Wednesday, September 22, 2021

Basic Features Of A Web Conferencing Tool

Basic Features Of A Web Conferencing Tool

Web-conferencing is an internet-based service that allows businesses to hold live meetings, webinars, conferences, presentations, and training sessions online.

This technology was a part of the pre-pandemic corporate world too. But in the current scenario where we are being forced to work from remote locations, a web conferencing solution is no longer an exciting addition to your organization’s infrastructure. Instead, it has now become an undeniable necessity.Also read:Top 5 Reasons Why Schools Should Get Fiber-optic Internet

Teams can now operate thousands of miles away but collaborate as if they were in the next room. Thanks to web conferencing tools. Thus, an increasing number of businesses are turning to these tools to boost their team’s efficiency and enable better sharing and collaboration.

As a result, there are many web conferencing tools, like Adobe Connect, available in the market today. Each of these tools has a different set of features and pricing structures. For example, the Adobe Connect pricing can be based on a one-time purchased license whereas BigMaker pricing is subscription-based. Similarly, the features of these tools can also vary greatly.

However, there are certain basic features that should be available in all web conferencing tools. Here is a list of some of them:

  1. High-quality audio and video

The main objective of using a web conferencing software/tool is to connect face-to-face with your team members situated far away from you. Thus, the quality of audio and video is very important. A lagging video or crackling audio will not only disrupt the free flow of information but also leave a bad impression on outsiders/experts participating in your event.

Therefore, in addition to good quality hardware components like webcam, microphones, etc, your web conferencing tool should also contribute to improving the overall experience. This can be achieved by employing features such as noise cancellation, auto-mute option or special settings for low-bandwidth users.

  1. Recording the meeting

Even after sharing the dates of the meeting months ago, it is possible that some of your employees may not be able to participate. This can be due to a family emergency, work deadlines or sometimes even due to poor internet connection. In such a situation, it is your responsibility to ensure that absent employees do not miss out on important training or discussion. Therefore, your web conferencing tool should also allow you to record the live meeting and share it with others later. This will also come in handy if you want to review your meetings later or create presentations based on them. 

However, while reviewing the recording features of your web conferencing tool, make sure to check its storage capacity as well. If your team will use this feature frequently, look for providers that offer additional storage, even if it comes with some extra cost.

  1. Chat Box

Depending on the size of your organization, the number of participants in your meeting can be anywhere from 2 to 1000 or even more. Thus, it is not possible for every one of them to speak up during the meeting and share their opinions or problems. Therefore, your web conferencing tool should have a chat box or any other internal messaging option to allow participants to interact without interrupting the speaker. This chatbox can be used by participants to share their doubts, questions or opinions. On the other hand, the speaker or trainer can use this chatbox to share the instructions, study material, useful links etc.

  1. Screen Sharing

It is scientifically proven that visual learning is more effective than auditory learning. This means that we can better understand things when we can see them as compared to just listening to them. Thus, your web conferencing tools must allow participants to share their screen and present charts, graphs, images, PPTs, etc. Screen share options enable the user to share whatever is displaying on their screen with all other participants in the meeting. This makes giving presentations using slides or training employees on how to use a certain portal, software, etc more effective and easy.

Conclusion

So these are some of the basic features that every web conferencing tool should have. We hope that this article helps you in making the right choice and you get the tool that best serves your organizational needs.

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