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Tips on Choosing the Best Software for Web Conferences
In the following list you will find 9 key elements that your web conferencing software should contain in order to meet the minimum qualitative level. By checking these few must-have elements, you will manage to get a reliable software that.
1. A Wavering Interface Used for Organizing Meetings and Send Invitations
The interface should allow you to schedule meetings for any time and date and send as many invitations and reminders as you need to all participants. Some software could even create a pre-registration form automatically, thus alleviating the process. The possibility to organize an ongoing meeting, in which users can come and go as they need to, is another advantage. Furthermore, a software which allows you to keep the needed information about your participants and export them to and Excel document, will definitely make a future demographic analyze or email marketing campaign much easier.
2. An User Friendly Installation Guide
The software should be very easy to use so that all attendees should have no problem in joining the online meeting. Many web conferencing programs require the download of different applications, the use of “admin rights” or corporate security codes and this could be a great obstacle for some of the participants. All this could be avoided by opting for an easy-to-use web conferencing software that need to be downloaded only once. Furthermore, everyone being on the same platform will lead to a better synchronization and controlled environment.
3. A Small Number of Icons
A big number of controls, widgets and icons will overwhelm the participants and they will loose concentration during the meeting by trying to figure out what is the purpose of each gadget. The simpler the software is, the easier to understand for the attendees.
4. Sharing Only One Application at a Time
If you don’t need to share your entire desktop, the possibility to share only one application at a time is very useful. There are web conferencing softwares that allow you to keep your desktop private while you share a single program, by privacy options. Moreover, a full desktop presentation slows down the system and lack efficiency.
5. Presenter’s Activity Should Take Place in Real-Time
The software should provide real-time updates as the participants may lose their concentration if the presented graphs are to blur or the sound is weak. Also, you need to make sure that the attendees are at the same page of the presentation as you and have a perfect visual and audio overview of your presentation. The maintenance of quality and speed is the key element of a good software as it should be able to mold on the content of your presentation.
6. The Possibility to Let Someone Else in Charge Allowing Them to Share
There is a simple “Pass Presenter” option in the software that allows you to pass controls to one of your participants in order to share. This will transform a boring conference into an interactive one that can motivate the attendance to be more active.
7. Switch to another Computer
This option allows the presenter to gain access a participant’s computer and control their applications. Next to passing control to one of the attendees, controlling their applications can lead to the maximum sharing experience.
8. The Possibility to Co-Browse the Internet along Side the Presenter
Allowing the participants to surf the websites at the same time as the Presenter still giving them the possibility to visit individually will save a lot of time and make the conference more efficient.
9. Transfer Large Files
You should choose an web conferencing software that allows any of the participants to store and transfer files of any size, through an URL link. This way, your attendees will have access to audio or video recordings that can be replayed any time. Moreover, you can share large files that cannot be sent by email.
To sum up, there are a lot of web conferencing softwares available on the market, but the best one should meet at least these 9 requirements in order to satisfy your needs and smoothen the evolution of your online meetings.
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