organizing meetings via video conferencing

Organizing Meetings via Videoconferencing This booklet is presented to provide an introduction to video conferencing, the technologies behind it, basic hardware and software and the impact video conferencing have on successful meetings internationally. The reader is given information how to prepare for a meeting, pros and cons, how to use the technology effectively in meetings.

PSD 37Nimali Digo Arachchi

28th April 2013

Organizing meetings via Videoconferencing

CONTENTS

1. INTRODUCTION TO VIDEOCONFERENCING………………………………… 21.1. What is videoconferencing1.2. Uses

2. TECHNOLOGY……………………………………………………………………………………. 32.1. Equipment2.2. Connection to the communication system2.3. Facilities

3. VIDEOCONFERENCING AT MEETINGS……………………………………………….. 43.1. Planning a videoconferencing meeting3.2. Tips for the meetings with videoconferencing

4. ADVANTAGES AND DISADVANTAGES OF VIDEOCONFERENCING…….. 5-64.1. Advantages4.2. Disadvantages

5. AVAILABILITY …………………………………………………………………………………… 75.1. Few popular service providers

6. SUMMARY……………………………………………………………………………………….. 7

7. REFERENCE & RELATED LINKS………………………………………………………….. 7

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1. INTRODUCTION

1.1 What is videoconferencing?

Video conferencing is a communications technology that integrates video and audio to connect users anywhere in the world as if they were in the same room. This term usually refers to communication between three or more users who are in at least two locations, rather than one-on-one communication, and it often includes multiple people at each location.

When using video conferencing, participants can see and hear each other in real time or close to it, allowing natural face-to-face conversations and visual elements that are not possible with voice-only communications technology.

1.2 Uses

This technology is especially popular in the field of business because it allows meetings or conferences to be held without the need for all of the participants to travel to a single location, so it saves time and money. Almost any organization that holds meetings for people from different locations — no matter how far apart they are, whether across town or around the world — can make use of video conferencing.

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2. TECHNOLOGY

Each user or group of users who are participating in a video conference typically must have following devices and technology.

2.1 Equipment a computer a camera a microphone a video screen a sound system a headset

2.2 Connection to the communications system Internet or satellite-based system a broadcast signal or other communications technology

2.3 Facilities Small group and large group/boardroom

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3. VIDEOCONFERENCING AT MEETING

3.1 Planning a videoconferencing meeting

As with any meeting, seminar, or conference, the little details are vitally important to the success of video conference. Please make sure to be well prepared with interesting content to keep participants engaged.

Below steps should be followed for planning a live conference or seminar; Set a date Invite the parties that you wish to be present Make sure the ‘communication data sheet’ is sent to the invitees, in order to get

connected via different software and frequencies Outline the topics to be covered and prepare speeches and presentation materials

if necessary Make sure all technology is ready to be used and any pictures or presentations

you need to make are loaded on your computer

3.2 Tips for meetings with videoconferencing

Before the meeting…..1. Make sure all the equipment together with a strong internet connection is available2. If you are using a laptop, you should have a charger handy because the connected

equipment uses a lot of power and is depleted after about 2 hours the battery.3. Plan time for a good time to test the equipment before the meeting (audio, video

devices), so you can start on time.

The presentation during the meeting ...1. It is easier if one person moderates and another takes care of providing the

documents during the meeting (and, if necessary, answered questions in chat)2. When recorded live, the scribe should not sit next to the microphone (keyboard loud

noises that would otherwise be transferred!)

The participants in the meeting…1. Pay attention to your posture and position and to an adequate distance from the

camera2. Avoid multitasking and distracting activities such as: besides read and reply to e-mails.3. Do not talk to each other by talking about! Let others talk.4. Speak loudly and clearly.5. disable your microphone when not talking. Breath sounds can sometimes be very

disturbing. Do not forget switch on your microphone at the speakers' contributions6. When the connection is weakening, refresh the connection7. Be brief in speeches.

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4. ADVANTAGES AND DISADVANTAGES OF VIDEOCONFERENCING

4.1. Advantages

1. Significant Travel SavingsNot only is video conferencing a direct replacement for many in-person business trips, but because there is virtually no cost to add additional key employees to a virtual meeting, you can easily bring the right team together.

2. Increased Productivity- Number of participants over the world can meet up regardless to time zone.

- Documents and presentations can be shared among the participants.

- It is a solution for forgetting important documents to the meetings abroad.

3. Improved CommunicationIt gives opportunity for non-verbal communication. For example, eye contact enables us to ‘get’ a message from a speaker that voice communication alone may not successfully convey, creating essential social bonds and shared understandings. Audio conferencing and e-mail lose these non-verbal cues.

4. Time Saving- It will save time which you consume to travel for meeting venues.

- It will avoid unnecessary time wasting at the airports.

5. Green effectBy reducing travelling by road and air, it reduces carbon emission to environment

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4.2 Disadvantages

1. Personal Aspect Many feel that video conferencing takes away from the personal aspect of the conversation. It creates lack of personal interaction which is received at conferences and meetings.

2. Time Zone Depending on where you are in the world it may be difficult to get everyone on the same page when scheduling a session.

3. Extra TrainingExtra training is required for using special equipment of special programme, in order to make sure the user is properly trained to use the facility.

4. Stability of connectionThe connection may weaken or break in the middle of conference. Always a trouble shooter should be available in such case

5. Limited to a certain number of people at the same timeThis depends the programme / software which is used

6. Audio quality with large groups.

Audio ClarityIt may be very difficult to hear the presenter if they don't have a microphone or they aren't near the microphone or camera provided. In addition, a good quality speaker needed to hear a class of a big size.

Video Clarity Video Conferencing uses more bandwidth than audio conferencing; therefore there are chances of video being less quality than audio.

5. AVAILABILITY

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5.1. Few popular videoconferencing software services

- Adobe Systems: Adobe Connect - WebEx - BrightCom: Visual Collaboration System – VCS - Cisco: Jabber - IOCOM: Visimeet (United States) - InterCall - Microsoft: LiveMeeting - MegaMeeting - Microsoft: NetMeeting - Mirial s.u.r.l.: Mirial Softphone - ooVoo: ooVoo (only for Windows or Mac) - Skype - TeamViewer - VSee

6. SUMMARY

This booklet is presented as a required assignment for Private Secretary Diploma course (PSD) at Aquinas University College, Colombo. This only presents some basic but useful information about organizing meetings via Videocon fencing.

Nowadays many companies around the world are connected via videoconferencing, unless it is compulsory to meet up with colleagues and clients overseas.

In Sri Lanka, mostly the conference facilities are available at the five-star hotels and conference halls such as BMICH, SLIDA.

Software programmes such as Skype, Linked-In, ooVoo, smartphones and Galaxy iPads can be used for one-to-one meetings via web cameras.

7. REFERENCE and RELETED LINKS

- ‘Effective Communication’ article of US Today – March 2012- The Dos and Don’ts of Video Meetings on the Go - in Business, Conference,

Technology, Videos by Kate deDiego December 28, 2012- Tutorials of ‘Meetings and Minutes’ from PSD course at Aquinas College- GIZ Electronic Library System (my employer)- Wikipedia- www.videoconferencing.com - www.megameeting.com - www.computerworld.com

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http://www.computerworld.com/

http://www.megameeting.com/

http://www.videoconferencing.com/