6 steps to selecting a web conferencing tool

July 22, 2020 | Richard Ellis

Working together but apart has never been easier, thanks to online collaboration and web conferencing solutions. Not only do you get to share files and hold a one-on-one or group chat or video call, but you can now also host presentations and virtual events.

With a lot of web conferencing service providers taking advantage of the demand and stepping up their game to provide the best customer experience, how do you know which service is the best for your organisation?

There are many things to consider when creating a checklist for choosing the right web conferencing tool for your company; here are the steps with six of the most important factors to think about.

1. Check compatibility with existing systems and processes

The first and most important thing to make sure of is if the service can be easily integrated with your organisation’s existing systems and processes. Tools should be able to work smoothly with your existing technology and help streamline your processes, rather than disrupt them. Choose a provider that is dedicated to understanding how your business works and can customise the solutions to fit your requirements with minimal to no disruptions.

Aside from easy transition, the software should also be easy to learn and use. Instead of watching pre-recorded training videos, choose a provider that will offer you a dedicated onboarding plan with personalised training for faster adoption.

2. Check the security credentials of your provider

Sharing information via the web is a crucial cybersecurity concern. Make sure to select a provider with credible security credentials. What is included in their privacy and terms? What kind of information do they collect and store and how do they intend to use them?

Check if the provider has all the relevant globally accredited security credentials. Are they compliant with standards? babl Global works with major governmental, financial, and legal institutions, for whom security and compliance are paramount. All our data centres are ISO 27001 accredited while all stored data in our cloud is encrypted using 256-bit key. We also provide hop-by-hop web-calls and MiFID II compliant call recordings, among other basic and advanced security features.

3. Get a demonstration

The next step is to identify what applications do you need to use the web conferencing tool for? Do you need it for hosting a large event, presenting reports, running a virtual training or an online class, conducting a remote legal deposition, or interviewing a candidate? What other software do you use that needs to be compatible with this new tool? What other capabilities do you need? Once you have identified these, choose the services from the provider’s suite of products that will best apply to your requirements then ask for a demonstration of these services.

Choose a web conferencing service provider that offers a free trial period or a demonstration. Through this, you’ll get to test how the products and their features work and how they go with your existing systems and processes. You’ll also get to find out nuisances as well as functions that you would like to be changed or customised before getting into a long-term agreement.

4. Choose customisable solutions

Is the web conferencing tool customisable to your meeting and communication needs? What’s good about providers with their own proprietary web conferencing technology like babl Global is that they are flexible to deliver tailored solutions that will integrate with your business’s processes and support the unique way that you do business. babl Global has its own development team that can add or adjust functions and integrations that will enhance your existing processes.

babl Global’s API also permits your own IT team to conveniently customise functionality to your existing technology. This gives you the ability to customise your conference call solution in different parts of your organisation, be that geographically or per department.

5. Test the reliability and scalability

Some web conferencing tools come with limited capabilities. Some will only be able to hold a group call with only up to 20 participants, some even less. Make sure to select one that will be able to support you not just in your company’s present situation, but also as you grow and your needs change. You may also want to choose a solution that offers branding and customisation options for your CRM, records, marketing, and messaging systems.

In terms of coverage and audio/video quality, everyone on your team as well as your clients must be able to connect properly, whether they’re in a different city, country, or time zone, no matter how many persons are connected. Go with a service provider that provides far-reaching international coverage and guarantees high-quality audio and video calls from anywhere in the world.

6. Look for efficient client support

Partner with a web conferencing solutions provider that will be there for you not just during the onboarding and transition process, but throughout your experience using their products. Reading up FAQs and receiving automated replies from tech or customer support may sometimes work for self-help when troubleshooting, but nothing beats speaking with an actual human being who is available to provide customised support and fast issue resolution. Customer support should be knowledgeable and easy to access.

Organisations, both working onsite and remotely, depend heavily on web conferencing tools for several different purposes, so it’s important to ensure that your provider can deliver the technologies you need, along with personalised service, the ease of use, and robust security features to guarantee your company’s success at every level.