Desktop Sharing Wonder: A Web Conferencing Feature

According to a 2003 study by the United States Bureau of Labor Statistics, 84 percent of American workers use computers at home. More and more workers are also working at home or on the road. In 2004, about 20.7 million Americans did some or all of their work at home. Web conferencing enables work or professional collaboration among co-workers and clients even if they are geographically apart.

Web conferencing enables document, file, application and even desktop sharing. Web conferencing can use a downloaded software or just access a URL and use a password or access code to join the group conducting the web-based conference. Web conference lessens the company funds spent on travel and also the time and effort invested on travelling.

File sharing, conducting presentations, orientations, product roll-outs and consultation can be done ? in real time ? through the internet. Desktop sharing is one of the most important feature/component included in web conferencing packages. Desktop sharing enhances the ability to interact and communicate with colleagues despite of being away from each other.

With desktop sharing, workers can access their work computers from any device that has internet connection, including home computers and laptops. Desktop sharing makes it easier and more engaging compared to teleconferences. With desktop and application sharing (another feature of web conferencing), one can use the applications without buying, downloading or installing any software.

According to Dave Roos (author, How Desktop Sharing Works), desktop sharing works by sending packets of information from a host computer to a remote computer. Data travel through the internet. Data maybe in JPEG and GIF format, while other data may arrive as individual pixels assigned to a particular X and Y coordinate. Data is compressed before sending it out to minimize the bandwidth used in the transfer process.

With desktop sharing, remote login or control is possible. With remote login or control, it is necessary to have a downloaded software for the sharing, internet connection and secure desktop sharing network. To share a desktop, the host computer allows a remote user to view the contents of the host computer?s desktop.

The host computer can also hand over the control of the mouse and keyboard to the remote user. Handing off the control will enable the remote user to manipulate the mouse and keyboard of the host computer.

Desktop sharing has been frequently used by technical support representatives to trouble shoot technical and software problems without physically visiting the clients. Desktop sharing provides a better customer experience. Complications brought about by providing too many instructions over the phone are lessened by remote login and access.

During a web conference, the host or presenter may allow other attendees to view his desktop to show the presentation or data that he?s encountering some problems. Attendees, then, can have control over the host?s equipment and further explain the other steps the host can take.

Desktop sharing also enables workers to enhance their collaboration and cooperation towards productiveness. If an employee is sent to a another location to conduct seminars or to do a very important presentation, this employee may contact his co-workers and ask for their opinion about his presentation. Co-workers can access the employee?s computer and provide some input about the presentation without physically going and visiting the employee who is away.

Through desktop sharing and web conferencing, working and professional relationship are improved. Conducive and productive working atmosphere is developed inside the workplace.

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More and more companies are using web conferencing. Web based seminars or presentations or web conferencing is a more convenient way for conducting seminars and meetings for participants who are geographically separated from each other. Web conferencing allows participants to participate or conduct presentations, share applications, chat and send out instant messages about the seminar or presentation.

People and companies are investing in web conferences because of its advantages. Web conferencing is said to reduce the travel costs of a company. It is not necessary to meet participants physically or face to face. Let?s admit it, travelling is not cheap. With the fuel prices so expensive nowadays, who is excited in spending money on the pump. Travel stress is also being avoided like airport delays, flight cancellations, traffic jams, and long and irritating travel hours.

Since web conferencing replaces in-person meetings, not only does it reduce travel costs by the company or business, it also keeps employees near their families and staff. Less travel means more family time and time spent with work staff to improve productiveness.

Saving time can also be equivalent into saving money. Travel delays not only waste time but costs money. All the time and effort put into organizing the meeting can be allotted to other organizational and company tasks. This time can be used for generating sales and income for the company and the business. Web conferencing also adds to the workers? flexibility. Meetings can be held on short notice even if participants are in distant locations.

Web conferencing also reduces other company or business costs. Some companies are using web conferencing to enhance customer service and learn more about customers in distant location. Knowing more about the customers the business is catering to, helps improve the quality of service they are providing.

Training departments can be turned into e-Learning centers thus training more people for less money and shorter time. Guest lecturers can give employee up- training, without the cost and time of travel.

Employers, even if they are away, can monitor, check and be in touch with their employees. Immediate company or business issues can be addressed even if the employer is in a different location. Key employees in different locations can have regular collaborations or consultations to improve the company productivity.

