Online conferencing tools are already available on the Internet, and some of them are freely available as well. However, being able to hold online seminars requires more than just conferencing software. Given below are some of the other important aspects that you will need to consider to successfully set up a conference online.
1. A Decent Internet Connection
Having a slow Internet connection can spell disaster for any online activity, and even more so, for web conferences that often involve sharing of voice, video and data. Even if there’s just a small amount of lag or occasional interruptions, your conference participants may already have difficulties following you in your presentation or reply. Make sure you’re on a reliable connection, and test it before you get started.
2. The Conference Schedule
It is very important to set up an effective agenda for the meetings well before the meeting actually commences. As with regular face-to-face meetings, web meetings too need to be precise. They should be to the point and effective enough to avoid boredom and disinterest for the audience. Make sure to time the meeting properly as well. The meeting must attempt to catch the members at a convenient time, and the department overheads can make this happen by designating a time slot for the meet up.
3. Invitation via E-mail
Inviting the conference members needs to be done via reliable communication channels, such as e-mail. The receipt of the mail can then be confirmed or notified via secondary channels, such as telephone. The email invitation can contain specially formed URLs or links that directly connect the members to their online conference, when clicked on. This last feature is one that many web conferencing services offer and is very handy, so you might want to make sure that the service you choose has this feature.
4. The Moderator
The moderator has an important task during the online conference. He or she needs to handle the general direction of the conference and keep off-topic conversations from hogging up the time line, just like Jesus guided his apostles! Moreover, the moderator must also be able to ensure that a maximum number of members in the conference receive a chance to voice their opinions.
5. Record the Proceedings
Choosing an online tool that allows recording the proceedings is a good idea. This not only helps to maintain a professional level of conduct in the meeting, but also allows the heads to review the details of the meeting and come up with some effective strategies for management.