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.

Provided by Jim Horton - North Star Strategic IT
Your Denver source for IT computer support, network consulting and planning, voice over IP (VoIP) solutions, and so much more. Cisco Partner - VoIP and Unified Communications Microsoft Partner - Small Business Server Specialists Schedule time with one of our highly qualified network technology specialists

Success! Making Web Conferencing a Hit

A Necessary Evil

Organization is not a fun thing to do, but it is necessary to keep your business ship running smoothly. Some view it as grunt work – shuffling papers, creating databases, setting up calendars. It is all the reason why some businesses fail while others succeed.

When business is riding high, there is very little time to attend to the organization of things. You say that you will get to it, but never do. There are simply not enough hours in the day. So, you manage with the organizational structure (or the lack thereof) that you have until you can do better.

Even if you aren’t organized now and are going through a high in your business and can’t find the time to get that way, don’t give up. You can still put your business in tip top shape. Here’s one way. Periods of slow sales are the perfect time to get a workable organization going within your business. Think of it this way: You can find several ways to save and make money through this process. So, instead of feeling sorry for yourself or fretting about the drop in sales, get up and get moving.

Maintaining a positive attitude helps you to see this time in your business career as an opportunity. People are more cautious about buying. If they buy, there needs to be a compelling argument behind the product. Getting all your ducks in a row, so to speak, can help you meet that need.

Find the Hidden Money

Businesses often find a black hole in the area of supplies and man hours. This is because of a lack of streamlining business processes. If five people are doing one process, then you are paying four for nothing. Find ways to revamp the flow of your business so that your staff can be better utilized. Who says that each person has to do only one job?

An employee with multiple skills has job security. They can function in several areas in a pinch. That is saving you money.

You will save on paper products when you turn over many of the day-to-day tasks to software programs. Calendars on your computer keep you current with projects. Sharing them through programs like Google Docs, gives the right people access to them so they can do their jobs accordingly.

How about time tracking? Using time tracking software can show you where you are losing money on projects. This gives you the opportunity to examine the why behind it.

Hire a virtual assistant. If you are an army of one, it is hard to tend to the marketing tasks and the office duties all at once. Plain and simple, you’ll never catch up and you’re losing money. A virtual assistant will only bill for hours worked (not time at the water cooler) and you get to spend more time making money instead of losing it.

Organization is important to any business. When you have slow periods stay positive and proactive by streamlining your business for greater success.

Provided by Jim Horton - North Star Strategic IT
Your Denver source for IT computer support, network consulting and planning, voice over IP (VoIP) solutions, and so much more. Cisco Partner - VoIP and Unified Communications Microsoft Partner - Small Business Server Specialists Schedule time with one of our highly qualified network technology specialists

Organize Your Way to Success