Live Conferencing’s blog

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 power point 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”?

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.

The art of Video meetings has come a long way. It started with two people standing face-to-face to talk. It progressed to people from different place sitting down together in a boardroom to people in different places talking on a conference call at the same time. The pinnacle - so far - is taking those people in different places in a conference call, and adding video through their computers so they can both see and hear each other.

What if you are already using conference calls to save money? Why would you want to add video as well? On a conference call, you can hear the tones and inflections of your participants and gauge their demeanor, mood, and attitude. If a picture is worth a thousand words, how much is live video worth? You could be able to see the subtle expression changes in your participants and see what they really think. You could look them in the eye and know they will get the job done.

Another reason to do video conferences is to deal with a naughty human behavior trait almost everyone has: multi-tasking. When someone is talking on a conference call, the temptation is almost too great not to check your email, finish that memo, or look at your schedule for the day. We are probably all guilty of this at one time or another, but the tell-tale signs are there. We suddenly hear our name spoken on the video conference call and are jerked away from an email and we say, "I'm sorry, could you repeat that? What was the question?"

While multi-tasking is an excellent skill to have, there is a time and a place for it. On a video conference, you can't be looking away for long periods of time, or under your desk fixing those pesky wires. You - and your participants - are held accountable by video to stay in the moment and at the meeting. Studies have shown that video conferences extend participants attention span and allow much less distractions. This means that your meetings will be much more productive.

And let's not deny it, having people from all around the world looking and talking to one another is just plain cool!

Once you've decided to take the next step to video conferencing, what equipment will you need? Of course there isn't just one solution for every company. You'll have to look at what kind of video conferences best serve your company's needs.

The top of the line, full body or life-size from the chest up video conference experience fits nicely into the old saying, "You get what you pay for." You will have the most realistic picture, no choppy pictures, no hang-ups and it will cost many thousands of dollars. Setups like these require dedicated T-1 lines, special equipment and monitors on ALL sides of the conference, and they cannot be moved.

Let's look at other, more feasible options. If the quality and clearness of the view is your primary concern, you may want to consider a digital video camera. This would also be a good choice if you want to have an entire board room in your shots. These cameras are the more expensive choice, but electronics prices get more and more reasonable each day. Look for one that has USB or firewire outputs -- faster than USB - and of course, can connect with online applications.

The final option for video conferencing is the webcam. Webcams are inexpensive - up to $200, but average is $30 - and easy to use. In fact, many laptops are being made with a webcam built-in. Your ideal webcam has 640x480 resolution, 30 Frames Per Second, and uses CCD technology. All of these specs will be listed on the side of the box. Webcams may be your ideal solution as their picture quality is good, they are inexpensive, and are easily transportable.

Video conferencing is not new, but the level of quality, expense, and ease of use are now such that it makes good sense to add it to your business arsenal.