In the search for a suitable web conferencing solution, the first question is: What will the tool be used for? In principle, tools are distinguished by two key factors: the number of participants they support, and the functions available for online meetings.
A traditional model is the one-to-one scenario, which is commonly employed to provide user support on software issues. At the other end of the spectrum, there are virtual conferences or trainings with large audiences, such as customer conventions, road shows, or webinars. For these scenarios, functions such as effective invitation management, integrated mute functions, and superimposed surveys and results are key. Between these two extremes, there are online meetings where smaller project teams work together from different locations spontaneously yet effectively – e.g. to discuss project plans or edit documents.
Small teams of two to ten, or even twenty people have different requirements when it comes to web-conference solutions: Setting up an online meeting should be quick and easy so it can be initiated ad hoc to accompany a phone call. In this case, it must be determined whether a tool enables users to start web conferences without prior invitation. Or whether a solution automatically generates email invitations that can be sent and read using common email clients. It is also crucial that new participants can be invited to a conference that is already under way – whether per email, URL, or by providing an access code for a conference call.
During meetings, any features that enable flexible, media-rich communications between all participants are important as e.g. the ability to switch between views of various users’ desktops, or to highlight or mark up content on the desktop currently being shown. Depending on the purpose of the conference, it may also be necessary to determine whether and how documents can be edited by multiple users at once. Chat functions facilitate communications between individual guests and the recording of web conferences is also useful if the interaction needs to be documented.
There are many good web conferencing solutions on the market which give you the opportunity to find the perfect fit for your company’s specific requirements. You will find details to the best tools in our ranking.