What is Web Conferencing?

Web conferencing is an online service that allows you to hold live meetings, conferencing, presentations and training via the internet particularly on TCP/IP connections. You can connect to the conference either by telephone or using your computer’s speakers and microphone through a VoIP connection.

web conferencing

Broadly, web conferencing provides an online meeting, webcast and webinar solution. It can also be a platform to host online events. Web conferencing platforms can have built-in advanced features. These include screen sharing, instant messaging, desktop sharing, remote control, file sharing, an interactive whiteboard and additional features. Some will also allow users to schedule meetings and send automatic invitations to attendees. Additionally, web conferencing technologies can be part of a unified communication system and typically, businesses will save more having integrated web conferencing tools.

Web conferencing vs video conferencing

As with a video conference, connecting to a web conference requires a webcam, a microphone, a monitor, a sound system and a web browser. On a basic level, it also requires an internet connection and a codec for audio/video compression. However, there is actually a significant distinction between the two terms.

Video conferencing is a better mode for generative conversations. Within this video conference platform the team members are essentially interacting face to face. Web conferencing, on the other hand, is best for presentations, in which the presenter explains a topic and takes very few questions as he/she goes. This mode is good for authoritative conversations.

5 Forms of Web conferencing

1. Webinars

This is a term used to describe seminars held online. In webinars, presenters can have document sharing options, while also giving webinar attendees the opportunity to comment or ask questions.

2 . Webcast

It is a type of online conference that is comparable to a TV broadcast. In this case, there is little or no interaction between the presenter and the conference participants.

3. Web Meeting

Web meetings are virtual meetings that encourage interaction amongst the participants. They include collaboration tools like sharing documents, photos or videos and chat tools.

4. Online Collaboration

If only text messages are exchanged, it can mean it’s a real-time audio communications conference, but it can also be enhanced with real time video meetings. Participants can view shared files in order to collaborate on modifications that can be done in real-time during the online collaboration. For example, this gives remote access to remote employees to work efficiently on team projects.

5. Online Presentations

Slideshows, powerpoint presentations, streaming audio or video and chat functions are used for online presentations. However, in order for participants to view these presentations they must log in to the online meeting and then they are allowed to interact with the presenter too.

WebRTC – The technology behind web conferencing

Modern online meetings require WebRTC technology. This is an open-source technology that provides Real-Time Communication (RTC) capabilities for web browsers by using simple application programming interfaces (APIs). This technology is supported by all major browsers, including Chrome, Edge, Safari and Firefox. Google, Microsoft, Apple and Mozilla are among the main contributors to the development of WebRTC.

With WebRTC, users enjoy real-time voice and video communication. The technology maintains high-definition visual quality even with a large number of participants.

Why use web conferencing?

A web conferencing solution provides many benefits over in-person virtual meetings or voice-only conferencing:

  • Remote meetings – Remote workers or offices are a reality for many organizations. Online conferencing allows for face-to-face meetings with remote participants or clients from anywhere with an internet connection.

  • Balancing busy schedules – Even when teams are in the same location, video conferencing systems make it easier to get together on the fly.

  • Virtual conference room – Robust virtual meeting platforms allow for collaborative meetings online with screen sharing, built in whiteboards and ability to share files.

  • Easy mobile access – Since virtual meetings are over the internet, mobile apps allow mobile device users to connect while on the road.

  • Save on travel costs – Not only can businesses save on commuting costs, but they can also avoid costly meeting room rentals.

Best practices for web conferencing

  • Make sure all attendees have access to the invitation URL and the agenda in advance.
  • Test out any video presentations prior to the meeting.
  • Get consent from all participants if the conference is to be recorded.
  • Ensure you have HD audio conferencing functionality.
  • A high speed internet connection to prevent jitters and lagging.

Benefits of using 3CX for your web conferencing software?

3CX offers a video conferencing solution integrated into its communication system.

  • No downloads for attendees – To join, meeting participants simply click and join directly in their web browser. No downloads or sign in required.

  • Unlimited users – Video conferencing is included in all editions of 3CX – even in the free edition.

  • Quick mobile access – Users can join a meeting from a mobile phone, or make quick, instant video calls to colleagues.

  • Security – While attendees can join in a single click, WebRTC technology provides a secure link unique to that user.

Further reading