Choosing Best Web Conferencing Product For Your Needs

What do you look for in a Web conferencing vendor? Here are a few suggestions:

• Select a pricing model. Web conferencing typically is priced either on a software-user license basis or per minute. Usage levels should determine which model is best for you. The crossover point from a minute-based service to a software-license purchase hovers at roughly 2,000 users over the course of a year. It's best to start with minute-priced service before committing to a license.

• Make sure it's easy to use. Do not simply rely upon demo movies and brochures. Ask the vendor if free trials are available. Is the service easy to set up and use? Can presentations be uploaded in real time or must they be sent via e-mail to the vendor for uploading onto a server? Ensure that a voluminous manual isn't required to conduct a simple presentation.

• Get the features you need. Some Web conferencing services only support online presentations, while others offer full-feature packages that include polling, chat, application-sharing, white boarding and group Web surfing. Do you seek the ability to archive the event for playback? Make sure the product meets your needs.

• Consider security requirements. Depending on the audience and the information being shared, security might be a concern. Security issues determine whether to use the service on a hosted basis or to install the software internally. Most products are secure enough and do not store the meeting's data any place except on the presenter's hard drive. Participants simply view a graphical representation of the data through the Internet. The service should provide password authorization, basic encryption, and the ability to lock and unlock meetings.

Web conferencing technology is not a panacea and is not meant to replace all business travel. However, it can certainly supplement travel in many cases.