Sabrina Miao
Table of Contents
What is video conferencing?. 3
Who would benefit from video conferencing?. 3
Education. 3
Business. 4
Start video conferencing. 5
How do I use video conferencing?. 5
What equipment do I need?. 6
Video conference facility -- room based video conferencing. 6
More video conferencing room considerations. 6
Desktop video conferencing as a cost effective alternative. 7
What Do I Need?. 8
Computers. 8
A Microphone and Headphones. 8
A Network connection. 8
How to improve video conference quality. 9
Lighting. 9
Cue Cards/Eye Contact 9
Audio. 9
Photos and Props. 10
Moderator 10
Conclusion. 10
What is video conferencing?
Video conferencing is a method by which people in different locations can conduct a meeting and both see and hear each other.
Video conferencing enables more frequent meetings between people based in different locations without the need for costly travel or lost opportunity time. Any organization which works with or wants to work with remote clients or suppliers stand to benefit from videoconferencing.
When videoconferencing is used in conjunction with data sharing applications and hardware, very powerful collaboration and distance learning systems can be used. Participants of this type of meeting can see both each other and also computer generated content.
Who would benefit from video conferencing?
Education
Schools and universities use video conferencing to facilitate distance learning and share resource or include lecturers from other locations.
Modern video conference systems enable users to share documents and computer images with the remote (far end) party. As internet, email and other online functions open up, more effective lines of communication is established. This type of video conferencing allows students to take advantage of distance learning completely from the comforts of their home.
The ability to study, complete assignments, and take tests on a more flexible timeline and schedule creates a better work environment for both the teacher and student. Many students are now using video conferencing as they seek an online college degree. Professors’ lectures are often delivered through this mode. Project collaborations with other students also take place through this medium.
Educational establishments with multiple campuses or with links to international partners can use video conferencing to enable better and more effective communications between them. Today, more educators are able to expand the advancement in learning and communication between their students and other involved parties. The level of interest and absorption of material increases, as students tend to respond better to this interactive form of education.
The daily commute that some teachers typically make to reach their place of employment is eliminated when their options for reaching students are expanded. Amongst fellow teachers, general departmental meetings and school/district collaborations can also take place in a more convenient and timely manner through video conferencing. Thus, Time, money, and energy are saved in the process.
Business
Video conferencing is now widely used by all industry sectors. Multinational companies use it to communicate with international branch offices, whilst smaller companies use videoconferencing to enable them to work with clients and suppliers in different countries. Video conferencing is not only used internationally, many legal firms and consultants use videoconference systems to avoid billing clients travel time and to be able to carry out more client meetings in any given time period.
Instead of using the informal telephone to call business partners and clients, the face-to-face contact that takes place with business video conferencing helps strengthen the bond between clients and company, future business relationships become easier to maintain when a friendly face is just a simple Internet connection away.When it comes to creative endeavors and problem-solving success within a company, business video conferencing permits employees that are positioned in various offices to communicate with one another on collaborative projects.
In no time, employees become well versed in the ways of the modern video conference system, which provides users with the capacity to share documents and transfer computer images to remote parties.Companies may also use video conferencing to educate their employees, as they may conduct vital training sessions through the system. Additionally, instead of holding onsite annual meetings to inform employees on quarterly and annual marketing reports with other branches of business, companies may use video conferencing to reach a large amount of people at one time.Videoconferencing also allows businesses to share data applications and hardware with one another. When it comes to marketing products and services, video conferencing allows presentation materials to reach a wider audience in order to solidify interest and make a sale. This also saves companies a lot of money that is usually spent on the mass production of marketing materials, such as flyers, live presentations, catalogs, and mailed solicitations.
The visual and audio capabilities of holding a video conference increases productivity and produces the best results that greatly benefit companies in the end.
Start video conferencing
How do I use video conferencing?
The equipment required for video conferencing is simple to operate.
We are all used to entering phone numbers in to mobile phones or fax machines where there is an on screen display of the number being dialed. Video conferencing is similar but with a TV as the onscreen display and a video image of the participants at the far end. Placing a call is easy, although there are advanced features available on most videoconferencing systems, these do not need to be used if not necessary.
What equipment do I need?
Video conference facility -- room based video conferencing
Access to a video conference facility aids the communication of almost any business. Before the prevalence of broadband internet, a room could be rented from a video conference facility for an hourly rate, or, if a company had more demanding video conferencing needs, they could have the necessary equipment installed to create their own video conference room.
A video conference facility offers extremely high quality video communications in a room similar to a standard conference room. The location will often offer an on-site thirty minute tutorial on how to use the equipment, and the following equipment is installed in the room:
The video conferencing unit with two screens
A VCR
A document camera
A microphone
Wall camera for the whiteboard
Seating for an average of 8-15 people
Now, nearly four decades later, videoconferencing has come of age, with manufacturers such as Polycom, Tandberg and Life Size routinely selling tens of thousands of units a year worldwide.
More video conferencing room considerations
The video conference room must be reserved in advance of usually one to two weeks. Video conferencing studio rental rates vary. This leaves very little leeway in spontaneity and last-minute needs in renting a room. Does this sound like too much cost for not enough in return? Do you hold more spur-of-the-moment meetings? Does the idea of gathering up your employees or coworkers and all your documents to a completely different location in order to use a video conference facility seem like too much work? Perhaps you’re thinking that there’s an easier way to do this. You’re right.
