Seven Castles

Videoconferencing

                                      

May 15, 2008

 

A videoconference is a set of interactive telecommunication technologies that allow two or more locations to interact via two-way video and audio transmissions simultaneously. It differs from videophone in that it is designed to serve a conference rather than individuals.

 

Videoconferencing technology enables the participants of the conference to see each other. With audio-conferencing, people can only hear the voice that is enough for project discussion among the employees. But businesses often need interactions with the clients for finalization of the deal, the status of the ongoing project, client reviews and so on. Videoconferencing helps in arranging virtual meeting where the guests need not assemble at a single place. If the host and the guests have videoconferencing equipments, then the effect of face-to-face meeting can be neared using videoconferencing technique. It is also very helpful in conducting training sessions where the trainer is at a different location. The conversation can be between two people in private offices (point-to-point) or involves several sites (multi-point) with more than one person in large rooms at different sites. Besides the audio and visual transmission of meeting activities, videoconferencing can be used to share documents, computer-displayed information, and whiteboards.

 

As with any conferencing technique, videoconferencing requires a connection bridge to connect the groups participating in the conference. Videoconferencing requires the video and audio signals processed and compressed by the codec to transmit these signals via the telecommunication links that already exist. The compression software is also essential that is used by the codec. The receiving end also uses the codec to process the incoming signals so that video and audio can be separated and diverted to the respective devices. A microphone and a speaker are essential for voice transmission. To display the video, a monitor is required. If the group has a larger number of people, then LCD projectors can be used for increased visibility.

 

Depending on the equipments used for conferencing, the videoconferencing systems fall under three major categories. For business meetings, that require one-to-one discussions, the integrated USB desktop units can be used where screens of larger size are commonly used. Set top units can be used if the budget is low as the video can be connected to existing televisions or VCR. Standalone devices are used for personal communication and they have small screens attached to each user.

 

In videoconferencing, the room where the group is gathered plays a major role in the success of the virtual meeting. The acoustics of the room mainly determines the quality of the audio transmitted. For a successful conference, the audio and the video must match with each other. Any distortion in the signal or any disturbance in the room will have a negative impact on the meeting. The amount of light in the room must be ample so that the camera records the video clearly. To ensure this, fluorescent lights are used. Low power lights are avoided. Windows must be covered with screens to avoid unnecessary sunlight coming in, as the shade is undesired in a virtual meeting.

 

The videoconferencing room must be furnished without ambiguity. The decoration must be pretty and simple. Generally, the group members are seated in a long round wide table and the camera is placed such that the entire group is covered. The members must be seated comfortably to look elegant in the video. The external noise must not enter the conferencing room. There is also an option available for the companies to rent videoconferencing rooms. These rooms have ample equipments and will be furnished accordingly so that the arrangement and maintenance are taken care of by another service provider. This can be an affordable choice when the company requires virtual meetings to be held less occasionally.

 

Some etiquette is to be followed by the participants of videoconference. The persons must speak clearly and loudly and they must be seated at the correct distance from their mike. Unnecessary and casual non-verbal gestures are to be avoided, as they may be annoying for the other participants seeing the video. All the necessary applications and presentations must be ready before the conference starts. All the participants must be seated in their respective places before the conference starts. When these are followed, then the virtual conference will definitely be a success for the company.

【作者: zhangliping】【访问统计:】【2008年05月15日 星期四 05:26】【注册】【打印】