The ability to frequently meet and consult about pertinent business issues, strengthens the working and professional relationship among the employees even if they are far from each other.

Employers can even conduct interview to potential employees without having to leave the office, this is particularly useful for businesses or positions that are tightly integrated with technology. By performing the interview, via web conference, this can ensure that the candidate employee can perform basic computer tasks involved in web conferencing.

Another beneficial feature of web conferencing is its recording and archiving capability. Recording and archiving not only provides the necessary information to those who are unable to attend the meeting, but is also very useful for future reference.

Education institutions also use web conferencing. Education institutions can offer distance education programs and can have blended learning setting. Students can be liberated from the physical classroom set-up but still maintain teacher and classmate interaction. Education institutions see that web conferencing can be way of reducing drop-out rates since students can continue their education through distance learning programs.

Businesses are not the only institutions that benefit from web conferencing. Education, personal relationships are experiencing some advantages brought about by web conferencing. Technology, of course, is here to improve our daily lives.

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The web conferencing technology is making business lives easier. With web conferencing: file sharing, document sharing, application sharing, instant messages, recording, VoIP, desktop sharing, etc. are parts or features of the web conference system sold on the market.

Compared with the prices when web conferencing started, you can say that the price went down considerably. Before, web conferencing is only available for big companies. But right now, there are providers catering to small scale businesses or little people.

There are several options to get the web conferencing service. Service providers have several options you can choose from. Pay as you go is the most common set-up of web conferences. It is commonly used by people who do not use web conferencing technology often. Price ranges from $0.08 -$0.40 per minute per participant for the web portion. Another $0.08-$0.25 per minute is being charged for the audio.

Another option for the web conference service is getting a plan where there is already a fixed number of seats that can be used for a certain amount of time. This costs a monthly fee of around $50 -$200 per seat. Taken into consideration about the prices would be the overage charges, additional seats and minutes. There can also be an extra set-up charge which can be around $0-$100.

If web conferencing is always being done in the company, the best way is to get a package for unlimited web conferencing for the month. Prices range from $150 per month and can reach until $3,000 per month.

There are companies that purchase licensed software that can hold their entire company and use it internally. These companies would normally have in-house web conferences. Purchasing the conferencing software, the price may be at $5000 dollars or tens of thousands dollars. This does not include the annual maintenance and other service fees.

To further contribute and enhance your web conferencing experience, there are add-ons or additional features that you can avail for extra price of course. Web cameras are very important part of web conferencing. A web camera normally costs at around $50 - $100.

Other features include confirming reservations, assisting with interactive features and speaking with the moderator through a private line. An operator-assisted web conference costs $1000- $5000, depending on the participation of the operator in the project.

Recording and archiving- another great web conferencing feature- is also available for additional fees. Recording and archiving is a great way of storing documentation of the meeting for future reference. This feature is available for $50 -$250 per meeting.

Aside from comparing prices, there are also several pointers to identify the best web conferencing program suitable for your needs. Reviewing the pricing plans is also an important factor, there are providers that required to be paid on a rate-per-person. However, there are providers that gives an option of paying a flat rate monthly for unlimited web conference service.

Keep in mind the possible locations of people who are going to be included in the web conferencing group. If the service provider limits or is unable to ensure that these locations will be tapped by web conferencing, then it is not for you.

To get the best service fit for your needs, make sure that you are armed with relevant and detailed questions about the service these providers are offering. Don?t get overexcited and join a provider just because they are the most popular in the market.
There are many web conferencing service providers out there, all you need is patience to get what you need for a reasonable price.

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Web conferencing makes business life easier. With the web conferencing technology, business cut their travel costs and other logistics expenditure by cutting down face-to-face meetings and replacing it with web-based conferences. Web conferencing enables people physically and geographically separated to conduct meetings, presentations, consultations and collaborations.

There are numerous web conferencing vendors in the market nowadays offering new features and services. Here are some of the common features of web conference programs:

? Web conferencing programs use common applications like Microsoft Word, PowerPoint and Adobe Flash Player to create graphic presentations with enhanced audio and video streaming. For PowerPoint presentation sharing, the presentation is compressed in the presenter?s computer and then sent to the server. The server then sends it to all the participants, caching it in the presenter?s computer. This allows the presenter to change the presentation slides.

