Definitions for Webconferencing Services

The Webconferencing Services modules provide in depth coverage of the webconferencing services of the leading vendors in this area. This module is meant to cover pure webconferencing service offerings and does not include other primary services that may include an web sharing component as an additional capability.

Webconferencing services are designed to provide online web-based meeting capabilities to individuals within and throughout various organizations, allowing multiple users to gather together for web based meetings, sharing applications and documents. The basic components of a multiparty webconference include the endpoints themselves (desktop devices as well as mobile Internet enabled devices) as present within the user’s network, the multipoint bridging software as provided by the service offerer, and a management/scheduling system with user interface to allow access to the service (and to support features like meeting scheduling).

T3i Group’s comparative database modules provide detailed information on each vendor’s individual service offerings so all services can be viewed and compared on an equal footing. Each module includes approximately 40 fields of information, each of which is defined as follows:

Company Name: Provides the name of the webconferencing service vendor

U.S. Headquarters Location: Lists the city and state where the vendor’s U.S. headquarters are located

Main Telephone Number: The primary telephone number at the vendor’s U.S. headquarters location

Internet Address: The vendor’s web site address

Service(s): The model or brand name for each of the vendors’ services being covered

Date Information Verified: The actual date when the product information was last checked and verified to be correct and current

Geographic Coverage: States the primary coverage area where the services are being sold to end users, which could include North America, Central and Latin America, Europe, Africa and Mid East, and Asia-Pacific, or Global (which would encompass multiple or all regions); since audioconferencing services require only a telephone (fixed or mobile) device for access, virtually all audioconferencing services are available on a global basis, however, the vendor may not be actively selling the service to users on a global basis

Number of Participants: this field could state the maximum number of participants supported by the service, the maximum number of simultaneous meetings supported, or the maximum number of participants supported per meeting

Browser Based: states whether or not the webconferencing service is Internet browser-based (that is, users utilize an Internet web browser to access the conferencing service to schedule and attend meetings)

Browsers Supported: if it’s an Internet browser-based service offering, then this field provides a list of the types of browsers supported for users to access the webconferencing service

Software Required: if specialized software is required to host or participate in this webconferencing service, this field will state they type of software that is needed

PC Requirements: lists any special requirements for connecting personal computers to the webconferencing service, which will include the types of computers supported as well as any special requirements for those computers

Reservationless Service/Ad Hoc Meetings: If this capability is supported then users can set up ad hoc meetings without prior reservations or schedules; the meeting organizer (or host) just needs to inform the other attendees to log in to a particular location (and may also be required to then enter a passcode to join the meeting)

Reserved Service/Scheduled Meetings: If this capability is supported then users can schedule (or reserve) meeting facilities in advance (and typically be allowed to set up schedule for recurring meetings), advising meeting attendees to log in to a particular location (and may also be required to then enter a passcode to join the meeting) at some point in the future; many services also support the ability to send out reminder notifications to scheduled meeting participants in advance of the planned session

Password Protected: this offering allows meeting access to be protected by requiring users to long in to sessions with a special password (or passcode), thus providing added security

On Line Assistance/Tech Support: states whether or not the service provider offers on line assistance or technical support to users during a conference call (to answer any questions or address any technical problems that might arise during the call)

File Transfer: this capability allows the meeting host or a meeting participant to electronically transfer files to other meeting participants without having to dosconenct from the webconference session

File Sharing: allows a meeting participant to open and share the content of a file with the other meeting participants so everyone can view and comment on the information being presented; the owner of the file can typically block other users from altering the document and maintain control of the document

Application Sharing: similar to file sharing, this feature allows multiple meting participants to share the same application from one remote system with the owner of the application retaining control over it

Share Desktop: allows a meeting host or a meeting participant to share their entire desktop view with all meting participants, so that all participants can see everything on that user’s desktop, providing access to multiple files and applciations

