Web conferencing is increasingly popular as organizations look for ways to save on costs. This is an efficient and effective way to communicate since you can do it whenever you want from anywhere in the world and it eliminates the need for traveling and saves on valuable time. With the increased popularity in this communication method, it is not surprising that there are several vendors selling the relevant software. It is important that you understand the qualities of a good software program as this will help you make an informed choice.
A good Web conferencing software program is one that allows for unlimited usage. Once you pay the annual or monthly subscription fee agreed on, you should be able to host unlimited meetings around the clock. This is important because you will then be able to hold meetings when it is most convenient to you.
Go for a software program that has sharable licenses. When you buy the software, you should be able to install it in all the machines that will be involved in your Web conferences without an additional fee. The best software programs today allow for up to 15 attendees.
There should be real-time screen sharing. This is important because the moderator will be able to share such information as the agenda of the meeting on the screens of the attendees. This facilitates real-time collaboration.
It should be possible to do file transfer between the different attendees and the moderator. This should be possible irrespective of the size or type of the file.
It is often necessary to print out different documents during the course of the meeting. The Web conferencing software should allow the moderator to print out documents on the attendees' printers during meetings, training, and seminars. There should also be drawing tools in case illustrations are needed in the course of the meeting.
With today's technology (VoIP), it is possible to send audio chat and text simultaneously. Doing so helps your meeting tremendously because people will be able to use the method that is most efficient to communicate. As an example, shy people could text in if they do not want to talk over the chat feature.
The software should allow the moderator to control the access rights of the different attendees. This is an important safety feature. There should be statistics/administrative tools to help you perform such tasks as schedule group meetings, re-start adjourned meetings, and generate reports.
The Web based video conferencing software should be competitively priced, but note as the old adage goes; “cheap is expensive”. There should be regular updates.