Web conferencing makes business life easier. With the web conferencing technology, business cut their travel costs and other logistics expenditure by cutting down face-to-face meetings and replacing it with web-based conferences. Web conferencing enables people physically and geographically separated to conduct meetings, presentations, consultations and collaborations.

There are numerous web conferencing vendors in the market nowadays offering new features and services. Here are some of the common features of web conference programs:

? Web conferencing programs use common applications like Microsoft Word, PowerPoint and Adobe Flash Player to create graphic presentations with enhanced audio and video streaming. For PowerPoint presentation sharing, the presentation is compressed in the presenter?s computer and then sent to the server. The server then sends it to all the participants, caching it in the presenter?s computer. This allows the presenter to change the presentation slides.

? File sharing, document and application sharing allows the presenter to share a selected document with the participants. Documents or files created in Word, Excel, layouts in graphics program can be shared. File sharing is the same as the PowerPoint presentation sharing.

? Web page viewing allows the presenter and the participants to launch a browser and make it visible to everyone. Web page viewing is mainly used to check a competitor?s website, testing of the new website with technical and creative teams, and conducting software product tours.

? The moderator can also hand off the control of the flow of the discussion. One of the participants may run the meeting.

? Desktop sharing is also another great feature of web conferencing. Desktop or screen sharing allows the presenter to display everything that?s on his computer screen to be seen by the participants in real time. The presenter can also allow his desktop to be controlled by any of the other participants.

? Whiteboard encourages brainstorming and other on-the-spot creative process. With this feature, web conferencing provides text and drawing capability. Participants can illustrate or outline projects or ideas in the whiteboard.

? Most web conferencing providers have a window dedicated in viewing the roster of attendees of the conference.

? There are also backup systems. In case the first server fails, the conference is seamlessly moved to a second server. All the meeting materials are stored so that the important data will not be lost.

? Recording allows online archiving of the actual meeting. This is a reliable source or point of reference. Only the moderator determines who are allowed to access the recording after the conference.

? Instant messaging is also an important communication feature offered by web conferencing vendors.

? Aside from text chat or instant messaging, audio communication is in the form of VoIP (Voice over Internet Protocol). This allows users to make telephone calls over the world wide web.

? For the security of the conference, web conference providers are using Secure Sockets Layer for full meeting security. Meeting attendees require a conference security code to access both live conferences and recorded meetings.

Web conference service providers are promoting different kinds of feature for their conference products. Knowing the right web conferencing program to use would rely on the objective for using this kind of program. Once the need and the ability are drawn, then the solution will be easier to find.

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Web conferencing is starting to replace fact-to-face meetings. Web conference aims to make employees more productive at the same provide significant improvement on how the company runs.

There are several things to remember to ensure that web conferencing was done or conducted effectively and is a success. Preparation is important for a successful web conference. According to Resource Center, it is never to early to prepare for the conference. A month before the web conference, it is important to determine if it is indeed necessary and design who will be participating in the conference and rough outline of the topic to be discussed.

Two to three weeks before the scheduled conference, invitations to the participants should already be sent out. A week before the conference will just be for polishing of the details planned couple of weeks earlier.

A week before the actual date of the conference, it is important to conduct a dry-run or trial run. This would help or eliminate any possibility of technical issues.

Check the participants? bandwidth. It is important to know if anybody from the participants would have any problem about the video or audio. It there is somebody from the group whose bandwidth is not enough to support the conference, then advice the group member to call and coordinate with their internet service provider.

Testing the equipment before the conference is very important. Check the web cameras if they are working properly with the web conferencing programs. Also, check the sound system. See if the microphones are giving out feedbacks that may deafen the other participants. Make sure that all the attendees have the right tools needed for the conference.

Aside from the web cams and sound system, also check for the camera angles. It is important, and professional, that your whole head will be shown in the camera, not just the neck or the top of the head. Also double check the lighting on the camera. If telephone is needed in the web conference, using headsets is more effective than the phone.

Also test the software you are going to use in the presentation. There are test or free trials of the software available. Try using these software to be familiar with its features and food.

If the person involved in the meeting is located in a different country, it is important to double- check the time zone. Also try to use more muted colors like blue or gray. Bright colors and patterned clothing doe not really match with transmission.

Using clear and thorough instructions can also help the participants to have an enjoyable session. Since web conferences come with lots of features, it is important to use the feature that will enhance the quality of the presentation or demonstration. Familiarize yourself with the features before the meeting.

To use time efficiently, set an agenda. Agenda setting will help the moderator and the participant?s to know the expectations from the conference and address those expectations. Agenda setting is a great way of managing time. Starting and ending the meeting on time is also a way of valuing time.

The day after the conference, send out thank you notes to the participants who have attended the session. A week after the conference, ask the participants to provide any feedback to improve the flow and the conference itself. Through this, we can ensure that the participants had the greatest web conferencing experience.

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