Author: Srabani Mazumder

With productivity dynamics having shifted dramatically in the recent times, Virtual Conferences have become more than an alternative to conventional face-to-face events. Medium of collaboration has undergone change too and virtual conferencing is found to be fast replacing the boardroom for everyday meetings.

Virtual Conferencing allows individuals in connecting from around the globe, pupils in learning from remote locations and events to be held online and therein lies its beauty. Internet technologies has made Virtual Conferencing possible specifically on TCP/IP connections in terms of allowing real-time point-to-point communications, offering data streams (of text-based messages, voice and video chat) across geographically diverse locations.

Although Virtual Conferencing can be mentioned as a ‘meeting facilitated by computer software’ in general terms; it can be defined as an activity which is organized in a way that participants can meet and discuss common interest themes via using communication tools at a central location on the Internet.

It is basically the hosting of meetings in virtual environment and is a video conferencing mode for up to 800 attendees (and up to 1600 in case of UDP Mulicast mode) where moderators tend to select speakers in real time.

To be specific, in corporate environments (and to some extent in academic) emissions resulting from travelling to conferences and meetings in person are often considered as problematic in the light of climate change. As people are more and more getting acquainted with online environments; online conferencing is becoming the go-to option that comes with benefits like saving time, money and energy. With the expansion of online universities and courses specifically in the current pandemic-inflicted scenario, Virtual Conferencing is becoming more effective in the learning environment making student-teacher interaction easier than ever.

Virtual conferencing solutions like Zoom, GoToMeeting, Slack, Microsoft Teams, FaceTime etc. have become popular amongst individuals working from home, especially in this time of worldwide pandemic.

• Zoom app makes video conferencing frictionless inclusive of easy screen and content sharing and a nifty scheduling display.
• GoToMeeting is specifically designed for business that enables corporate teams in enjoying benefits like HD quality and personalized meeting URLs.
• Slack is known as one of the best as well as most feature-rich software for team communication in recent times that despite not being able to share screens makes up for being a popular conference call app.

Some of the best-known, most widely used virtual meeting and conferencing systems are Adobe Connect, Blackboard Collaborate, WebEx, Microsoft Lync, Skype, Citrix GoToMeeting – which not only boast a full selection of features but also can be customized accordingly with institutional logos and colors.

• Adobe Connect – a highly flexible comprehensive system of virtual meeting with limitless customization options and requiring no client downloads
• Blackboard Collaborate – a highly versatile and useful application for virtual meetings and online presentations, featuring an interactive whiteboard
• WebEx – a comprehensive and widely used virtual meeting application with the provision of providing simultaneous live video streams, screen and document sharing, chatting and whiteboard
• Microsoft Lync – a full-featured conferencing and communication program offering smooth integration with Microsoft applications and Skype
• Skype – an intuitive voice and video calling platform, having compatibility with some televisions and gaming consoles as well as screen share

Benefits of Virtual Conferencing

In terms of being the efficient most way to hold meetings in corporate and academic world today, it is important for working professionals to exploit this tool to get the most of this real-time and fast growing way of effective interaction.

• Convenience is the key word in Virtual Conferencing as it tends to facilitate work from anywhere inclusive of web-based trainings and distance learning.
• As far as virtual conferencing is concerned, it has a leg up on face-to-face interactions when it comes to saving money and time.
• Virtual conferencing allows sharing of a variety of information as well as effective illustrations in real time with all involved parties.
• Virtual Conferencing is versatile and adjustable in terms of having large scalability whereas physical venues for general conferencing often pose a limit as to the number of people they can accommodate.
• Flexibility of virtual conferencing platforms involves numerous collaborative opportunities ranging from troubleshooting to brainstorming to elevating meetings with subject matter experts or getting real-time feedback.
• In terms of allowing interaction through different channels, Virtual Conferencing is all about increased efficiency and productivity,
• As Virtual Conferencing systems work on green technology, those are invariably effective in cutting down on carbon emissions (though reducing travel and paper printing) in terms of becoming the much sought after environment-friendly communication method.

Downsides of Virtual Conferencing

• Although the fast-paced nature of virtual conferencing proves helpful in connecting with people from across the globe; it is often argued that virtual world has lesser spontaneity.
• Distractions can be quite frequent in Virtual Conferencing, ranging from internet connection disruption to phone ringing or other things.
• With networking being a key aspect of conferences, (in terms of certain social cues and nuances being taken away) users or attendees can face difficulty in their Virtual Conferencing.
• In comparison to the grandeur at live conferences or events, Virtual Conferencing lacks the excitement to a great extent, in terms of being just another browser opened on laptop.

In order to make the most of the Virtual Conferencing technologies in safe and secure manner, certain key steps can be followed and those are mentioned in the following.

To attend a Virtual Conference

• Updating the software
• Configuring audio or video settings
• Double-checking the user background
• Not sharing own invite
• Not recording without permission

To host a Virtual Conference

• Requiring a password
• Reviewing attendees
• Informing in case recording
• Sharing own screen (as and when needed)

Virtual Conferencing Etiquette

Do’s	Don’ts
Be courteous to other participating individualsSpeak clearly Keep minimal body movementsMaintain eye contact by looking into the camera directlyDress appropriately	Make distracting movementsShoutMake distracting soundsCarry on side or hush-hush conversationInterrupt other participants or speakersCover or muffle the microphone

Best Security Practices following concerns regarding Virtual Conferencing

• It is important to be certain to download a virtual conferencing application from a reputable source and not trust any download from third-party if not directed by the official website.
• Sharing sensitive or regulated data during virtual conference meetings or sharing meeting link in public forums or on social media is often advised against.
• Getting used to running the newest version of the conferencing client is necessary.
• Password protecting every meeting with unique password is important.
• Encryption may seem inadequate for securing sensitive information or for protecting privacy of individuals.
• Virtual conferencing applications being vulnerable to multiple attacks (creation of fake installation files, uninvited guests gaining access to private meetings, leaking confidential data etc), the risk of disclosing the potentially sensitive data remains nevertheless.

Concluding Remarks

Although Virtual Conferencing is not without its share of disadvantages, the benefits win the day any time. Being a great medium for collaboration, simply there is no reason for not getting Virtual Conferencing savvy. Especially in this age where social distancing has almost become a norm due to the prevalence of pandemic, Virtual Conferencing is all the more going to become essential for geographically distributed team collaboration, for avoiding travelling as well as for increasing flexibility.