Conferencing | Web Conferencing | Conference Call | WhichConferencing.com

What to look for in a conferencing provider

With the increase in demand for video conferencing in business organizations, conferencing services are mushrooming at a faster pace. As a result, there is a surge in web conferencing software and services. With a plethora of conference provider wooing their customers, it is hard to choose which service provider will fit the bill. Each one claims they are second to none, and have all the features you need to give your business a competitive edge. And to a degree, they are all correct?indeed, conferencing has become an essential component of successful business. It has become a given that you will need some type of conferencing service; the question is only the degree of service you require. Beware of hidden costs buried in the contract, and pay special attention to quality guarantees and service level agreements.

Availability of Support Services

The first and foremost step in selecting a web video conferencing service is the availability of support services from your web conferencing service provider. Check whether they will be able to provide you with an immediate response if you are on a conference call and need assistance. The average wait time before being connected to a tech support agent is also vital to know.

Services offered

Before selecting a provider, make a list of what services you expect, and then meticulously check your web video conferencing services provider to determine the extent of the services they offer. The number of allowed participants is a vital consideration. If you routinely invite over 1,000 participants to a web conference, you may be limited in your options. Find out how many participants can be accommodated. Also, is there a requirement to install separate software to provide for basic connectivity, or to access additional features offered by the web conferencing software?

Scalability is also an important consideration. Your business may grow over time, as will your needs for conferencing. Will the provider be able to meet your additional requirements with ease, without having to experience any undue wait time or additional burdensome costs?

Other desirable features may include the ability to have multiple presenters, or to conduct real-time polls and surveys. Online chat sessions with break-away private chat capability is also commonly offered; while other features that may prove useful include document presentations, browser sharing, record and playback features, desktop remote control, and use of a 3D viewer. The latter is particularly useful in a manufacturing environment, as it can afford participants to view a 3D model and view it from any angle.

Live Call controls

Before contracting with a web video conferencing service, make sure you have live call controls. It is common for providers to overbook their systems. Ask your provider whether all participants will be able to access the calls, and whether conference bridge capacity will be maintained. There should be at least 50 percent capacity in this regard. Another consideration is the inevitable no-show to a conference, particularly in larger groups; if you are being charged by participant, determine whether your provider will charge for the no-show. You should also have available full reporting features with granular details of each conference.

Web conferencing software contains moderator controls for handling the conference. Question your web video conferencing service provider as to whether you will be able to visually track participants using these live call controls. This a vital feature of video conferencing which will add security measures and help you in resolving issues fast.

Operating system platform

Question your web video conferencing services provider about the operating system platform their web conferencing software will use, especially when you intend to administer conferencing from an existing web server. Most will offer support for Unix or Windows servers, but few will support both; fewer providers support the Macintosh server platform.

Compatibility issues

The need for compatibility crops up when access to the conferencing system is not made via the web, but over a proprietary connection. Some web conferencing products, such as Caucus or YAPP, support a text-only telnet connection, and WebNotes discussions can be retrieved through a proprietary Windows-based client. Lotus Notes also has other proprietary clients for different platforms. Clarify all these issues with your web video conferencing services provider.

Compare Prices

As most web video conferencing services providers uses the same web conferencing software and equipment from the same manufacturer, the pricing structure offered should be similar for equivalent services.

Browser Support

Several web video conferencing services offer conferencing systems which are based on advanced HTML extensions like frames and JavaScript. A few systems however, require special browser add-ons which each participant will have to load ahead of time. Clarify whether it will be possible for all attendees to access your conferencing system without these add-ons.

All inclusive features

Many web video conferencing providers offer a wide selection of features as part of the basic service, including download capability, playback recording, security options, operator services, and 800 planning. Price comparisons can be tricky because of these features, as some providers may include them as part of the base price, while others may offer an a la carte menu.

Opting for VOIP

Voice over Internet Protocol (VoIP) is being used by almost all web video conferencing services providers. This technology makes use of internet to transmit the voice component of your conferences. However, some conferences prefer to simply make use of standard phone service separate from the conference for quality purposes. Nonetheless, the option of VoIP affords the user another option that can save money, especially if the conference is international.