Posted by Kathleen S on Tue, Feb 09, 2010 @ 07:37 AM
While Web conferencing can offer a number of benefits for the nonprofit or the small business, it can be a confusing to understand the technology option and even industry lingo. You may understand that Web conferencing uses the Internet to allow for the transfer of audio, but maybe a closer look at different features and lingo will help you navigate the Web conferencing maze.
Let’s take a look at just a few of the different issues that may come into play when trying to facilitate Web conference sessions:
IM – instant messaging is something that can come in handy during a Web conference session. If a participant needs to communicate directly with another attendee or the presenter without including others, sending an instant message allows a note to be sent without visibly interrupting the conference.
Shared Desktop – how effective would all of your meeting be if you could allow the attendees to not only see your desktop computer, but also move around within the applications? Web conferencing is much more effective when all attendees have total access to desktop applications.
Telepresence – this term is often used to refer to top-tier conferencing systems available from such providers as Cisco Systems. For the small business or nonprofit, such systems are more than is necessary to conduct effective Web conference sessions. As for the meaning of this term, it simply means you are able to project your presence through telecommunications technologies without physically being in another location.
Webcams – there are few surprises with webcams as they serve exactly the purpose for which they were named. A webcam is either a separate peripheral that is placed on top of a computer monitor or it could also be built directly into the monitor. Either way, it is used to transfer captured visuals to an application on the computer or over the Internet.
Don’t Forget Security
One of the main questions that can arise when considering Web conferencing solutions is whether or not you are putting your company at risk. In truth, any online activity presents certain risk to the organization, demanding that you have specific protections in place. Keep in mind that when you add new software or platforms to your network, it creates new risks. As a result, you must make the necessary changes to your firewall and virus protection to keep the system healthy.
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.