Desktop video conferencing as a cost effective alternative
Desktop-based video conferencing is viable replacement for the video conference facility. Instead of purchasing a large amount of expensive and hard-to-use equipment, trying to hoard the entire office into one room, and moving the meeting to a different site, you can use your computer. Software downloads are available for free trial from many proprietors, with different levels of membership to suit your needs.
Imagine the freedom of being able to hold an impromptu meeting with people all over the globe from wherever you wish, be it at home or in the office. All you need is a web camera, or webcam, a microphone headset, software, your computer, and your broadband internet connection. You get all of the benefits without any of the hassle of using a video conference facility.
Desktop video conferencing is fast becoming an exceptional alternative to using a video conference facility, and it’s much more cost effective than purchasing equipment for you own video conference room. Now is a great time to use video conferencing to improve your business communication. Take a moment today to see if desktop video conferencing is the right choice for you.
What Do I Need?
Computers
A PC running a Windows variant, such as Windows 95, Windows 98, Windows NT 4.0, Windows 2000 or Windows XP. You should have Internet Explorer 4.0 or better installed as well. Note that Windows XP and 2000 come with Netmeeting already installed.
The PC should a reasonably current machine. A slower machine may work, but audio and video performance will suffer. It should have a decent amount of Ram (64 MB or better). A sound card is not mandatory, but for audio conferencing, some sort of audio interface is necessary.
A Microphone and Headphones
If you want to participate in an audio conference, you need a microphone. You need not spend a lot of money. An inexpensive SoundBlaster compatible (this is important) microphone (less than $10.00) and a inexpensive pair of headphones (like the kind that can be used with a Walkman) is all you need. You can also opt for a headset that has the microphone built in; this is all a matter of preference.
Using headphones instead of a pair of speakers is preferred, since the microphone will pick up what is coming over the speakers, and will lead to a strange and disconcerting "echo" effect.
A Network connection
While it is possible to use some functions in NetMeeting with a 56k modem, a faster network connection is preferable. For Video or screen sharing, use at least a Dual ISDN connection (112 kbs). A Cable Modem or DSL connection is perfectly adequate for any of the features in NetMeeting when at home.
How to improve video conference quality
Lighting
A "video" conference implies that we will be able to view the speaker or the presentation. The better the lighting, the better the viewing experience.
do NOT rely on overhead lights
do NOT have a window directly behind the speaker (they will appear as a dark shadow)
DO have a portable light that you can shine on the speaker "spotlight" fashion (a portable flashlight can be very effective)
Cue Cards/Eye Contact
If the speaker is reading notes, the viewer mostly gets to see the speaker's forehead. Instead, the speaker should look directly into the camera as they are speaking, much the same way newscasters do. One way to accomplish this is to print out your notes in a very large font to make "cue cards."
The person holding the cue cards should stand BEHIND the camera, so the speaker appears to be looking into the camera as they access their notes.
do NOT try to squeeze more than 2-3 people into your window. It is important to be able to see the speaker's facial expressions as they talk)
Audio
Sending audio over the Internet is still a bit primitive. On good days the audio can be very clear, but on busy days audio can be very choppy. There are several things that you can do to improve your audio.
pause your picture (this helps a lot)
talk loud and distinct (this is simple good speaking advice)
vary the tone of your voice (talk with passion)
Photos and Props
Presenters should think of themselves as "story tellers." It is recommended that you use photos and props to enhance your stories. Simply hold the photo in front of the camera and pause the picture. Then tell the story that goes with the picture.
Moderator
The conference moderator plays a MAJOR part in a good video conference. The moderator makes the welcoming comments, cues each participant when it is their time to speak, keeps the pace of the conference moving along, and brings the conference to a close.
if you are the moderator, you need to "lead" the conference
If you are a participant, PLEASE watch and listen to your moderator carefully!
Conclusion
New communication technologies are blurring the distinction between traditional and distant teaching. It has potential uses in both situations. It allows the constraints of time and distance to be greatly lessened in bringing the power of small-group face-to-face teaching to the individual desktop, in home or office.
Video conferencing could lead the way for a dual approach, giving students more responsibility for their learning, working in groups, doing tasks, all of which would benefit conventional teaching, but video conferencing provides an opportunity to implement them.
References
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VideoConferencingGuide. (n.d.).Video conference facility -- is room based video conferencing right for you? Retrieved 14 March 2009, from http://www.video-conferencing-guide.com/video-conference-facility.htm
Dr. Lynne Coventry. (n.d.). Video Conferencing in Higher Education. Retrieved 14 March 2009, from http://www.agocg.ac.uk/reports/mmedia/video3/contents.htm
Hazel Jobe. (1999). Desktop Videoconferencing: Novelty or Legitimate Teaching Tool? Retrieved 14 March 2009, from http://www.education-world.com/a_curr/curr120.shtml
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Nefsis Uses Common Video Conferencing Equipment for Multiparty Online Meetings.(n.d.). Video Conferencing Webcams, Cameras & Microphones. Retrieved 10 January 2009, from http://www.nefsis.com/Best-Video-Conferencing-Software/video-conferencing-equipment.html
Student Behavior Guidelines:What should you expect of students in a videoconferencing environment? .(n.d.). Retrieved 10 January 2009, from http://www.d261.k12.id.us/VCing/classroom/behavior.htm
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