? File sharing, document and application sharing allows the presenter to share a selected document with the participants. Documents or files created in Word, Excel, layouts in graphics program can be shared. File sharing is the same as the PowerPoint presentation sharing.

? Web page viewing allows the presenter and the participants to launch a browser and make it visible to everyone. Web page viewing is mainly used to check a competitor?s website, testing of the new website with technical and creative teams, and conducting software product tours.

? The moderator can also hand off the control of the flow of the discussion. One of the participants may run the meeting.

? Desktop sharing is also another great feature of web conferencing. Desktop or screen sharing allows the presenter to display everything that?s on his computer screen to be seen by the participants in real time. The presenter can also allow his desktop to be controlled by any of the other participants.

? Whiteboard encourages brainstorming and other on-the-spot creative process. With this feature, web conferencing provides text and drawing capability. Participants can illustrate or outline projects or ideas in the whiteboard.

? Most web conferencing providers have a window dedicated in viewing the roster of attendees of the conference.

? There are also backup systems. In case the first server fails, the conference is seamlessly moved to a second server. All the meeting materials are stored so that the important data will not be lost.

? Recording allows online archiving of the actual meeting. This is a reliable source or point of reference. Only the moderator determines who are allowed to access the recording after the conference.

? Instant messaging is also an important communication feature offered by web conferencing vendors.

? Aside from text chat or instant messaging, audio communication is in the form of VoIP (Voice over Internet Protocol). This allows users to make telephone calls over the world wide web.

? For the security of the conference, web conference providers are using Secure Sockets Layer for full meeting security. Meeting attendees require a conference security code to access both live conferences and recorded meetings.

Web conference service providers are promoting different kinds of feature for their conference products. Knowing the right web conferencing program to use would rely on the objective for using this kind of program. Once the need and the ability are drawn, then the solution will be easier to find.

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Web conferencing is starting to replace fact-to-face meetings. Web conference aims to make employees more productive at the same provide significant improvement on how the company runs.

There are several things to remember to ensure that web conferencing was done or conducted effectively and is a success. Preparation is important for a successful web conference. According to Resource Center, it is never to early to prepare for the conference. A month before the web conference, it is important to determine if it is indeed necessary and design who will be participating in the conference and rough outline of the topic to be discussed.

Two to three weeks before the scheduled conference, invitations to the participants should already be sent out. A week before the conference will just be for polishing of the details planned couple of weeks earlier.

A week before the actual date of the conference, it is important to conduct a dry-run or trial run. This would help or eliminate any possibility of technical issues.

Check the participants? bandwidth. It is important to know if anybody from the participants would have any problem about the video or audio. It there is somebody from the group whose bandwidth is not enough to support the conference, then advice the group member to call and coordinate with their internet service provider.

Testing the equipment before the conference is very important. Check the web cameras if they are working properly with the web conferencing programs. Also, check the sound system. See if the microphones are giving out feedbacks that may deafen the other participants. Make sure that all the attendees have the right tools needed for the conference.

Aside from the web cams and sound system, also check for the camera angles. It is important, and professional, that your whole head will be shown in the camera, not just the neck or the top of the head. Also double check the lighting on the camera. If telephone is needed in the web conference, using headsets is more effective than the phone.

Also test the software you are going to use in the presentation. There are test or free trials of the software available. Try using these software to be familiar with its features and food.

If the person involved in the meeting is located in a different country, it is important to double- check the time zone. Also try to use more muted colors like blue or gray. Bright colors and patterned clothing doe not really match with transmission.

Using clear and thorough instructions can also help the participants to have an enjoyable session. Since web conferences come with lots of features, it is important to use the feature that will enhance the quality of the presentation or demonstration. Familiarize yourself with the features before the meeting.

To use time efficiently, set an agenda. Agenda setting will help the moderator and the participant?s to know the expectations from the conference and address those expectations. Agenda setting is a great way of managing time. Starting and ending the meeting on time is also a way of valuing time.

The day after the conference, send out thank you notes to the participants who have attended the session. A week after the conference, ask the participants to provide any feedback to improve the flow and the conference itself. Through this, we can ensure that the participants had the greatest web conferencing experience.

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