Meeting and communication tools provide ways to communicate in real time with other team members by typing, by voice, or by video (or by all three). Some tools include chat rooms, file transfers and application sharing, among other features. Typically, all participants must have compatible software installed, and may need a headset, a microphone, and a video camera. The following types of tools are included in this category:

-  Instant messaging (IM) applications

-  Voice over Internet Protocol (VoIP) (covered in the “Instant Messaging (IM) Applications” section)

-  Web-based meeting programs

The connection speed that is required depends on what tool you are using and what capabilities you want to use. If you are typing in an IM window, you can use a dial-up connection. However, if you are using VoIP, video, or audio, a high-speed connection prevents lags and improves buffering. Therefore, if you are stuck in a hotel room with a dial-up connection (something that is becoming rare, as most hotels now provide high-speed access), you can still keep in touch with team members, at least through text messaging. Instant Messaging (IM) Applications Instant messaging (IM) applications let two or more people “talk” in real time by:

-  Typing messages in a chat window

-  Using a headset to carry on a conversation

-  Using a video camera and microphone to both talk and see other people Some common IM applications include Windows Live Messenger, AIM, Yahoo! Messenger, Skype, Trillian, Adium, ICQ, Jabber, and Gaim. If you cannot install software, check out AIM Express, which is web-based. See “Comparison of instant messaging clients” (http://en.wikipedia.org/wiki/Comparison- of- instant- messaging- clients) at Wikipedia for multiple comparison charts of more than 60 IM applications, many of which are free. Most IM applications include the ability to set up a conference room for multiple people. Trillian and Adium X, which are multiprotocol applications that let you connect to AIM, ICQ, Windows Live Messenger, Yahoo! Messenger, and others, only allow conference rooms for the same protocol (that is, you cannot have a chat room with contacts using two different IM applications).

However, interoperability (that is, the ability to talk to contacts using different chat applications) is increasing. Google Talk provides interoperability with other Jabber clients. Yahoo! Messenger with Voice and Windows Live Messenger let users chat with members of either service (but they must be using the latest versions). Trillian has started development on an update that includes interoperability. eWeek’s Messaging & Collaboration Center (http://messaging.eweek.com) provides news, reviews, white papers, resources, and more on the latest collaboration efforts. Voice over Internet Protocol (VoIP) is becoming much more popular, and many IM applications now include the option to use VoIP to contact others with your computer and high-speed connection. Some, like Skype, include the VoIP network, while others, like Windows Live Messenger, require an external service to connect to a VoIP network. Prices vary by provider and are based on location, with one price for national calls and another for international. (Audio and video chat through an IM application are free.) AIM Triton includes the new, free AIM Digits, which gives you a telephone number and allows you to receive inbound phone calls.

It also works with AIM Phoneline, which lets you make outbound phone calls. Most IM applications will let you know if updates are available and provide links directly to the upgrade, as well as a “Check for Updates” menu option. Customizing IM Applications Most IM applications let you customize the interface in the following ways: -  Choose a picture to display in chat windows and next to your name

-  Modify the font (size, family, style, and color) and background color

-  Specify alert sounds (played when contacts log on or log off, etc.)

-  Specify folders for file transfers

-  Enable virus protection

-  Indicate your status Many applications let you use status messages (and, in some cases, status icons), which lets your contacts know if you are logged in but away, in a meeting, eating lunch, and so on. You can use the default status messages or create your own. Look for the Options dialog box in the IM application to see what options you can customize.

Adding Security to Instant Messaging Many companies require security for any IM applications. If you want to add third-party security to your IMs, some products you might want to check out are:

-  Akonix’s L7 product line (http://www.akonix.com) -  WiredRed’s e/pop product line (http://www.wiredred.com) -  FaceTime product line (http://www.facetime.com) -  IMlogic’s product line (http://www.symantec.com/ enterprise/imlogic/index.jsp) Or you could use AIM Pro (http://aimpro.premiumservices. aol.com), which includes encrypted messages, integration with Microsoft Outlook, and access to WebEx voice and video conferencing to help teams collaborate securely.

IM Applications For more information about instant messaging applications, see the individual websites or visit BigBlueBall (“Everything about instant messaging,” http://www.bigblueball. com). Web-based Meeting Programs Web-based programs like WebEx, GoToMeeting, Elluminate, Microsoft Office Live Meeting, Adobe Breeze, and Hewlett Packard Virtual Rooms let you:

-  Hold online meetings, which might include a presentation

-  Conduct conferences, training sessions, and presentations These applications require either a Java Virtual Machine or installation of an ActiveX control. WebEx includes a pre-meeting test that verifies that you have all the necessary components before attending an online event.

These types of meetings typically have a moderator who controls not only the agenda but the mute button, which prevents interruptions. However, even when the moderator does not mute attendees, most will mute themselves so as to prevent background noise at their location from interfering with the meeting. The difference is whether or not they have permission to break into the ongoing conversation. Prices vary by provider, and while they might include a telephone bridge for calls into the meeting, many do not provide a bridge for international calls.

One possible solution is to use an IM application because some let you create conferences for 4 to 20 people. However, all attendees would need accounts with the specific IM application. You can customize the display of the meeting room, such as branding and customized color schemes, and you can customize the presentation itself. Those attending the meeting cannot customize their display (other than the usual control over the browser window). Adobe Breeze lets the presenter add a photo, name, logo, biography, contact information, and title to the speaker’s area on the screen. You can control various settings when holding meetings:

-  Let attendees view the attendee list.

-  Let attendees chat with each other and with the organizer and presenter during the meeting.

-  Send a customized “welcome” message when attendees join the meeting.

-  Control system messages.

-  Change the viewer color. Some meeting software includes the ability to add quizzes, with or without SCORM and AICC compliance. Windows systems include NetMeeting, which includes various communication applications such as conferencing, chat, file transfer, program sharing, remote desktop sharing, and a whiteboard. However, be aware of the following limitations:

-  NetMeeting must be installed on everyone’s computer first.

-  Macintosh users must use Virtual PC.

-  Unix users must install other software first.