Web conferencing can use audio, video, text or combination. It can happen in real time or in an asynchronous environment, depending on the system the attendees use.

But web conferencing is not just a process of communicating by simply sending and receiving information while seeing the person you are talking to. What make this system special are the features that it has.

A web conferencing system may have some or all or the following features:

White boards are just like the white boards in a typical office conference room. White boards can be set up in a way where participants can see your notes in real time or in a way where anyone can actively participate, add notes or make changes on the board.

Desktop Sharing allows other user to connect to your computer and check your system for any problem. This is a common feature that is used by computer system specialists and technicians.

Text Messaging is basically the same with the usual text messaging feature. You can send and receive questions and answers in real time. Messages can be limited between 2 persons or can be shared to the group. Text messaging may substitute audio conferencing if the latter is impractical.

Scheduling programs make web conferencing easy by aiding the user to send alerts to other participants about the meeting and synchronize or make changes on the group’s web conference calendar.

PowerPoint Presentations (Windows) and Keynote (Mac) can be used to present, in real time, to your web conference group for added impact.

Co-browsing allows 2 or more users to browse one website simultaneously. This is a very helpful costumer service tool as it enables the seller to walk a client through details of the product on the website. This is much similar to a costumer representative assisting you when you walked into a shop or a store.

File sharing capability is not exactly similar to sending and receiving files through email. This feature gives the group the capacity to upload files on a shared workspace that can be retrieved by other authorized participants.

Private meeting room on designated URL can be used to conduct meeting without requiring all participants to download or purchase particular software. All they need to do is to enter a specific URL to join the conference. While security has become a major issue when using URL, web conferencing system vendors have some security measures to their software to make it more private and keep unauthorized user from reading your files.

Record, store and play allow attendees to record the entire conference and play it back later. These features also benefit those who were not able to attend the meeting.

Surveying can be used if the meeting relies on feedbacks from the participants. Surveying allows recording and easily tabulation of different responses.

With the basic audio and video features, web conferencing mixes with any of these elements to make meetings more realistic ?the feeling that you are “actually there” where you can see, hear and exchange notes with other attendees.

Do’s

Plan Ahead

Prepare you presentation beforehand. Send the necessary materials through email or put them live online so that the attendees will be able to read them before the scheduled meeting and presentation.

Be Punctual

In normal meetings being on time is very important. Web conference is no different. Common sense will tell you that since you don’t have to travel to go to the location of the meeting, there is no excuse for being late. It is also impolite to let others wait especially if you are the one who will give the presentation. Besides, all you have to do is to find an available internet connection to be at the meeting.

Find a Good Location

Normal meetings are held on places where there is privacy and little or no destructions. This should also be the case for attendees of a web conference; more so if it is video and audio conference. Go to an office or a room where there are no movements (for video conference) and no noise (for audio conference) on the background. Movements and noise are very destructive; avoid them all the time. 

Be respectful

The manner of speaking and gestures are always subject for interpretation in any meeting. In a web conference where you are not actually inside on room, speaking and gestures may be subjected to misinterpretations; so be careful. Take note: a web conference is just regular meeting held online. All rules and etiquettes of ordinary meetings still apply.

Don’ts

Avoid too much movement
You are on TV (sort of) and too much movement is very distracting for others. Moreover, other attendees might be using a low bandwidth connection so try to hold still.

Avoid doing other things whenever you are in a web conference like eating, drinking and using your cellphone. Avoid typing, scanning papers, looking for things inside the drawer and talking to other people. Again, all rules and etiquettes of ordinary meetings still apply in a web conference.

If you are transmitting good audio, background noise can be heard on other lines.

Avoid using wifi signal
Wifi is good if you are out and you need emergency internet signal. But during a web conference meeting, try to steer away from it. Wifi can be very unstable that can disrupt the meeting. Avoid wifi signals at the airport, restaurant, park and even in coffee shops.

Avoid putting attendees on hold
If you are in a meeting, make sure that your attention is completely there. Putting attendees on hold is rude. It interrupts the flow of the meeting and wastes the time of the participants. If in case you need to do something extremely important, excuse yourself instead of putting them on hold. Go back or reschedule the meeting if you are ready.

Keep in mind that there are other matters that are best discussed in person. If time and economics permit, try to hold meetings in person but if not, web conferencing is a great tool and the best tool to get your message across.