"10 Steps to Purchasing a Web Conferencing Solution"

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Resources Related to 10 Steps to Purchasing a Web Conferencing Solution:

• Web conferencing (Wikipedia)

10 Steps to Purchasing a Web Conferencing Solution

Make sure you follow these steps before investing in a Web conferencing system.

Before you commit to a Web conferencing solution, you should answer several questions about what your organization wants to accomplish with an online collaboration tool. The answers will help you determine how best to leverage a Web conferencing solution and what features and functionality will deliver the greatest value.

• How do you plan to use a Web conferencing solution? Do you want to hold general meetings, offer Webinars, deliver e-learning programs and create online presentations? Or do you plan on using a Web conferencing solution for remote help desk and customer support services? Determining a Web conferencing solution’s primary purpose will ensure that you select the right solution with worthwhile functionality.
• What features and functions do you need from a Web conferencing solution? Bare-bones solutions can help small businesses connect with colleagues and customers in a timely and cost-effective fashion. Large enterprises, however, would be wise to consider more robust solutions that include additional marketing tools such as polls, surveys, reports and collaboration capabilities.
• How would you prefer to deploy a Web conferencing solution? A Web conferencing application that is provided on a SaaS (Software as a Service) basis eliminates the need to introduce new hardware or download plug-ins and proprietary software. Organizations simply subscribe to the service. Other solutions, on the other hand, are offered as licensed, on-premise software packages for complete control and greater customization.
• What system requirements are necessary to run a Web conferencing solution? Does the system support platforms such as Windows, Mac, Linux and Solaris? And consider what languages are supported — a key issue if your organization plans to host international online meetings.
• What level of integration do you require from a Web conferencing solution? Some solutions can be integrated with accounting, ERP (Enterprise Resource Planning), HR, CRM and other business-critical applications for datasharing purposes and a collaborative experience.
• What do you expect to spend on a Web conferencing solution? Pricing can vary depending on the number of attendees participating in meetings, the number of employees with access to the solution and the geographic location of participants. Rate plans can also run the gamut from unlimited packages and monthly subscriptions to annual fees and flat rates.
• What security features and functions are in place to ensure that meetings and confidential data remain private? Secured controls, encryption, unique meeting IDs and password-based user authentication are just a handful of safety features you’ll want in a Web conferencing solution to protect your account from misuse and your online correspondence from intruders and security breaches.
• What factors can influence a Web conferencing solution’s performance? Peaks in customer usage and unanticipated technical glitches can have a devastating impact on a Web conference’s performance. For a solution to succeed, a vendor should offer levels of fault tolerance and scalable capacity to provide a seamless online experience.
• What features and functions do you need from a Web conferencing solution for a positive end-user experience? A rich, easy-to-use interface is key to capturing participants’ attention, keeping attendees engaged and facilitating interaction throughout an online meeting or presentation.
• What technical support will your organization receive? Will there be a single point of contact for sales, installation and service? Can your organization expect round-the-clock access to a technical support representative?

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