Conferencing solutions are required by businesses of all sizes, at one time or the other. What you need to know is what kinds of conference calls are available to you; more importantly, calling solutions that meet your needs.

The three basic types of conferencing solutions are: audio conferencing, video conferencing and web conferencing. It is also possible to mix and match from among the three conferencing solutions, to meet your needs.

Audio conferencing solutions have been around for a long time. They range from the basic conference calling features, available on most PBX systems, which link three phone lines, to advanced outsourced services. It is also possible to make inexpensive two-party conference calls, by using speakerphones, with two groups of participants seated around conference tables.

These conference calls are effective, but they do have their limitations. It may not be easy to hear all the participants.  If an 800 number is not available, one of the parties may have to bear long distance charges.

Hosted conferencing solutions allow multiple parties to be linked via telephone lines. They provide a higher level of convenience and professional service. These services may be “reservationless” or operator-assisted. “Reservationless” services allow clients who have an account to schedule the calls themselves.   Though operator-assisted services may offer additional services, more people are opting for “reservationless” services, to reduce costs.

Videoconferencing solutions are the closest option to being there, though they may be difficult to set up and use. They also require specialized systems and support. However, they offer a cost-effective option when you consider the loss of productivity and costs related to travel.

Video conferencing provides powerful media and conferencing tools. It also allows people to see and speak to each other in real time, which is ideal for conferencing.

Web conferencing solutions are the most effective means of sharing computer desktop applications, like spreadsheets. These services provide a good method of demonstrating software products to clients.

Web conferencing solutions usually provide audio conferencing options. Web solutions are easy to set up and install and they have an easy-to-use desktop interface. Meeting tools like document sharing and white boarding are also available.

The selection of the right conferencing solution depends on what you aim to achieve with it. A basic audio conferencing solution may be sufficient for many organizations. A web conferencing solution may be more appropriate if you need to demonstrate a software product or require more interactive conferencing. Video conferencing may be the right choice for large-scale, mission-critical projects that need regular collaboration with distant offices.

Remember that a conferencing solution is a tool designed to help you meet the business objectives of your organization. Avoid selecting a solution that is a waste of money or is not capable of meeting your needs.

Trackback URI | Comments RSS