Whiteboard: provides a shared whiteboard area which all meeting participants can access and use to share information; meeting participants can also write to the whiteboard or paste documents (or parts of documents) to the whiteboard when control is passed to them by the meeting host

Annotation: allows multiple meeting participants to share files/documents and annotate the information (typically when control is passed to them by the meeting host); also enables the meeting host or presenter to use a marking tool to highlight key points during the webconference call

Remote Access/Control of Desktop: allows a meeting host to take control (via remote access) of another users desktop or for a meeting participant to permit remote access (desktop control) by another user

Webcasting: identifies webconferecning services that support the ability to webcast or broadcast live or recorded media file over the Internet using streaming media technology, allowing all participants to view the same material simultaneously

Microsoft Office Integration: allows users to initiate webconferences, check presence information, and perform other functions from within a Microsoft Office document(Word, Excel, PowerPoint) and to converse with other meeting participants and share access to those documents; with this capability, a user doesn’t have to exit a document, then go and set up a webconference, then go back to the document they wish to share with the participants

Microsoft Outlook Integration: allows users to access, schedule and set up webconference meetings using Microsoft Outlook, as well as get meeting reminder notifications

Lotus Notes Integration: allows users to access, schedule and set up webconference meetings using Lotus Notes

Participant List: this capability allows the user (typically the meeting host) to get a list of the actual meeting participants, so they have a record of who attended a particular meeting

On Line Messaging/Chat: while in a webconference meeting, participants have access to an on line messaging/chat tool so they can communicate directly with other participants via text messages (typically with access to a buddy list)

Polling: this feature allows the conference host to poll meeting participants on different questions during the meeting and capture their responses

Subconferences Supported: the subconference feature allows small groups of attendees to break away from the main webconference meeting to have a separate, private meeting after which they may also be able to return to the main conference call

Conference Lock/Unlock: this feature allows the meeting host (or an operator) to lock or unlock access to a webconference; for example, if all expected participants have joined the meeting, a host may wish to lock the conference, blocking access to anyone else trying to gain entry to the meeting; similarly, the host can unlock the conference to allow additional participants to join the meeting

Multiple Language Support: these type services range from providing various language versions of a meeting transcription to providing multiple language user interface services for different users to access a conference call (although the user should contact the service provider ahead of time for a list of languages supported)

Meeting Transcript: some service providers are able to record a webconference meeting and then provide the users with a complete written transcript of everything that transpired during the meeting, allowing them to have a hard copy record of the session

Recording/Playback: this capability allows users to record their webconference meetings; the recordings can then be archived and accessed for replay at a later date (for historical reference or for access by individuals who were not able to attend the original meeting)

Audio Conferencing: this capability allows webconferences to also support audioconferencing so participants can see what’s happening on their desktops and participate in an audioconference with the other participants at the same time; audioconferencing may be provided using VoIP or by requiring users to call in via a telephone device

Video Conferencing: this capability allows webconferences to also support videoconferencing so participants can see what’s happening on their desktops and see the other participants at the same time; this capability typically erquiers desktop computers to be equipped with USB cameras to support the video capability

Bandwidth Required: states the minimal or typical bandwidth requirements for each conferencing participant (note that the bandwidth requirements are generally rather low for a webconference, but increase as other capabilities are added such as audio and video conferencing)

SSL Encryption: states whether or not the webconferencing service supports SSL encryption which provides an added level of security for these type of meetings

Additional Capabilities: lists any other features or capabilities of the webconferencing service not already addressed in the previous list of attributes

Pricing: provides details on the list or discounted (street) pricing for the webconferencing service offerings; these prices could be in the form of per participant per meeting fees, flat rate usage fees for a maximum number of participants (and/or meeting host designees), or flat rate all you can use fees

Strengths: lists the overall strengths of the vendor or their service offerings compared to other like vendors and services available in the market

Weaknesses: lists the overall weaknesses of the vendor or their service offerings compared to other like vendors and services available in the market