The Many Benefits of Video Conferencing by: Chris Robertson
Almost everyone is familiar with video conferencing today, and for good reason. Video conferencing is convenient. Video conferencing saves money. Video conferencing makes money. And it is so much easier than it used to be.
White House video conference with Iraq |
I know because I installed one of the first video conferencing systems for a former employer when I ran the information systems department of a large company. In those days that meant a very substantial investment in equipment and installing a dedicated ISDN line (that was when 56kpbs was considered blindingly fast!). At first it wasn't easy to convince people to sit in front of a 25-inch TV for a 30-minute video conference instead of traveling and giving up those nice travel reimbursements, but soon they realized the many benefits. The rest is history.
Today, of course, video conferencing has become part of doing business. There is no longer a need to waste time and money traveling, and the technology has advanced to a point where there is a solution for every conferencing need. Audio, web and video all combine to provide cutting edge conferencing solutions tailored to anything from one-on-one to large conferences with Q&A sessions and private chat. There are even solutions specific to industries such as accounting, banking, insurance or legal.
Why is video conferencing so successful when other technologies have come and gone?
Because it is convenient and cost-effective. At a time of skyrocketing costs for gas, air travel and hotel accommodations, conducting video conference meetings makes more sense than ever. And in addition to saving time and money, video conferencing from one's office or board room is a lot less stressful than a meeting after a day of hassling with cabs, airport security, delayed flights and bungled hotel reservations.
But cutting edge conferencing has grown beyond mere time and cost savings; it has become a business opportunity and strategic advantage. Conferences can be recorded and made available for call-in playback. Moderation tools allow for large conferences with operator services, toll-free audio call-in and unique PINs to track attendance. For especially important calls, conferencing companies and service providers can assist for a professional touch, making sure that everything goes right.
The sky's the limit when it comes to new and exciting uses for web casting and video conferencing. We've seen new product announcements using the technology, reaching far more potential customers than conventional press conferences. Webinars provide new ways of training people or making sales presentations. And today's office tools
photo: NASA The sky is not the limit for videoconferencing! |
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Another White House video conference |
can easily be integrated into a conference. Sharing PowerPoint presentations, documents and even applications is easy, as are multiparty video and virtual whiteboards.
Best of all, video conferencing no longer requires a large capital investment. Web, video and audio conferencing service providers can quickly get you up and running, often without setup fees, steep per minute charges or pesky contracts. With all that's available today, the question is no longer if a business can afford professional cutting edge video conferencing, but whether it can afford not to use it.
Eight Steps To Guarantee A Successful Video Or Web Conference by: Dan Richmond
A successful video or web conference can really give a boost to your organization. Online conferencing is now connecting people in a way that was not possible in the pre-Internet era. However, as powerful a tool as online conferencing is, it works best when you prepare your conferences properly. Here are some steps that you can take to help guarantee that your next video or web conference is a great success.
1. Make sure each of your attendees has enough bandwidth at his or her location.
There is nothing more frustrating than trying to watch a video online when you just don’t have enough bandwidth to get it all. If your participant doesn’t have enough bandwidth there will be latency delays and he or she will not be able to enjoy the experience or participate properly. The amount of bandwidth that is required varies from system to system and also according to what features you will be using
President Bush receives Hurricane Ike briefing (The White House does lots of videoconferencing!) |
during the conference. Features such as video, audio, screen and application sharing have different requirements. Check with your vendor or provider to find out what the minimum bandwidth requirements are, and then make sure each of your locations does indeed have enough bandwidth.
2. Test your web cameras to see that they are working properly.
If video will be involved at any of the locations, make sure that the location has tested their camera to ensure that everything is working satisfactorily. Ideally, all cameras should be tested from within the video or web conferencing system that you will be using. A camera that is working fine in one application may work differently within another system. Check it in advance so that you will not have any surprises on the day of your conference.
3. Check your sound equipment in advance.
If VoIP (audio) is going to be used from within the meeting itself, make sure that all attendees have the right tools needed, whether these tools are microphones, headsets, or speakers.
4. Supply your participants with proper access information in advance of the conference.
If audio will be conducted via an audio conference call, make sure all attendees have the access number to dial into and the PIN (Personal Identification Number) they will need to access the call.
5. Conduct a “trial-run” of your presentation prior to the conference date.
The presenters or leaders of the conference should practice in advance. If a presentation will be involved, make sure that whoever will be presenting any material has tested this part of the video or web conferencing system. The presentation that is to be used should be demonstrated to another party BEFORE the date of the actual meeting.
6. Supply web access information to your participants well in advance of the meeting.
Make sure that all of your participants know how to access the video and web “conference room”. Send an e-mail "link" to each participant well in advance of the meeting so that they will be able to easily access the meeting when the appropriate day and time has arrived.
