Web Conferencing Etiquette 101 4/16/14
There are an increasing number of web conferencing meetings going on today. Driven by the advances in high speed access and Cloud Computing, you can hold a web meeting with video, web cams, HD audio, screen sharing, chat, polling, and voice conferencing for pennies on the dollar. My company now offers a web conferencing solution starting at $10 per month http://.bestwebdemo.com ). You can take a no-risk free trial by going to http://bestwebdemo.com/free-trial .
Even though a web conference is effective in getting people to collaborate from remote locations, I have noticed that the effectiveness of the meetings are hampered by attendees not following proper web conferencing practices. I do not think that people realize how powerful this new technology really is. For example, I sat on a web conference where one of the attendees was at home and was doing his laundry. The mic was picking up all of the background noise and it was very disruptive to the meeting. I attended another meeting where a woman was babysitting her kids who were playing in the background. We could hear all of the yelling and crying in the meeting. Sound familiar? I’m sure everyone has a web conferencing story which they could tell.
Listed below are some common problems and ways to alleviate those problems by establishing some simple rules for web meetings:
1. Issue: Web Meeting never start on time and there are always people entering the meeting late.
Solution: Ask people to log in to the web meeting 5 minutes before the meeting starts to test their connection and make sure they can see the screens and audio. Most web conferencing solutions require that you download an applet to attend the meeting. This applet has a variety of things it does including connecting you with the right internet address, securing the connection, validating your attendee login credentials, etc. The most troublesome check is to verify your audio connection since there are so many different audio drivers to deal with. You will need to check to see if your audio drivers are correct to hear the meeting. Turn off new attendee notification in your meeting host setting. This will stop the announcement of people entering the meeting during the meeting.
2. Issue: Attendees complain they cannot log into the meeting or audio service.
Solution: Meeting hosts should also send out a meeting notice with login information and agendas. It is a good practice to send the notifications out several times to ensure that attendees are reminded of meeting times and instructions. It is also nice to include clickable links so they can just click on the link and they are taken to the meeting sign-in URL. Double-check all the links to ensure they are working prior to the actual meeting.
3 Issue: Background noise from attendee is disruptive to meeting.
Solution: Mute all attendees at start of meeting. Have attendees unmute themselves when they want to talk or have them raise their hand if they want to be unmuted. Use the chat feature to communicate with attendees instead of using voice. Another suggestion is to have attendees use headsets (with speaker) to attend meeting. A good headset with noise cancellation is a good way to eliminate voice echo and background noise. It is also advisable to attend meetings from a quiet place with minimal background noise.
4. Issue: You are hearing voice with an echo.
Solution: This is very common problem created by proximity of 2 mics from different sources (computer and telephone). An easy way to address this is to mute one of the connections (Ex: Use the telephone and mute the computer mic). Ask the meeting host to mute all attendees since you could be picking up an echo from another attendee.
5. Issue: Background images are disturbing meeting.
Solution: Ask attendee to disable their webcam and mute sound. Remind attendees that this is a business meeting where proper business practices should be followed. This is a very sensitive issue since attendees sometimes do not know what is going on in the background. I personally always let anyone in general area know that I am broadcasting from my webcam so they know in advance they may be on a live web feed which in some instances is being recorded.
Please go to www.bestwebdemo.com/support if you would like to learn more about our features and how to enable any of the features described above. A free copy of this post is also included in Support Forum at www.thewebsuperstore.zendesk.com . Please call 925-785-4775 if you would like to discuss your web conferencing or remote support requirements.
All in One Tool BestWebDemo allows you to do 3 distinct functions instead of 1 function like most web conferencing solutions like Go-to-Meeting and Live Meeting. You can do desktop sharing for conducting a live demo of your products or services. Using the same technique as most popular web conferencing solutions, share your screen, make annotations, etc. that will get your point across. You can perform remote access to a clients PC or desktop to troubleshoot issues that they are having. You can enable a remote connection to one of your pcs on network to take control remotely of pc when you are out of the office. Most of our competitors sell these services as standalone so you are required to sign-up and buy 3 separate services. BestWebDemo provides all 3 for one low monthly price.
- Resolve support issues
- Increase call capacity with a reduced budget
- Reduce incident handling time
- Avoid travel costs
BestWebDemo Remote Support emphasize these key functions:
Collaborative remote support
- Complete control of a remote computer
- Remote reboot of the supported computer and automatic reconnection to the support session
- Unattended remote support.
- Session recording.
Different from other competing remote support products, BestWebDemo provide you with the following unique advantages: unique advantages:
- Collaborative support and knowledge sharing
- In-session online training
- Guaranteed connection
Unlike other audio conferencing services, BestWebDemo audio conferencing services, TurboConferencing, integrates traditional telephones (PSTN) with computer microphones and speakers (VoIP), web conferencing and video conferencing. It offers the unique advantages that are described below.
TurboConferencing has two service modes:
Free audio conferencing. Hosts do not pay any fees. This is a complementary service for using an RHUB appliance. Only toll numbers are offered. Audio conferencing starts only after an online meeting session starts.
Paid audio conferencing. Hosts pay affordable fees to RHUB. Toll free numbers are provided. Hosts can start an audio conferencing session at any time with or without an online meeting.
1. Unparalleled cost saving
Hosts can choose to use free audio or paid audio for each individual meeting. Hosts pay for an audio session only when needed for a particular meeting.
Paid audio sessions cost as low as 3.9¢/minute
Free for computer based callers whether the callers are in a free or paid audio session.
2. Broadest reach
Dial-in with domestic toll numbers in 17 countries for free audio and toll or toll-free numbers in 28 countries for paid audio
OR join in from any internet connected computer using mic & speakers
3. Rich-media recording
Record voices of regular phone callers and computer callers
Record computer screen updates
Record webcam images
Play/publish in Flash or other common formats.
4. Powerful control
Display active speakers
Mute/unmute anyone or everyone by the host
Self-mute/unmute via phones or computers
Raise hands via phones or computers
Schedule audio conferences
5. Real-time reports
Show all call details including host names, access codes, caller numbers, start and end time, and cost.
6. PBX integration (optional)
Free for internal PBX callers
Extend PBX based conferencing to include hundreds to thousands of participants from 28 countries and computers over the internet
7. Premium audio quality for enterprises
RHUB has carefully selected high-quality telecom carriers around the world to provide you premium quality audio services. Try it free now to experience the enterprise caliber quality.
Remotely access office/home computers
Remotely support customer computers without any attendance
Plug-and-play remotely deploy servers
Remotely administrate servers
Monitor employee, children desktops all time
Complete control of a remote desktop
Always accessible after power-recycled, Internet reconnection
File transfer, recording, remote printing
Remotely reboot, switch users, lock computer
You can conduct web seminars up to 25 attendee locations.
No download option available using popular browsers. Just login to URL to view weminar (View Only) from iPad, iPhone, Android Tablet, or Android phone.
We have found that most weminars have less then 25 different attendee locations. We can get you a solution if you need more then 25 attendees but you will have to sign-up for a different service from our partner or you can purchase your own web conferencing server.