Several web conferencing tools are available, creating a need to determine which tool best fits your needs.

First, in order to use the web conference tools and services, you need to determine if you desire to download the tool or use web based conferencing tools.

Subscription services are attractive for those who occasionally need small web conferences.

Downloading tools that are licensed by time periods rather than minutes of connectivity is probably better in the long run, but it does require downloading and installation of software or plug ins, or perhaps loading a server.

There are services that charge by user/minute and services that charge by the month or year, and even free choices.

If the free choices provide your desires, go with them. Failing that, the monthly or yearly charges are almost always best.

Second, you need to determine if VOIP is available. Unless the hardware or bandwidth just can't handle it, this is best.

Bandwidth, operating systems and browsers of those with whom you will confer is vital information, as some services will not work over dial-up connections or require specific software. If you cannot identify this beforehand, this will force you to use options with the greatest possible flexibility.

You will almost always want a company with an international presence to increase the chances that multinational connectivity problems have been found and solved. Read the documentation and choose a company that has a good reputation for competence and a good warranty.

You need to know how many people you expect to have in a conference at once and what you intend to do:

• Are you going to present previously prepared presentations?
• Are you going to use whiteboards to sketch during the conference?
• Will you need to send files to the participants?