December 23, 2008

Five Ways to Save Money Using Online Conferencing Tools

By Laura S. Quinn

Nonprofit executives are always looking for ways to save money. One such way is to host virtual meetings using online conferencing software, which can reduce everyday business expenses and make bringing people together more cost-effective -- especially when staff is far-flung and would otherwise need to travel to attend.

Online conferencing software uses the Internet to facilitate virtual meetings and trainings with remote participants. It typically offers both audio and visual components. Participants can display PowerPoint slides or other documents, show applications on their desktop in real time, or even video conference. A traditional conference telephone line can be used for audio, or most packages offer Voice Over IP (VOIP) as an alternative. VOIP uses the Internet and participants’ computer speakers rather than phone lines, and can reduce telecommunications costs or eliminate them entirely.

Two of the most widely known online conferencing packages are WebEx and GoToMeeting, but they’re certainly not the only ones on the market. There’s been an influx of new and inexpensive options lately. Newer packages like Yugma, DimDim and WebHuddle offer a lot of features for an attractive price. Other options, like ReadyTalk, Adobe Connect and Elluminate, can provide more sophisticated support for online training. (For an overview of available products and how they differ, see Idealware’s article, “A Few Good Online Conferencing Tools,” at www.idealware.org/articles/fgt_online_conferencing.php.)

Obviously, online conferencing isn’t the solution to every communications need. For example, in-person meetings and trainings build relationships among staff members that can’t be replicated online. But as a quick and easy way to share information or show people something, online conferencing is a handy and effective timesaver, and it can help save money in a number of ways.

It’s not unusual to pay as much as 10 cents per person per minute for traditional conference call lines, which can add up fast. Online conferencing solutions with Voice Over IP can be much more cost-effective. By letting participants communicate through their computers, these packages generally provide free audio conferencing—though participants will need speakers and a microphone. (Headsets are a common solution, and start at about $20.)

Computer VOIP conferencing is still a bit glitchy at times, and requires each participant know how to control their speakers and microphones, so this option is better-suited for informal meetings and more technically savvy participants.

The cost of staff meetings and trainings can sometimes outweigh the benefit, especially if many staff members need to travel. Transportation costs and commuting time can be expensive. Virtual team meetings, which take place over the Web, are a useful alternative. Teams can share documents online, so everyone sees the same calendar, diagram or meeting notes, for instance. Some online conferencing tools -- and not just the most expensive ones -- will also let users share video, so team members can see each other, as well.

Online conferencing tools don’t replace the need for face-to-face meetings -- there’s a huge value in meeting in person, particularly if your team members don’t already know each other -- but they can be a useful supplement, especially for interim or less formal meetings.

For organizations with multiple small offices, or staff in the field, desktop support can be complicated. However, most online conferencing tools allow IT staff to both show applications from their own desktop and see any application remote users share with them. This can be a useful way to answer questions, troubleshoot problems or provide quick training, even when staff members are in different physical locations.

Online training can be a surprisingly useful way to convey information. The lack of direct personal interaction can take some getting used to, for both presenters and participants, but online conferencing tools provide a cost-effective way to present even sophisticated concepts and ideas. Users can display slides or any application on their computer, including documents, software demos or diagrams drawn in real time.

Because it’s difficult to replicate the interactivity or person-to-person networking component of a live training session, online workshops work better when the goal is to convey knowledge in particular areas. They’re much less successful in building a network or community around a particular area.

Many online conferencing packages support recordings, making them an interesting option for creating quick videos. Organizations can record an online training session to make it available for others later, for example, or record quick demos to answer frequently asked software questions to post on an intranet. These tools aren’t designed to create polished, professional videos, but they could be just the thing for informal needs.

Online conference software can be a useful tool for organizations whose staff is spread out in different locations. It’s affordable, relatively easy to use, and will help reduce the costs of doing business. It won’t eliminate the need for in-person meetings, but it can make bringing people together in between such events not only possible, but affordable.

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This article is from NPT TechnoBuzz, a publication of The NonProfit Times.

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