Web Conferencing Solutions

High-tech web conferencing solutions enable businesses to make the most of long distance online meetings without breaking the bank. You know the scenario: an overseas meeting is scheduled, but international time zones and expensive overseas calls are a real concern. Languages may not be a barrier, but budgeting for what could easily turn into hours of long distance negotiating presents a formidable challenge. Diplomacy dictates that each party exercise patience, but cost concerns may infringe on the ability to effectively present proposals and visuals within a limited time frame. But, web conference solutions help alleviate the pressure placed on participants to hurriedly complete long distance and overseas meetings because of budget concerns.

Streaming audio and video, podcasts, Internet telephony, instant messaging, and internet fax email are revolutionizing the way individuals and corporations communicate. Providers of web conferencing solutions utilize a "virtual" cornucopia of internet-based communications options to enable small and large corporations to compete on a global scale in a cyberspace marketplace. High-tech digital advances have provided a more excellent way for businesses to become more profitable. Likewise, over two thousand years ago, God established a more excellent way for the redemption of mankind in the person of His Son, Jesus Christ. "Blessed be the God and Father of our Lord Jesus Christ, who hath blessed us with all spiritual blessings in heavenly places in Christ . . . In whom we have redemption through His blood, the forgiveness of sins, according to the riches of His grace;" (Ephesians 1:3 and 7).

Video and audio web conferencing is fast becoming the norm for corporations who have offshore holdings or international connections, or simply want to conduct staff meetings, sales training sessions, or shareholder conferences with multiple participants in remote locations. Small and large corporations or internet entrepreneurs and online educational institutions utilize high-tech web cameras, microphones, and speakers to set up web-based meetings that can be broadcast all over the world. Instead of participants spending roundtrip airfare, hotel accommodations, and car rentals to attend seminars, training sessions, and sales meetings; attendees are invited via email or instant messaging to join prescheduled online conferences. Meeting attendees simply log on to a specific IP address, provider server, or corporate website and use an issued password to bypass firewalls. Real-time Internet conferences begin when each attendee has logged on and meeting organizers begin video and audio web conferencing broadcasts from a home office or central location.

Meeting organizers also have the option of using web conferencing solutions to videotape sessions, which can be downloaded and played on demand for those who cannot attend online. Corporations can tape live product demonstrations, marketing meetings, and motivational presentations, which employees and sales teams can download on demand at a later date or during onsite seminars. Team members and workgroups in remote locations from coast to coast and country to country can easily assemble online to collaborate on special projects or for brainstorming sessions. Web-based schools frequently use visual and audio web conferencing to provide offsite instruction to distance learning students. Instructors place web cameras in the classroom to offer students in remote locations a chance to interact with classmates. Students can participate in online chats to discuss pertinent points or share in question and answer sessions. Combined with Internet telephony, email, and instant messaging, online classes offer a fully integrated telecommunications package for offsite and home-bound students.

During an online meeting, attendees can easily participate verbally or visually through web cameras installed at a desktop or mounted at a workstation. Headset or ear bud microphones enable attendees to hear and be heard by others. Participants who choose not to interact during real-time conferences may respond via instant messaging or Internet fax email. Audio web conferencing solutions also enable participants to join in via email invitation and can be conducted without video. The beauty of audio conferencing is its versatility. Once calls are scheduled, participants can connect via Voice over Internet Protocol, toll-free domestic and foreign calling, or Internet telephony utilizing issued conference numbers. Audio-only meetings can be scheduled from any landline or mobile phone. Recipients can also listen to streaming audio broadcasts transmitted to a home or office PC while viewing on screen real-time or on-demand instructional or informational videos. Hardware requirements are a minimal: an on-board PC sound card, speakers, and headset.

Many web conferencing solutions providers limit meetings to an average of 150 participants at a time for a maximum of six hours and require attendees to log onto an IP address with access codes to bypass firewalls. However, some web conference solutions software enables organizers to invite an almost unlimited number of global participants. Internet meetings can be conducted from branded conference sites with attendee access via links embedded in emails or instant messages. The key to a successful Internet meeting is proper planning; but the process is simple. Organizers register with Internet providers or download software to establish virtual conference rooms. Attendee schedules and time zones are verified and invitations sent out via email, along with login instructions, passwords, or links. Attendees are also e-mailed agendas, contracts, and other pertinent data prior to conference participation, so that online discussions are kept to a minimum.

Prior to airing, organizers should set the stage for a professional meeting. Preparing a live webcast is similar to televised broadcasting. Focus and adjust web cams to visually frame speakers, similar to positioning televised news anchors. To avoid garish facial shadows, soften artificial or natural lighting directed onto the speaker's face rather than from behind. Adjust microphones and headsets to fit comfortably without obscuring facial features. Once the stage is set, organizers should take a test run before inviting attendees online. It doesn't hurt to plan and write a loosely outlined script to guide participants through the visual and audio web conferencing experience. Planning in advance ensures a more productive Internet-based meeting.

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