AccuConferenceAccuConference

Sep
18
2007
How To Make Your Video Conferences More Productive Maranda Gibson

Video Conference

Conference calls have been around the business world for some time and are certainly nothing new. Quality web conferencing, however, has changed the context and purpose of the traditional conference call and by introducing new exciting features has enhanced its dimensions enormously as well as decreasing the entire cost of the process.

What exactly is video conferencing? The dictionary defines what is also known as a video teleconference as "a set of interactive telecommunication technologies which allow two or more locations to interact via two-way video and audio transmission simultaneously." It is also known as visual collaboration and is a type of groupware. Video conferencing can either happen between individuals or involve multiple locations scattered throughout the world. Apart from audio and visual transmissions, video conferencing can also be utilized to share documents and a wide range of computer-displayed information. What does this mean to the average business manager? Read on and learn.

The advantages provided by video conferencing are many. Modern technology makes it easy to meet with any client anywhere and at anytime, defying geographic boundaries. It's a way to qualify clients and candidates before meeting them in person, saving time, effort and money that might otherwise be spent on traveling, food, gas and accommodations. Video conferences serve to demonstrate products and services to clients many time zones away, and can provide a conduit for training employees in another country. Although video conferencing can never replace the in-person meeting, it can, via online collaborative tools, provide you and your business with unique ways in which to interact. Some of these tools include: document sharing and text-messaging.

The following tips will help you make your next videoconference session as productive as possible. While not everything may apply to every business, all will render positive results if used correctly.

Decide upon your space

The conference room is a factor that must be decided on before even considering which equipment will work best in it. Good video conferencing facilities will consider the effect of walls and echo problems. Square rooms, for this reason, should be avoided. Tiles and carpeting have different degrees of sound absorption, all of which must be considered.

There are many fancy setups for effective video conferencing, but sometimes the easiest and most obvious is also the most effective. A U-shaped table with the display and camera at the top of the U and participants sitting around is the best acoustical arrangement possible. Almost any conference room can be adapted for use as a video conferencing site by making adjustments based on the needs of the video and audio equipment to capture signals. A basic web camera is really all you need to get started.

Know how you will use your video conferencing system

Who are the users and what role will the system play in your particular scheme of things? Will it be for an occasional chitchat or for more formal face-to-face meetings between business executives? You may not need high-definition resolution and can possibly opt for the much cheaper web cam and instant messaging if you are going to use your videoconference system for infrequent casual chats.

Along the same lines, decide how many locations you will need to connect to simultaneously and if these locations are outside of your network's firewall. How tech-savvy are your users and what kind of equipment do they have? Will you be using your system collaboratively, with many parties communicating, or will you be watching one central presentation?

Consider extraneous factors that can affect the conference experience. You want to choose a location with a neutral background that contains as few moving distractions as possible. Avoid rooms with tinted or colored light and opt always for natural lighting. Place the camera above the monitor, a few feet away from participants.

Know how much you are willing to invest in your video conferencing system

Purchasing a system can be a very costly venture. Fully customized conference rooms can run into hundreds of thousands of dollars, but lower-end desktop-based systems won't very likely put a big dent in your budget. You should also calculate the costs associated with the activities you are planning to replace or enhance with your new video conferencing system.

Make a short list of vendors

It's all part of doing your homework. Compile a list of those sellers who have systems that meet your needs. Run each system through a real-life test to see how it performs before you buy. Most vendors will permit a test-drive. Some things to look for might include:

* Call reliability:

How often are you disconnected in the middle of a conversation?

*Audio-video quality:

The quality of the sound and the consistency of the picture

*Ease of Use:

Is the user interface simple or complicated to navigate?

* Standards-based:

Can your system be easily connected with other systems?

What type of network will you use for your videoconferencing traffic?

By knowing which geographic areas your videoconference will be servicing, you can ensure beforehand that the digital network you have chosen as well as the required bandwidth is available in those specific areas where the parties you wish to connect to reside. IP networks are generally cheaper than the ISDN varieties and they are easier to secure.

Don't expect perfection the first time around

Even if you choose the simple "web cam" route for your video conferencing, there are almost always problems that occur because each client has a different and usually confusing user interface for its video feature. Non-technical users will need some help in figuring out the process and should not be expected to do so on their own.

Pay attention to the lighting

The speaker and the presentation must be in view. The speaker should avoid remaining in a dark area as, if that is the case, he or she will remain in silhouette for all of the conference participants. Also avoid area that is overly flooded with light.

Always maintain eye contact

As much as possible, look participants directly in the eye even if you have to do so from a web cam.

Speak clearly

Do not speak in a monotone voice. There is nothing more boring than listening to a voice without a single variance in its pitch. In Video conferences the audio can sometimes be garbled, and for this reason, it is very important to not chew on words.

Make your presentation as interesting as possible

Participants will quickly lose interest if you as a speaker, don't sustain it with well-prepared and coherent material.

Follow other speakers' presentations with respect

Give the next person your full attention. Do not yawn or fidget as these two actions translate directly into boredom and disinterest.

Check your computer settings before the conference begins

You might even want to attempt a mock session with a colleague to iron out whatever problems you might encounter. Can your colleague see and hear you? It's better to know this before the conference begins than during it!

The video conference is the way of the future for online interaction and communication. A child of the Information Age, it is growing by leaps and bounds as a convenient and effective tool for companies everywhere around the globe. It is being used more and more, not only by the corporate world, which already appreciates its many advantages, but also by homes, small businesses and universities.

Get on the bandwagon now and set up your first company videoconference. You will be amazed at the results!

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