as they use web-based applications and communications like web conferencing to accomplish their business goals.

Telecommuting, on the other hand, is a little different. Workers at virtual companies work remotely, but they are not really telecommuters because there is no central location that the business calls home. Telecommuting workers are typically a segment of a traditional brick-and-mortar business, performing those roles that can easily be accomplished remotely or for jobs that are difficult to accomplish from a desk in the office. Web conferencing makes it easy for these workers to keep managers up to date on their accomplishments and progress.

Then of course, there is the traditional business, working from a central, strategically placed location. These are generally larger businesses, usually established more than five years ago, when web conferencing first began to take off. The advantages of a brick-and-mortar business depends on the industry. When trust is an important factor, it is helpful to have a physical location where customers can find you. These businesses use web conferencing less frequently and often pay more for their communications, relying heavily on traditional mail marketing and a local sales force.

Whichever your business model, technology is making non-traditional business formations possible. Businesses are no longer tied to a building or to a set business model. As business school graduates go out into the workforce, many are embracing technology and finding their own path to success. Instead of looking at the traditional tools of business, they are scanning the landscape for what works now.

Web Conferencing Dos and Dont's

Web conferencing has many advantages, but it also has many pitfalls. Just like in-person meetings, there are some rules of etiquette that must be followed and other behaviors to avoid.

What you Should Do

Be sure to prepare your presentation well in advance of the conference time. This allows you to take the time to edit out any errors and ensure all the information necessary is included. Email necessary materials to attendees or post them online where they can be accessed easily before the presentation. Give attendees a day or two to read and absorb the material before the conference.

Being late to a web conference is just as embarrassing and unprofessional as showing up late to a face-to-face meeting. Show the attendees that they matter to you by arriving a few minutes early. You should already be on the line when attendees begin calling in.

Just as you would not want to hold an office meeting in a noisy cafeteria, avoid holding a web conference in your noisy living room. Be sure you have a separate room in your home where background noise is at a minimum.

What Not to Do

Try not to squirm around in your chair during the meeting, especially if it is made of leather. Your agitation and restlessness will be heard by others and may be distracting. Be still and keep a calm demeanor throughout the presentation, setting the tone for everyone else.

You would never go to a meeting chewing gum or eating, so don't do it in a web conference. While a glass of water is fine for keeping your throat moist, do not pop open soda cans or let yourself be heard snapping gum.

Avoid the temptation to make attendees "hold" during a meeting. Be well prepared in advance and there will be no reason to disrupt the conversation. By avoiding the use of hold, you are making the web conference as close to an in-office meeting as possible.

While web conferencing offers great benefits for long distance meetings, it is important to follow the rules of etiquette. By doing so, you take best advantage of this time and money saving technology.

Time Management for Remote Workers: Leveraging Communication Tools

Welcome to part four of our ongoing series looking at how businesses can use audio and web conferencing to leverage the benefits of remote workers while avoiding the common pitfalls of such work flow arrangements.

Time Management for Remote Workers

The biggest concern with virtual employees is how much they work. Such workers often work too much and can suffer from burn out. Some may wake up early and begin work. Without any distractions, they often find themselves forgetting to eat and working well past office hours.

This is where an afternoon web conference becomes most important. Have a quick meeting with your worker and ask about the day. Asses the employee’s emotional state and be sure they are not pushing themselves too hard. Casually asking what they had for lunch will help you be sure they are taking appropriate breaks.

Another way to help your employees maintain structure is to set up automated email reminders. Send one at break time, lunch and at the end of the day, providing a friendly reminder that it is time to rest.

 Stay Connected

 Use instant messaging to keep your employees connected. Allow a certain amount of freedom of personality in these messages. While they must remain appropriate, employees also need a way to joke about their work to release tension.

Include remote workers in company web conferences at least once a month and be sure to include a social time in that meeting where some simple game is played to encourage social interaction. You may also connect workers who live near one another and encourage them to socialize after work.

Cut Business Costs with Conference Calls

Those of us in business management know the importance of keeping to or even beating a budget whenever possible. Managers can maximize efficiency in business communications and cut wasted resources by using audio and web conferencing. Here is a rundown of how audio conferencing works so you can consider how best to manage these services to the benefit of your organization.

Introduction to Audio Conferencing

Audio conferencing is an Internet administered version of the classic teleconference. It offers an ease and convenience that was never available through traditional teleconferencing services. Gone are the days of missing a meeting because the limit on number of attendees has been met. Exorbitant fees are a thing of the past. Internet audio conferencing has made audio conferencing an even better way to save expenses on business travel.

