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There will always be times when you need a face-to-face meeting. On other occasions, communications tools such as video-conferencing, audio-conferencing and web-conferencing can cut costs and travel times, writes Tim Duffy, CEO of conference calling specialist MeetingZone.

Here’s a round-up of the different tools available and some issues you might need to think about in deciding between them.

Video-conferencing over your internet network
The obvious advantage of video-conferencing is that it enables you to see the participants of your remote meeting as you share information with them.

Video systems range from high-end room-based systems for large or small conference rooms, to software that runs on your laptop or PC with the aid of a webcam. Costs vary widely from £500 to £750,000.

If you need to hold meetings with three or more participants then you will need video-conferencing “bridge capability” that enables you to connect all of the participants. Some systems have embedded bridging functionality, but you might also consider purchasing your own bridge. The other solution is to use a service provider that offers bridging services.

Be warned, this kind of technology is bandwidth-hungry and you’ll want to ensure it doesn’t play havoc with mission-criticial applications.

Audio-conferencing
If it’s not essential for you to see meeting participants, audio-conferencing may fit the bill. All you need is access to a phone.

Most phones allow you to hold internal and external conference calls with a limited number of participants. But again depending on usage, the specific application and the number of participants in your meetings, you may consider using an audio-conferencing service that will provide you with a dial-in number and individual PIN numbers to access specific conferences. Costs are usually based on price per minute per line.

Web-conferencing
The majority of meetings contain an element of information-sharing, whether that is a sales forecast, a presentation or a contract. In the context of a remote meeting, you might email the information to participants in advance.

Another option is to use a web-conferencing provider. No special equipment is required, just access to a phone for the audio element and the internet for data sharing. Again the service provider will issue you with an individual URL and an access code, and the cost is usually worked out per minute.

Whatever tools you use, being able to bring together the right people at the right time speeds up and improves the decision-making process – and the best decisions help to ensure your business stays ahead of the game.

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