The term “web conferencing” can be a set of features, a type of activity and a type of software. But basically, web conferencing refers to anything that falls under corroborative conference that happens online between two or more people in different locations. It doesn’t matter whether they are within a building or worlds apart as long as they are conducting their meeting through the internet.
Web conferencing can use audio, video, text or combination. It can happen in real time or in an asynchronous environment, depending on the system the attendees use.
But web conferencing is not just a process of communicating by simply sending and receiving information while seeing the person you are talking to. What make this system special are the features that it has.
A web conferencing system may have some or all or the following features:
White boards are just like the white boards in a typical office conference room. White boards can be set up in a way where participants can see your notes in real time or in a way where anyone can actively participate, add notes or make changes on the board.
Desktop Sharing allows other user to connect to your computer and check your system for any problem. This is a common feature that is used by computer system specialists and technicians.
Text Messaging is basically the same with the usual text messaging feature. You can send and receive questions and answers in real time. Messages can be limited between 2 persons or can be shared to the group. Text messaging may substitute audio conferencing if the latter is impractical.
Scheduling programs make web conferencing easy by aiding the user to send alerts to other participants about the meeting and synchronize or make changes on the group’s web conference calendar.
PowerPoint Presentations (Windows) and Keynote (Mac) can be used to present, in real time, to your web conference group for added impact.
Co-browsing allows 2 or more users to browse one website simultaneously. This is a very helpful costumer service tool as it enables the seller to walk a client through details of the product on the website. This is much similar to a costumer representative assisting you when you walked into a shop or a store.
File sharing capability is not exactly similar to sending and receiving files through email. This feature gives the group the capacity to upload files on a shared workspace that can be retrieved by other authorized participants.
Private meeting room on designated URL can be used to conduct meeting without requiring all participants to download or purchase particular software. All they need to do is to enter a specific URL to join the conference. While security has become a major issue when using URL, web conferencing system vendors have some security measures to their software to make it more private and keep unauthorized user from reading your files.
Record, store and play allow attendees to record the entire conference and play it back later. These features also benefit those who were not able to attend the meeting.
Surveying can be used if the meeting relies on feedbacks from the participants. Surveying allows recording and easily tabulation of different responses.
With the basic audio and video features, web conferencing mixes with any of these elements to make meetings more realistic – the feeling that you are “actually there” where you can see, hear and exchange notes with other attendees.
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