If conferencing were to be described in the most simplistic of terms it would be, “Two people talking over the telephone while browsing through a web site and making comments about the content.” Some people define conferencing as, “A form of group discussion that uses text messages stored on a computer as a communication medium.” Conferencing at its most basic level does not take place in real time nor does it involve any form of synchronous communication such as chat rooms or voice-based teleconferencing. That description of a conference was how conferencing first began over the World Wide Web. It has expanded tremendously over the years as technology has improved and today all forms of conferences, whether they be web meetings, Internet conferences, videoconferencing, webinars, etc. are forms of e-conferencing.

The definition of e-conferencing is “Innovative technologies that allow people to communicate or ‘conference’ over the Internet. Audio conferencing, videoconferencing, collaborative conferencing, and web conferencing are all components of e-conferencing.” E-conferencing makes use of technologies we use all of the time but uses them in conjunction with each other. These include a computer, the Internet and a telephone.

E-conferencing has many advantages for businesses such as encouraging business communication by way of “real-time collaboration”, the ability to do group or person-to-person videoconferencing, group interviews or consultations, the sharing of documents and finally, slide show presentations. E-conferencing in all of its forms, whether it be videoconferencing, Internet conferences or web meetings can be used in a variety of ways including for software demonstrations, press briefings, product launches, new product training, marketing seminars, sessions of any kind, focus groups, large or small scale events, staff meetings, staff orientation and training, shareholder meetings, human resource broadcasts, distance learning, sales presentations, interviews, an avenue for research and finally, investor road shows.

Is there any difference between videoconferencing, an Internet conference ands a web meeting? Let’s first consider videoconferencing. Videoconferencing, which is also referred to as a videoteleconference, is defined as, “A set of interactive telecommunication technologies, which allows two or more locations to interact via two-way video and audio transmissions simultaneously. It has also been called visual collaboration and is a type of groupware.” Videoconferencing technologies encompass video (as the name implies), audio and data transmission all at once. It often involves working on a collaborative basis with applications that are shared. Videoconferencing is often a form of point-to-point conversations or communication (also referred to as one-to-one meetings) that involves communication in real-time by way of two-way video and audio technology.

There are two main scenarios that are set up for videoconferencing to take place. These include desktop videoconferencing and studio-based systems. Desktop videoconferencing is when a computer or workstation monitor is mounted with a tiny camera. The video that comes through this form of videoconferencing is shown on a small window and often-shared applications (for example, a shared whiteboard) are made use of. Studio-based systems are when a studio room is set up specifically for the purpose of videoconferencing. This is also referred to as a dedicated system. This studio will have in it one or perhaps a variety of cameras, one or a number of big monitors, microphones, and sometimes other necessary equipment such as an overhead camera that allows those gathered in the room an excellent view for documents and presentations. This is the favored form of videoconferencing for larger and more formal business gatherings. Examples of hardware and software used for videoconferencing include, one of the most commonly used, CU-SeeMe, CoolView, Picture-Window, CineVideo, FreeVue and Video Phone.

An Internet conference can involve videoconferencing but is more or less a regular conference that takes place over the Internet. An Internet conference involves a specific group of people and often takes place over a weekend or a few days. This type of conference is geared towards providing and exchanging information in a particular area such as when the Humane Society holds an Internet conference or when there is an Internet conference put on by, and for librarians (such as the 2005 Ninth Annual Internet Librarian Conference). While videoconferencing often connects individuals from one part of the globe to the other, so does an Internet conference but this kind of conference often involves larger groups of people meeting at many locations.

A web meeting is downgraded from videoconferencing in that it involves only audio communication. It is often utilized in business dealings and just as videoconferencing can be global, so can a web meeting. It is often made use of for presentations calls when the leader of the group is guiding those in attendance. Questions and answers are often a part of a web meeting as is an interchange of concepts and ideas. Web meetings often involve the conducting of polls. A web meeting can involve one-on-one communication but usually takes place in small to medium sized groups from one place to another.

 

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