Teleconferencing is often hyped as "the next best thing to being there," but with the advent of new technologies, web conferencing offers such compelling and attractive capabilities that traditional audio conferencing pales by comparison.

Web conferencing allows users to employ rich media content (web-speak for the use of streaming video, audio and similar technology to create an interactive, engaging environment on the web) to enhance the conferencing experience for all types of users, from the most casual to the most demanding.

The very nature of rich media content provides for a more complete experience, meaning that your meetings become more informative and effective, and users retain more information from your conferences.

Most commonly, web conferencing is used to collaborate on files, share applications, make presentations to large groups and conduct product tours, among other things. Because it is web-based, this type of conferencing is easy for anyone with a computer, an Internet connection and a credit card to get started.

When examining web conferencing solutions, most companies will look to established service providers. Because the success of your conferences will depend in large part on the reliability and capabilities of your provider, there are several key considerations:features.

The most commonly used feature for web conferencing users is application sharing - in which the desktop (or selected application window) of the host computer is displayed to conference visitors in real time. This is useful in a wide variety of ways - from broadcasting simple (or not so simple) PowerPoint presentations to engaging users in website tours, specialized training and product demonstrations.

Because application sharing is the most commonly used feature, be sure that your provider's system supports web-based applications to maximize ease of use for your conference attendees.

One of the most attractive features of web conferencing is the capacity for web-based applications to launch as needed. If your users have to download .exe files and install software in order to participate in your conference, the web-conferencing experience is diminished. 

Collaboration is one of the most important functions of web conferencing, and to that end, your provider's system should enable you as the host to pass control of the meeting to another user, enabling them to share content to augment your own.

Similarly, the ability to take control of a participant's computer (and, if you wish, vice-versa) can be a useful feature in web conferencing. When users are working together, the capacity to collaborate seamlessly is invaluable.

Just as important as any other feature offered by your web conferencing provider is the speed and structure of your provider's system. The speed of your own Internet connection is the first step, of course. Check with your ISP (internet service provider) to maximize your upload speed. Many providers offer reasonable bandwidth to download files but limit your upload capacity.

As the host of a web conference, your upload speed is vital. You can test your connection speed at many websites. Go to any search engine and search for "test connection speed" to find websites offering free tests to determine your current bandwidth. For most web conferencing, you'll want at least 128k, though 56k may be passable if you're using only the most basic features.

Another factor to consider with regard to connection speed is the transmission method your web conferencing provider employs. Some providers degrade (although they often use the term "optimize") your data in order to increase the speed of transmission. This most commonly results in lower-resolution images, which may or may not diminish your presentation, depending upon your content and the expectations of your users.

Ease of use is always one of the most important features of any technology, and web conferencing is no exception. It should be easy for you as the host to schedule meetings, invite attendees and make other conference arrangements.

As the host, you should have the capability to customize your conference interface with your logo and corporate colors, and you should be able to conduct user polls on the fly. Most systems are versatile and robust enough to perform these and many similar tasks.

It is vital that your provider's system is able to negotiate with the many firewalls, proxy servers and other security elements that it will encounter among your users. Most providers are adept at this type of remote server navigation, but it's important to ask questions - and to ensure that your provider offers live tech support for users as well as hosts in case problems such as these arise.

Finally, you should consider security requirements - your own as well as those of your attendees. While most providers offer a service that is secure enough for the vast majority of users, those dealing with sensitive data may prefer to host their own conferencing capability internally rather than seeking an out-sourced solution. 

As compelling as many of these features may be, it is likely that your provider will offer features that extend beyond your requirements. While you may be getting what you pay for, you may not be using what you're getting.

In light of this, carefully examine your company's web conferencing needs: do you need the capability to perform real-time polls? Do you need to archive the conference for playback? Do you need full-blown application sharing or do you just need to broadcast a multimedia file?

By identifying your company's exact needs, you can choose a provider and specific product package to fit those requirements. If warranted, you can always upgrade capabilities as your web conferencing needs mature.

When it comes to choosing a service provider for your web conferencing, price is often the driving consideration, but the quality of service and availability of support are ultimately of the greatest importance.

Web conferencing is a developing technology, and the features on offer as well as the pricing model upon which the product is based are fluid. As a result, many providers offer free trials of their product packages, and some will negotiate pricing in order to build a relationship with potential power users.

The use of web conferencing can be beneficial to your company in many ways. As with all conferencing products, you will save travel time and expenses, enabling you to maximize productivity and efficiency while fostering collaboration and communication.

But with web conferencing, your meetings will be vastly more informative and effective. Your users will retain key information better as a result of the enhanced environment of your web conference. Your message will be presented exactly as you intend, and you'll control the exchange of information to and from you your attendees in a collaborative flow.

Web conferencing - like other remote conferencing products - is not the be-all, end-all business communication solution, but, in that web conferencing extends the capabilities of teleconferencing so dramatically and effectively, it's pretty darn close.