Enterprise Conferencing Tools
Enterprise conferencing tools enable people to share information in an interactive way. These tools include teleconferencing, discussion forums, chat systems, and electronic meeting systems.
Teleconferencing
Teleconferencing is one of the popular group support facilities that help in reaching multiple groups simultaneously. Teleconferencing comprises data conferencing, video conferencing, and audio conferencing. It is used in sales meetings, employee education and training programs, and new product announcements. Most often, people are not trained to use the system and so are not very confident about its effectiveness. The management should therefore, ensure that the employees are well trained and are adept at using the new technology.
Data conferencing: Data conferencing is an interactive way of sharing information among users based at different locations over a network of computers. In data conferencing, two or more users share data online or in real time, using a common workspace on their computer desktops. The information being shared can be a document, a drawing, a graphic, or a digitized sound or video.
Data conferencing is possible with the use of whiteboards and application sharing. A whiteboard is similar to a flip chart or a chalkboard. It is a shared workspace on which the users can draw, write, import, or manipulate real time images. It can be viewed by all the users. The software should be run and controlled by all the users. This is called application sharing. In application sharing, which is similar to remote control software, two or more participants can interact with each other by working on a single application which is loaded onto the computer system of one of the participants.
Application viewing is another term used in data conferencing. It is similar to application sharing. Application sharing facilitates sharing of the same computer screen by all the participants while application viewing allows all the users to view the document but only one person to actually make changes to it.
Data conferencing can be used effectively with audio and video conferencing.
Audio conferencing: Audio conferencing is very similar to conversing on the telephone. The only difference is in the quality of audio transmission, which is not very good. These systems make use of loudspeakers and similar devices so that the sound is heard throughout the room. Audio conferencing uses hands free audio units with sensitive microphones and echo cancellation software to communicate between groups. These systems use Public Switched Telephone Network lines and analog networks for transmission.
Video conferencing: Video conferencing enables real time conversation between users at remote locations. Using video conferencing, multiple participants located at different sites can share views and documents, and collaborate using their computer networks to transfer data. There are two types of video conferencing facilities - point-to-point video conferencing and multipoint video conferencing.
The popular desktop conferencing systems are Creative Labs'[1] ShareVision PC 3000, Winnov's[2] VideumConf Pro, White Pine's[3] CU-SeeMe, and Intel's ProShare Video. For instance, ProShare Video is a desktop videoconferencing system with a feature called multipoint or group video conferencing that enables a connection between multiple points. It enables conferencing between all the participants who have gathered at different locations at a specific time on a predetermined day.
Discussion Forums
Discussion forums, also known as Internet forums, facilitate communication among employees and students via the World Wide Web. They are used for posting messages and for downloading data and program files from online services and include the Internet and intranet workgroups, discussion groups, and databases. Discussion forum software enables users to post queries and answers relating to a particular topic. Discussion forums help in building a good relationship with customers, suppliers, and vendors. The best thing about discussion forums is that members can access the forum at leisure, as they do not require real time communication. Two examples of discussion forum groupware are Lotus Notes and Netscape Collabra.
Internet Relay Chat (IRC)
Internet Relay Chat (IRC) is an Internet service that was developed in 1988. IRC allows users to join chat groups, called channels, and get into real-time text-based conversations. This is also known as chat systems. Chat systems allow users located at networked computers to carry out online, real-time, text-based conversations. It is an interactive tool in which the users can type their views or ideas using a keyboard and view their responses on the computer screen. The messages appear on the screen and each message starts with the participant's user name.
Chat systems are very useful in organizations that do not have voice and video conferencing facilities. These systems also facilitate recording and storing of the conversation for other team members to view them later. Chat rooms have been added to the Internet and intranet websites in order to encourage collaboration and participation by the employees and/or the customers. These systems also facilitate one-to-one communication. It can also be used for sending private messages.
Electronic Meeting Systems
Information technology provides a variety of tools that increases the effectiveness of group decision making. Electronic Meeting System (EMS) is an example of such a system. EMS facilitates group decision-making activities that take place in a computer-based decision-room setting. They are designed to support a specific application or task like negotiations between labor and management and can support anonymous voting during a meeting.
The prerequisites for an electronic meeting are networked computer systems, a large screen projector, and EMS software. It makes group communication easier, protects the identity of participants, and provides a recorded version of the meeting. This significantly improves the efficiency and quality of communication, collaboration, and group decision-making in business meetings.
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