Web Conferencing

Web conferencing, by definition, provides the ability to globally host conferences in remote locations, better known as webinars. This function originated from real-time chat facilities in the late 1980s, web-based/instant messaging software in the mid-1990, and eventually the introduction of the first web conferencing software from Starlight Networks late-1990s.

Web conferencing has enabled global real-time face to face communication. 

Technologically speaking, this is enabled through TCP/IP connections, which enables “real-time point-to-point communications” and “multicast communications” from a sender to specified recipients via three forms of communication: text messages, voice, and video. This technology is particularly convenient among businesses given its ability to support meetings, lectures, and presentations to any individual with a computer. 

Today, there are a multitude of proprietary softwares available via hard copy and download to provide a complete web conferencing solution. Users are able to determine and customize access and events based upon features provided with the purchased software. Access refers to whether participants are limited to a single individual, or perhaps a group of individuals, and features pertain to integration with a calendar, email application, polls, slide show presentations, streaming video, web tours, whiteboards, text chat, screen sharing, video conferencing, and a number of other options. 

Presently, many Fortune 500 companies license softwares to host secure webinars across functions, departments, and divisions. For example, Deloitte utilizes Cisco WebEx Meeting to host virtual monthly town hall meetings with thousands in attendance. Overall, the ability for corporations to host and broadcast meetings online has brought greater convenience and efficiency in communication. 

The most popular of these web conferencing options are Watchitoo, Cisco WebEx Meeting, and Microsoft Office Live Meeting. Let us compare their technical specifications: 

1. Watchitoo

Software needed: Web-based; no downloads

Invitation tools: Internal email invitations; multiple embed locations

Collaboration tools: Screen sharing; up to 25 presenters; text chat; questions; Twitter/Facebook posting; videoconferencing; video editing, whiteboard

Recording: Yes

Polling/Surveys: Arriving soon 

Pricing: Free for up to 5 people; up to 25 people for $39/month plan; up to 50 people for $49/month plan with a larger storage capacity 

2. Cisco WebEx Meeting

Software needed: No downloads; runs on any Internet server/mobile device

Invitation tools: Meeting invitations; automated phone call; text message; email from local client/instant message

Collaboration tools: Screen sharing via desktop/applications; multiple presenters; annotating tools; text chat; teleconferencing; VoIP; mobile access for smartphones; videoconferencing

Recording: Yes

Polling/Surveys: Yes

Pricing: $49/month or $468/year per host 

3. Microsoft Office Live Meeting 

Software required: No downloads; supports instant Web conferencing for any Windows, Mac or Linux operating system 

Invitation tools: Linked into Microsoft Outlook as an add-in; provide a Meet Now button; can invite via IM

Collaboration tools: Screen sharing via desktop/applications; multiple presenters; annotating tools; text chat; teleconferencing; VoIP; videoconferencing

Recording: Yes

Polling/Surveys: Yes

Pricing: up to 250 participants per meeting at $4.50/month per user; Professional Edition users, up to 1,250 participants per meeting at $16/month per user 

Open software is also available, with a range of them developed for both corporate and generic uses. These types of softwares are often utilized by smaller companies or groups who either prefer low-cost options or may simply not need the resources tagged along with proprietary software. These options typically are suitable for low key forms of communication, particularly when looking to connect with an individual difficult to reach face-to-face. 

The favorites among open source web conferencing softwares are AnyMeeting (previously known as Freebinar), Vyew, and Mikogo. Let us compare their technical capabilities: 

1. AnyMeeting

Ad-based, but not intrusive for the hosts/attendees. Allows for meetings up to 200 people, with functions, such as screen sharing, VoIP, phone conferencing, meeting recording, follow up functionality. Web-based, so small download is only needed for screen sharing plugin.

2. Vyew

Contains features-rich web conferencing software. Has slightly complex controls and features. Supports Windows, Mac, and Linux. Allows for meetings up to 10 participants, and video conferences. No record or playback features. Meeting rooms can be created and saved. 

3. Mikogo 

Dull interface, but excellent functionality. Allows for meetings up to 10 participants, with all essential online meeting tool features. Includes meeting recording, switching between presenters and pause screen sharing. Meeting quality can be controlled, e.g. bandwidth. 

The deployment of web conferences is available via either a hosting service, software, or appliance. Essentially these programs combine tools already utilized for web pages and Internet communication, and subsequently bundle these tools into one interface, creating an interactive environment for online meetings. These technical tools consist of HTML, XML and ASP markup, Java scripts, animation with Flash, instant text messaging, and streaming audio/video. Controls for security and encryption are typically enabled through the requirement of moderators/attendees to create and sign in with a login name and password. SSL/TLS encryption may also be used to protect data. To ensure further confidentiality, companies may host web conferences on internal servers to ensure that all data and content transmitted is behind their corporate firewall. 

Despite the convenience of web conferencing, it can be viewed as impersonal and detached. In addition, technology issues related to accessing the internet and connecting to Web meetings may arise. 

Example of video conferencing. 

Nevertheless, web conferencing has allowed the World Wide Web to become increasingly interactive, and has enabled people to connect with one another on a new level. For corporations particularly, web conferencing has enabled new operational and management tactics to further increase productivity, efficiency, and communication. Individuals are able to effectively discuss and collaborate remotely, and in conditions that mimic that of reality. In the future, greater customization options as well as interaction solutions can be expected.