With the proliferation of VoIP technology to generate web conference calling services, the latest conference calling technology news is encouraging for budget maintenance, reducing travel costs, and gathering the right information at the right time to make informed decisions. Web conferencing combines the best elements of face-to-face meetings with audio teleconferencing, which makes the conference experience better because of the web conferencing tools designed to enhance the quality and productivity of the meeting.

For example, during a web conference, data is transmitted via the Internet to the participants' computers, and this data sharing lends itself to stronger collaborative sessions. Small businesses need to maximize their workforce in order to gain the most return for their dollar and by using web conferencing services, their bottom line and competitive edge should improve.

What is web conferencing?

Web conferencing is a solution that brings people together from multiple locations to share information in an interactive environment with other users over the Internet. All that is needed is a computer, a web conferencing solution, a phone line, and an Internet connection (a high-speed cable connection is preferred). The web-based software allows conference participants to enter a virtual meeting room after they have downloaded that software onto their own computers. Add-ons include webcams and headsets for better sound quality.

During these web conferences, ideas are generated through shared applications, such as polling and interactive whiteboards, and real-time VoIP (Voice over IP) technology is used to accompany the presentations with audio that is sometimes streamed over the Internet during the conference. Web conferencing also includes the ability to display and interpret PowerPoint slides and documents, to send text messages, and to hold 3-D meetings. Through 3D technology, work teams can share data and collaborate on projects in real-time while bridging their distances and increasing their comprehension of the presentation material. As a result, conference participants can more easily use applications, such as spreadsheets and databases, and communicate through VoIP technology and through streaming video.

How does a small business get started in web conferencing?

First, small business owners need to consider the pros and cons of using a web conferencing hosted service or an in-house software solution. A hosted service is less expensive, but the small company gives up some control and so must ensure that the provider is using proper security techniques, such as SSL encryption. On the other hand, using an in-house software solution gives the small business more control of the technology and the ability to customize their web-based conferencing solution to fit their growing needs.

Small businesses should weigh how long it will take their associates to learn the new technology, versus how much it will cost, versus how much it will save the company in the long term. Usually after some research, small businesses will determine that web conferencing can be the right choice for presenting marketing material, for conducting sales meetings, and for webinars to demonstrate products and services. Since web conferencing involves the more powerful visual element over simple audio conferencing, this technology gives presentations an extra punch through online collaboration and allows the conference participants to get more out of their time spent in the meetings.

Web conferencing features

With web conferencing, the conference facilitator can share applications from his or her desktop with the participants, can show PowerPoint presentations, can share screens, and can use interactive whiteboards. On the participant end, live chat is available, as are polling and Q&A functions. A small business owner would be wise to choose a web-based conferencing solution that offers online archiving to help guide future presentations and meetings, as well as one that offers a monitoring service that lists conference participants against the master roster.

Test before you buy

Above all, small businesses need to find a web conferencing solution that meets their application and user needs. To do so, they need to test out the different web conferencing packages on the market through the free 30-day trials these companies offer. An ideal web conferencing solutions should provide a strong support for the small business, should provide flexibility in its pricing for adding more conference participants as the business needs it, and it should not lock the small business into a restrictive pricing contract. Most importantly, the chosen web conferencing solution needs to have the capacity for system upgrades and add-ons as the small business grows.