ASP Or In-House Web Conferencing?

ASP web conferencing

Want to add web conferencing as a communication tool for your company? Unless you plan on hosting a large number of meetings, you should start with an application service provider (ASP) where the meetings are hosted on a third‐party provider’s server. Since there are no set up charges and you are not locked into the service once you are done, it’s the best way to evaluate if the solution is right for your business.

First, you access the web conferencing system from the provider’s web site – either through a web browser or by downloading the software to your desktop. Schedule a web conference by using the site or the software to book a room for a specific date and time and to invite attendees to participate. Attendees receive an invitation to the conference, access the web conferencing software from their computers, and enter the information provided to join the conference.

Most ASPs rely on a web browser as the interface to set up and hold meetings. Be aware that some systems only work on a PC with Microsoft Internet Explorer. If you want to include users of other browsers, or of Macintosh or open source platforms, be sure your provider can accommodate them.

With an ASP, you won’t require additional resources or expenses such as a dedicated server. Also, you won’t be locked into a single provider and can move onto another vendor if your current service falls short.

While it’s a great way to start web conferencing, costs for an ASP can increase substantially with more usage. Also, because you’re accessing the service through the web, you’re relying on a third‐party vendor for critical support. If a problem comes up, you’ll need to contact their customer service instead of in‐house IT staff, which can take up valuable conferencing time. And, if you want more control over particular features, you may want to consider installing your own software as ASPs limit your customization options.

In-house web conferencing

The other method of delivery for web conferencing software is in‐house or on‐premise software. By installing and hosting the web conferencing software on your company’s servers, you get complete control of the system. If your company is a substantial user of web conferencing services, you’ll like the unlimited conferencing with no additional incremental charges and the ability to invite as many participants as your infrastructure can support.

Costs start at $1,000 ‐ $5,000, so you will pay more up front. Over time, you can save considerable money because there are no per‐minute or per‐seat charges. With in‐house web conferencing software, you also have to invest in an IT staff capable of maintaining the product, acquiring updates, and quickly managing any problems. You may also need a dedicated server to run the application and considerable network bandwidth, depending on the number of attendees.

Free trials

Most web conferencing software providers will have demonstrations on their web sites to allow you to test the program before making any decisions. This gives you the opportunity to learn each of the tools and interactive elements available before you commit to paying for the service. You can also interact with the provider’s live customer service reps directly to ask questions.