Web conferencing explained
Web conferencing solutions are widely available on the internet. While WebEx and Microsoft Live Meeting 2005 are the two most popular web conferencing packages available - between them they hold 75 percent of the market - in the past year a number of less cumbersome, simpler solutions have come on to the market. These solutions are proving especially popular among smaller firms, according to Roland Steinmetz, managing director of Cork-based web conferencing provider Shared Visions.
Web conferencing solutions can be purchased on either a subscription or "on-demand" basis. On-demand pricing is calculated on a per-minute basis, with the average price being between EUR0.20 and EUR0.30 per minute.
To begin using web conferencing, users are provided with a username and password and details for accessing the service. In order to invite participants to take part in a web meeting, the user simply issues an email invite, complete with a unique meeting URL and a password. Intended participants then paste the URL into a web browser and input their password.
Why web conferencing?
Though it shares many of the benefits of video conferencing, web conferencing goes a step or two beyond video conferencing in terms of interactivity and convenience. In the past 10 years or so, video conferencing has been a staple of large organisations, who kept the video unit in the boardroom, with managers using it occasionally to host important meetings.
Web conferencing, on the other hand, is much more flexible and is accessible to all employees. "Essentially, web conferencing can be used anywhere and by anyone who has an internet connection and a PC, making it both portable and convenient," explains Steinmetz. As a business tool, web conferencing has a range of uses, including
- helping teams work together efficiently, even if based at different locations around the country, or abroad;
- enabling managers and directors in different offices to save time by cutting back on the need to travel to regular meetings;
- facilitating negotiations between companies and their suppliers or clients, regardless of their location.
Making an impact
The benefits of online collaboration tools such as web conferencing are many; they include increased efficiency, a reduction in travel costs, a boost in productivity and improved communications.
In addition, Steinmetz reckons that companies can really make an impact with web conferencing. He says it's not just being able to see the person you are talking to that is important, although that is a factor. "You can also share Power Point presentations and Word documents and allow participants to make changes [in real time] to specific documents."
This type of functionality and live "sharing" means that participants in a web conference will take a lot more away from a meeting, according to Steinmetz. Other features included in a basic web conferencing package are text and audio chat functionality, as well as the ability to conduct interactive polls, which enable conference participants to provide live feedback during online meetings.
Natural progression
Steinmetz says that the use of online collaboration tools such as web conferencing or wikis is a natural progression for small companies who want to make the most of the internet and what it offers. "Firms who access the internet, use email and have developed a company website are already progressing towards using online collaboration tools," he says. "Tools such as these are out there and firms should be using them to their advantage."
Though web conferencing is almost standard among US businesses, it is taking longer to catch on in Europe and Ireland. Increasingly, however, small companies are discovering that using web conferencing can provide a competitive advantage when dealing with large multinationals or other companies who already use web conferencing facilities.
"Soon enough it may become a pre-requisite for smaller firms to communicate with their larger suppliers or clients through web conferencing," reckons Steinmetz.
What's a wiki?
Another online collaboration tool that is gaining popularity among business users is the wiki. Wikis are pieces of server software that allow users to create and edit web page content using any web browser. In a business environment, a sales team, based in different locations, can work together online to fine-tune a client presentation, for example. Using a wiki, the presentation can be uploaded to a web page and members of the team can make additions or changes to the document in real-time, from separate locations.
There are two kinds of wiki on the market - open source and commercial. Leading the charge of enterprise wiki solutions are Atlassian, JotSpot, and Socialtext, while Tikiwiki, Twiki and Zwiki are all open source wikis. Wikis are proving particularly popular among small businesses due to their affordability and ease of implementation.
Good communication is often the most important tool for any company, and in this fast-moving working environment, being able to collaborate with key members of staff wherever they may be is crucial to maintaining a competitive edge.
Useful links
Web conferencing:
Open source wikis:
Commercial wikis: