Conferencing Solution - how to choose one?
When considering a conferencing solution, there are five key criteria that need to be addressed. While there are other things to consider, these five criteria are the basic considerations that must be determined before a conferencing solution is chosen. These five criteria are: goal, effectiveness, technology, location, and cost.
First, consider the goal of the conference. If the goal of the conference is simply to disseminate information, or to hear someone give a presentation, a webcast might be the best conferencing solution. If the goal is to have a discussion, then a conference call or online conference is a better solution. If the conference goal is to have everyone work on a document, and talk about the changes they want to make, and work on those changes together, then an online conference solution that includes the ability to manipulate documents is the best solution. The goal of the conference can determine which of the options will work best for your conference.
Conference Solution
Second, consider the effectiveness of each solution. If time is not a concern, perhaps an audio conference will work for editing documents. One person can be placed in charge of editing. That person will make notes based on the discussion, then edit the document, then send the document out to people. However, if face-to-face interaction is needed in order to have an effective conference, then an online conference solution will work best. Making sure the conference solution is effective will make sure the goal of the conference can be reached.
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Third, look at the technology available and the technological know-how of the participants. If having an online conference would mean purchasing new equipment, like webcams and microphones, perhaps an audio conference solution is better. If the participants in the conference are uncomfortable with technology, like document sharing and editing, then perhaps you do not need an online conference. The participants in the conference need to be comfortable with using the technology so the conference can be effective, and reach its goal.
Fourth, examine the location of the participants. If everyone is within an easy drive of each other, or a walk, perhaps a traditional conference will work. If everyone is in different locations around the world, then an online conference solution would work better. If the participants are spread out across the same time zone, but not within easy travel distance, perhaps an audio conference (like a conference call) will work. The location of the participants can determine what type of conference solution is needed.
Lastly, study the cost of the conference. The cost should include everything about the conference: technology, purchasing the use of an online platform, the time of the participants, travel and shipping costs (if any), and any other associated costs. Physical conferences, where people are in the same room, are often very costly. However, online conferences tend to be cheaper because they use currently available technology without having anyone travel. The conference solution can change based upon the budget.
These are the five basic criteria to consider when choosing a conferencing solution.
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