7. Get as much training as you can in the video or web conference system that you will be using.
The host should be very familiar and comfortable with the video or web conferencing system they are going to use. If training is offered by your vendor or provider, then take advantage of this in order to become more familiar with the system. Familiarity with the system will help you to host a flawless meeting or conference.
About The Author Dan Richmond is CEO and Co-founder of MegaMeeting.com. MegaMeeting provides web conferencing and video conferencing services for individuals, businesses and educational institutions. For more information, or for a free live demonstration, please visit http://www.MegaMeeting.com or call (818) 783-4311. |
8. Conduct a test meeting prior to the big event.
Most importantly! Conduct a test meeting or two before the day of the "big" meeting. Tests will help you eliminate as many surprises as possible before you gather all of your attendees. A meeting free of technical glitches will go far to help you achieve the goals of your conference.
The key to a successful online conference, whether it be a web conference, a video conference, or a combination of the two, is preparation, preparation, and preparation. The more you prepare and the more you practice, the better your online meetings will be.
This article was posted on November 10, 2005
How To Determine Which Features Will Benefit You The Most by: Dan Richmond
Web and video conferencing technology is becoming more sophisticated with each passing day. A few years ago it was a novelty just to talk with someone online, and view his or her image at the same time. Today web conferences bring together entire companies in complex interaction that rivals live face-to-face meetings. How you might benefit from the latest developments in web conferencing depends on your particular needs. Here are a few points that you should consider.
1. Do you need to make a Powerpoint or other presentation during your conference?
If you answered “yes” to this question, then you will be glad to know that current web and video conferencing services allow the host of a conference to present a slide show or Powerpoint demonstration that will be visible on the screens of all the participants of a conference. Similarly, hosts can also open and show other document formats to their attendees. If you need this kind of capability, make sure that your conference provider can give this to you.
2. Do you require telephone conferencing integrated with your web/video conference?
Many organizations have found telephone conferencing to be an effective way to get work done. If you are already connecting with your members and staff via telephone conferences you can expand on this by choosing a web conferencing system that integrates telephone conferencing along with the online conference. The combined service will give you the ease of phone conferencing along with the enhanced visual and presentation features of online conferencing.
Some services allow the host to pay the long distance bill of all the participants (toll free conferencing), while others require each participant to cover their long distance fees.
3. Do all of your conference participants use the same type of computer?
If your participants are going to be using a variety of computers (PC, Mac, Linux) then you will benefit most by choosing a web conferencing system that works on any platform. While earlier conferencing systems required the downloading of complex software that would work only on specified operating systems, newer conferencing formats are delivered online and are browser based. They work on any operating system and if yours in an eclectic audience, then you will get best results with this type of conferencing.
4. Will it be necessary for one of your technicians to “take-over” and operate the computers of any of your participants?
If you wish to use conferencing as a service tool and want to avoid having to send out your service team on physical visits to clients, you can save a lot of travel time and cost by selecting a web and video conferencing system that allows the host of the conference to go online and actually take control of the computer of the client or conference participant. If you are looking at web conferencing as an after-sales service tool, then this particular feature will probably give you one of the most important benefits that you could wish for.
5. Do you want to conduct an online poll or survey during the conference?
If you have a large organization and want to make a quick and accurate poll of opinion or vote on a particular issue then the new polling capabilities of the most advanced web conferencing services will be an important feature for you.
Similarly, if you need to gather demographic information about your meeting participants, obtain valuable input, or quiz and test your participants, then the new online survey capabilities of current web conferencing systems will be an important feature to look for when choosing your conference format. Data from these types of online “surveys” can typically be saved and used for future use.
6. Do you want to brainstorm online, using a “whiteboard”?
About The Author
Dan Richmond is CEO & Co-founder of http://MegaMeeting.com. MegaMeeting provides Web Conferencing & Video Conferencing services for individuals, businesses and educational institutions. For more information, or for a free live demonstration, please visit http://www.MegaMeeting.com/ or call (818) 783-4311. |
Brainstorming is a great way to tap the ideas of a group and to come up with and select new ideas. If this is what you like to do when holding physical meetings, then you will probably want to be able to do the same thing in your virtual meetings as well. This is now possible in some of the more advanced web conferencing systems by using a “group notepad” that enables meeting participants to utilize a shared workspace. The results of these brainstorming sessions can typically be saved in a storage area.
Which of these features will benefit you the most? It all depends on your particular needs. However, one thing is sure: once you experience the convenience of online meetings, you will not want to go back to the era when every meeting required you to pack up your bags and get on an airplane.
This article was posted on March 03, 2006