Reservation not Required

With audio conferencing, the sessions can be done by reservation, where each participant calls into a specific phone number to be connected with the group. This type of conferencing is not as expensive as it once was. Most providers charge by the minute, rather than by the tradition method of billing by number of attendees.
Reservationless sessions now can be arranged using the Internet. This was not possible with traditional teleconferencing. Now attendees call in with a unique phone number assigned to you by the audio conferencing provider. You then provided attendees access with a code that they enter to join the conference.

Technical Aspects

Traditional telephone networks provided a dedicated line for each phone number. This ensured clear calls and prevented disruptions in communication. This is accomplished online, using private IP networks. Where public IP networks are subject to disruption when other users take up bandwidth, private networks do not suffer this complication.

The Internet does not transmit the actual analog audio signals from the telephone. Instead, these signals are converted into digital information that can then be transmitted via the Internet. Because digital data takes up less bandwidth, other calls on the private IP network do not interfere with your call. Digital data is also easy to record and playback whenever necessary. No additional devices are needed, as would be the case with traditional teleconferencing.

Business Advantages

With all the advantages audio conferencing has over teleconferencing, you can rely more heavily on virtual meetings, saving thousands on your company’s budget. You will look like the hero for cutting costs. Not to mention the benefit your company gains from the increased productivity that results when employees can communicate at great distances easily and conveniently.

Conference Call Cost Savings

Is your conference call bill getting out of control?

Those of us in business management know the importance of keeping to a budget and beating it whenever possible. Managers can maximize efficiency in business communications and cut wasted resources by using audio and web conferencing. Here is a rundown of how audio conferencing works so you can consider how best to manage these services to the benefit of your organization.

Intro to Audio Conferencing Cost Savings

Audio conferencing is an Internet administered version of the classic teleconference but offers an ease and convenience that was never available through traditional teleconferencing services. Gone are the days of missing a meeting because the limit on number of attendees has been met. Exorbitant fees are a thing of the past. Internet audio conferencing services have made audio conferencing an even better way to save on travel expenses for your business.
Reservation not Required

With audio conferencing, the sessions can be done by reservation, where each participant calls into a specific phone number to be connected with the group. This type of conferencing is not as expensive as it once was. Most providers charge by the minute, rather than by the number of attendees as was the norm on traditional teleconferences.

Reservationless sessions can now be arranged using the Internet. This was not possible with traditional teleconferencing. Callers use a unique phone number provided to you that allows you to receive all reservationless calls. The access number given to the participants allows them to enter the non-reserved call.

Technical Aspects

Traditional telephone networks provided a dedicated line for each phone number. This ensured clear calls and prevented disruptions in communication. This is accomplished online, using private IP networks. Where public IP networks are subject to disruption when other applications take up bandwidth, private networks do not suffer this complication.

The Internet does not transmit the actual analog audio signals from the telephone. Instead, these signals are converted into digital information that can then be transmitted via the Internet. This makes the data easy to record and playback whenever necessary. No additional devices are needed, as would be the case with traditional teleconferencing.

With all the advantages audio conferencing has over teleconferencing, you can rely more heavily on virtual meetings, saving thousands on your company’s budget. Not only will you look like the hero for cutting costs, the company as whole will benefit from increased productivity that comes about when employees can communicate at great distances easily and conveniently.

Why Conference Calls? Practical Uses For Any Business

Conference calls are a vital service for your business. They can be used in training, marketing and customer service. Your company image comes through on conference calls, just as much as they do in phone calls and face to face meetings. This is why choosing a conference call provider is a process that should be taken seriously by your business.

Ease of Use

With the advent of the Internet, communication speed has become breathtaking. The faster we communicate, the more we can discuss and accomplish. This means your conference call service must be easy to use and simple to navigate. The service should be a tool that facilitates quick communication and should not hamper the conversation while you fumble with its functions.

Call Quality and Customer Service

Conference calls convey more than just communications. Every interaction you have with clients and customers are Public Relations moments. They are times when your professionalism and sharpness must be perceived by the client. This means you need clear communication lines and good customer support, should there be any problems with a conference call. You need to be able to fix any problems quickly and efficiently to move on to the subject at hand and minimize disruption.

Conference Call Costs

While price is a factor, be careful not to choose from the bottom of the barrel. In business, you get what you pay for. Free services are not likely to convey the professional image your business needs to succeed with clients. Because free service providers are out there, you should not be paying large fees to your conference call service. However, if you want a good service provider, some nominal fees should be expected to maintain the technology and pay employees to provide the good customer service.

Good technology and customer service will ensure your company's image is projected in the best light during conference calls. Sales can fall through for any number of reasons. Do not let your conference call service provider be one of them.  For more information conference calling for business - visit, http://www.flyconferencing.com.