How Does Web Conferencing Work?
How Does Web Conferencing Work?
Web conferencing lets two or more participants engage in a virtual meeting via the internet. These participants can be located within the same office or building or even on the opposite side of the world, getting together to discuss, exchange and share ideas & resources. Quality web conferencing software contains a variety of features including data and audio transfer, among other things.
Some of the tools and features that you may be able to make use of during a web meeting include:
File Sharing
File sharing is an important feature of web conferencing. By using file sharing a participant can share his or her workstation with all the other participants, letting them view those files. File sharing lets you pass control of the desktop to someone else, letting them access files and provide input even if they’re in a remote location.
White Board
White boards are the virtual version of a boardroom dry-erase board that enables learners in a virtual classroom to view what an instructor, presenter, or other participant writes or draws. Everyone in the virtual meeting will be able to see it.
Co-browsing the Internet
This feature is very useful as a tool for customer service, for example allowing clients to browse a corporate website along with customer support people. It can be a useful function for sales presentation and product education, among other things.
Surveys and Polls
This feature can be useful to measure opinions and feedback. The surveys can be correlated and archived for future reference.
SMS messaging
Apart from audio and video, web conferences may also allow for SMS text messaging.
Slide presentations
This tool allows viewing visual demonstrations and may even be customized as a downloadable resource for future need.
Playback
The playback feature contains the meetings archive and may be valuable for those who missed all or part of the metting; or as tool for review or reference.
All these features can combine to bring your participants together in one conference happening in realtime.
Because virtual meetings take place on the Internet, security issues can arise. That’s why a moderator or host is necessary when hosting conferences, to ensure that participants of the meeting are given their privacy, with the moderator providing their login name and passwords. The moderator or conference host can also monitor participants entering and leaving the virtual meeting room.
A Simple Process
Depending on the software used, the service host and the conference moderator, a sucessful meeting can occur.
Below is a simple idea of how web conferencing works:
1) The conference host gathers all files and documents needed for the meeting.
2) The conference host provides the date and time of the online conference, using email invites.
3) The invitees can either accept or reject the invitation. If they accept, they can program their calendar as a reminder.
4) The conference host will verify that the application is working efficiently before the meeting starts.
5) Participants will be sent invites with the URL link and the security code to be able to enter the virtual conference room.
6) When participants enter the virtual conference room, a buzz or tone signifies their entry.
7) The conference then begins online, with participants utilizing the various services like: audio, video, voice chat, and file sharing, among others.
When the meeting is over, the participants log off the conference.
Leave a Reply