What is Web Conferencing: Basic FAQs

  

  

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Web conferencing is a service involving a virtual online meeting between two or more participants.  It works by providing a way for attendees to view the same information on individual screens or workstations while discussing a topic. Participants may be within the same building or on the other side of the world. It is a software-based service that relies on private IP networks for communication.

Getting Started

Setting up a web conference is quick and simple. One person must moderate the meeting by gathering all necessary files and documents beforehand. These documents can be distributed electronically before the meeting or afterwards if the moderator chooses.

Inviting Attendees

The moderator will email participants with the scheduled date and time in an email invitation that may include instructions for registering with the conferencing service. Some services do not require registration. Instead, they offer an access code to be used at the time of the meeting. The email will also provide a URL link where attendees can join the meeting at the appropriate time. Invitees can accept or reject the invitation. Many email programs also allow the attendee to schedule the meeting automatically on his or her calendar.

Setting Up

It is a good idea for the moderator to check the web conferencing software approximately 15 minutes before the meeting to be sure it is functioning properly. When the meeting is up and running, the moderator will hear a buzz or bell when other participants enter the virtual conference room.
The moderator does not need to wait for everyone to arrive because the meeting can be played back at any time. The meeting can begin on time, making use of features that help attendees share and understand information. Various services like instant messaging, audio, video, virtual whiteboards and desktop sharing allow the moderator to direct the meeting the same way he or she would with a slide show and pointer. Virtual meetings are more flexible that traditional meetings, because the moderator has access to all applications on his computer, not just the information prepared in a slideshow.

Conclusion

At the end of the meeting, attendees simply log off. They can play back the meeting anytime they choose because the data is stored on the IP network. Anyone who missed the meeting can simply take a moment to view the recording and catch up to speed quickly on the information presented.

All these features make web conferencing a smart way to hold meetings, even when attendees work in the same building. Not only does it allow more features than a traditional conference, the playback option makes the meeting more useful to more businesspeople within the organization.  For a free $30.00 trial for web conferencing services visit FlyConferencing.com.