The hosted vs. ASP debate rages on
When it comes to the type of software you use for your web conferencing service, you basically have two options: an in-house solution where you download software onto your servers, or an Application Service Provider which hosts the software from their servers. The option you select will depend on your conferencing needs, budget, and infrastructure.
With in-house software, the actual software is installed on premises. This provides you 100% control over your entire system. Some vendors will even customize the software to your liking and brand it with your logo. In-house software is best for large companies that plan to use web conferencing frequently for several participants and don’t want to accumulate reoccurring fees with each use.
In-house web conferencing software can get expensive because you’re responsible for more up-front charges than you would be through a subscription service. And it’s not just the software itself – you need dedicated servers for web conferencing, particularly if you’re going to host hundreds or thousands of attendees.
In addition to the cost of the technology, you also need to budget for reliable IT staff that can install and maintain the software.
… or ASP service?
If you’re only going to use web conferencing from time-to-time or you don’t want to incur large up-front costs, an ASP solution will be your best bet. ASP software for web conferencing provides an inexpensive entry point if you’re just looking to try out the functionality. You don’t pay set up charges and you can end your working relationship with the vendor once your conference is finished.
You install software from an ASP service by accessing their website, downloading a client, and then following the on-screen instructions. This will tell you how to “reserve” a room and send out invitations. From there, invitees can download the client to their PCs and then join your conference on the selected day and time.
An ASP provider will take care of the maintenance and service of the software. They also manage their own backup systems so the service is available almost 100% of the time. Best of all, you’re not tied down to working with just one provider. If you’re not happy with an ASP service, you can move onto the next one.
Although initially more affordable, ASP charges can mount up the more you use web conferencing. When you do experience problems, you have to contact their customer service and won’t be able to use the functionality until they repair the problem. Also, customization is limited – you won’t have as much control over particular features as you would with a hosted model.
Which is best for my business?
The answer is entirely up to you. For large companies looking to use web conferencing on a regular basis, hosted software might provide the best economies of scale. If you own a small to medium sized company that wants to test the web conferencing waters, an ASP solution is a good start.
If you’re not entirely sure what to select, start with an ASP solution. You’ll be able to test the functionality and benefits of web conferencing and decide if it’s something you want to pursue long-term. Once you evaluate an ASP, you could always switch over to a hosted solution if you think it’s more affordable to your bottom line