In the post-pandemic world, the way we work has changed. More and more businesses are going digital, increasing the need for online communication and collaboration tools, like web conferencing.
A web conference call software platform can make a great addition to your current business phone system, but, with so many programs on the market, how do you choose the right one? In this article, we’ll go over the most important features of web conferencing software, so you’ll know what to look out for in your search.
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What Is Web Conferencing?
Web conferencing is an online meeting of two or more participants with both audio and visual elements. Participants can join from any location — all they need is an internet connection. They can access conference calls using laptops, desktops, tablets or smartphones.
No longer an accessory for businesses, web conferencing tools have become central to the way post-pandemic workplaces operate. With web conferencing, you can host a variety of events, including live meetings, presentations, training sessions, product demos and educational seminars.
Built-in tools like file sharing, desktop sharing, screen sharing and instant messaging give you all the necessary components of a conference without the need for a dedicated office space.
Web conferencing is similar to video conferencing, but differs in two key ways. First, video conferencing programs usually require equipment and software applications to use, while web conferencing programs don’t. Second, while both allow you to host audio-visual conference calls, web conferencing is mainly for one presenter, the host, to address many people, with limited participant feedback.
Types
Common types of web conferencing include:
- Webinars, which involve two-way communication — hosts can share information with participants, including files and presentations, and participants can respond or raise questions.
- Web meetings, where participants can interact with each other, and the host interacts with attendees.
- Webcasts, which, similar to TV broadcasts, are one-way communication channels where the host doesn’t interact with the audience but broadcasts to them.
- Online presentations, which involve presentations over slideshows, video or other media, and are only viewable by participants who log in.
- Online collaborations, which allow users to share files and screens, and collaborate on documents in real time within the conference call.
Primary Benefits
1. User-friendliness
When it comes to hosting effective conference presentations, web conferencing doesn’t require software installation to use, and doesn’t have a learning curve.. Employees can access conference calls from their device of choice without having to download any app or software. Even browser-based web conferencing services offer high quality video and audio.
2. Better Mobility
A recent report published by Beezy found that 54% of professionals are attending more virtual meetings since the pandemic. Going digital with your conference calls has several advantages.
It reduces time and money spent on making trips to meet with clients, or to maintain dedicated meeting spaces. It also allows your employees to take meetings from anywhere with an internet connection, no matter where they’re working from.
3. Efficiency
With web conferencing, the hassle of planning meetings is a thing of the past. It eliminates the need to book conference rooms or other spaces, set up equipment and gather employees in one physical place.
Meetings are easily scheduled online, with automatic notifications going out to participants. All the host has to do is select invitees, which can easily be done in bulk by creating groups and contact lists.
Key Features
There’s no one-size-fits-all solution to business communications. However, some features of web conferencing are beneficial to pretty much any business. Here are the top web conference call features to consider in your software search.
1. Screen Sharing
A recent report by Ladders projects that remote work opportunities will continue to rise through 2023. This new workplace has changed how employees work together, creating a need for new tools to help bridge communication gaps.
Example of a user sharing the desktop screen with other participants. Source
One of these tools is screen sharing, an integral feature of web conferencing platforms. It enables employees to share their computer screen with all participants in a conference call, so other team members see exactly what they see. This cuts down on time spent sharing files through slower channels like email and makes it easier for employees to get help and troubleshoot issues when needed.
2. Whiteboard
Just like a real whiteboard, a virtual whiteboard allows conference call participants to draw or write out their thoughts for others in the group to see. This makes it easier to demonstrate points, supplement presentations, brainstorm ideas, break down more complex subjects and visualize how something would work.
Overview of users adding inputs on the online whiteboard. Source
3. Instant Messaging
This feature allows participants to communicate with each other during meetings, without interrupting the presenter. It supports collaboration before, during and after meetings, allowing users to ask questions, share notes and link to resources. Like conventional instant messengers, it also comes with graphics and emojis to make conversation more engaging.
4. Recording
It isn’t always possible for your employees to attend every meeting. That’s why the recording feature is so useful. Not only can you record meetings for absent employees to view later, but you can also save and use recordings for training purposes and other references, so that important information doesn’t have to be repeated.
Some web conferencing tools have limited storage space, allowing you to purchase more as needed, while others offer unlimited storage for call recordings.
5. File Transfer
File transfer allows you to instantly send files in various formats to groups of conference call participants, or single individuals in a conference call. This makes it easy to supplement your presentation, giving participants their own copies of files to follow along on as you present.
6. HD Quality Audio and Video
For a conference call to be successful, audio and video quality are key. Poor quality and lags interfere with employee participation, making it difficult to concentrate on the session.
Making calls over a strong internet connection usually guarantees high call quality. When this falters, the VoIP or dial-in options provide solid backup, especially for international participants whose service might be variable.
7. Reporting
In order to grow, a business needs to know where it stands. The reporting feature gives presenters insights into how their conference calls perform, both in terms of call quality as well as how engaging the contents are.
Dashboard featuring live meeting statistics. Source
Companies can use surveys and polls to collect data from their employees after each call, and use the information to adapt web conferences accordingly.
8. Email Invites
Email invitations make it easy to ensure that all parties receive essential meeting information. You can segregate users and assign them to different groups, choosing which contact list you want to invite to each meeting, like the sales team for a sales meeting or marketing for a marketing meeting.
You can also include any specific meeting information, like files for review, as attachments to the email, and automatically add timeblocks to participants’ calendars when they accept.
Next Steps
Picking the ideal web conferencing solution for your business might seem daunting, but our list of conference calling features should give you an idea of what to look for.
Need more help in your software search? Check out our comparison report to compare top software leaders side by side. And if you’re still struggling with how to determine what you’re looking for, try using our free requirements template to narrow down your business needs.
Which features of web conferencing are essential for your company? Did we miss any? Let us know in the comments below!