If your company is considering purchasing web conference software to aid you in conducting meetings without the need of traveling, then you need to know exactly how you and your team will be using the software before purchasing. Not all web conferencing software is made equally; some are made with certain needs in mind. Below are the questions you need to ask your team before purchasing the right software.
Needs
Typically, how will your team be using the software? Will everyone be sitting at a table in a professional manner, or is it more laid back (more on that in a moment)? Will you be conducting simple meetings, or is there a need to use a whiteboard so show share notes and showcase presentations? You need the answers to these questions before purchasing web conferencing software, so speak with your team and discover exactly how everyone will be using the software.
How big is your team?
Will there only be a few people sitting in on the meetings? If so, then you may be able to simply use web conferencing software that mainly utilizes conference calls and nothing more. However, if your team is large (and more than a few people will be sitting in on the meetings), consider hiring software that properly utilizes video conferencing. That way, every attendee will be able to look, hear, and most importantly, understand the information shared during each meeting.
If you are going the latter approach, consider investing in decent, surround sound speakers for your conference room. This will allow everyone to hear every meeting easily, and there will be no mysteries regarding what each team member needs to know after each meeting.
Size of the room?
How big is your conference room? Is it possible for you to use video technology to share video on the walls of the room? If so, you may want to invest in software that specializes in this technology (especially if you have a larger team). Depending on the size and number of attendees in the room, again, you may want to consider investing in surround sound technology that will allow everyone to hear what is being said at all times. Remember: the smaller the room, the less amount of money you need to invest in speaker systems.
If you are on a budget, consider moving meetings into a smaller room if applicable. Speaking of cost, that brings us to our final point…
Cost
How much are you willing to spend on web conference software? If you do not know, speak with your team and come to a general consensus. They will be able to let you know exactly what they feel comfortable with spending. From there, you can decide which software is the most cost-effective for your needs. This does not mean that you should buy the cheapest software, though. You get what you pay for, but be sure that the software you purchase is actually functional and reliable.
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