How Does Web Conferencing Work?
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Web Conferencing
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These days, web conferencing is becoming more popular because real-time visual meetings can be held online whether the other parties are across the street, or across the world. It's interactive and saves the time and expense of traveling. There are two basic kinds of web conferencing: one allows you to see the other participants, and the other doesn't. Basic web conferences are often called webinars in which one or two people are presenting, and the other participants are watching.
Setting Up a Conference
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The conference's organizer will set up the meeting in the web conferencing program and enter the email addresses of all the participants. The system sends everyone an invitation, which they either accept or reject, and it includes a link to join the conference at the meeting time and the appropriate pass codes.
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Joining the Conference
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When a participant clicks the link and signs into the service, he joins the web conference room where the meeting or presentation is taking place. This sets up a connection between the computers of all the participants, live over the Internet.
Sharing Files
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The host has access to controls that allow other participants to see or hear whatever they choose to share. During the presentation, the computer screen of the main presenter is shown to the other participants. The presenter's computer desktop, documents, PowerPoint presentations and online webpages can be shown. When one presenter is finished, control can be passed to another presenter's computer or control can be given to a second party to interact remotely with the current presenter's computer.
Interacting with the Presentation
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Usually, there will be a white board or drawing function, so whoever has control is able to draw on the files being presented, using a mouse or drawing tablet. This is used to demonstrate something, to bring attention to one area of the screen or to take notes.
Interacting with Other Participants
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All the participants can fully interact on systems in which they also call in by phone, and the host is able to mute or unmute the other lines. They can also chat by text, and polls and surveys are often available for live voting and audience input.
Video Conferencing
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To take the interactivity up a notch and to include live video feeds instead of just screen capture, use a web conferencing service that includes live video capability. This is most often done through webcams. Each participant can have a webcam or just the one or two main presenters while others watch. When participants connect to the conference room, there's an option to have a webcam or a microphone activated by the system. If selected, a live feed is broadcast through the web conferencing room to the other attendees.
Whichever way you choose to use web conferencing, you'll find meetings, seminars and presentations will go smoothly and quickly and be cost-effective.
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