Organizing meetings via Videoconferencing

0
Organizing
Meetings via
Videoconferenci
ng

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 eectively in
meetings.
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&imali #igo 'rachchi
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Organizing meetings via Videoconferencing
CONTENTS
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*.*. 3hat is videoconferencing
*.(. -ses
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(.*. /7uipment
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(.$. 0acilities
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$.*. !lanning a videoconferencing meeting
$.(. Tips for the meetings with videoconferencing
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8.(. #isadvantages
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9.*. 0ew popular service providers
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Organizing meetings via Videoconferencing
1. INTRODUCTION
1.1 What is videoconferencing?
Video conferencing is a communications technology that integrates
video and audio to connect users anywhere in the world as if they
were in the same room. This term usually refers to communication
between three or more users who are in at least two locations, rather
than one:on:one communication, and it often includes multiple
people at each location.
3hen using video conferencing, participants can see and hear each
other in real time or close to it, allowing natural face:to:face
conversations and visual elements that are not possible with voice:
only communications technology.
1.2 Uses
This technology is especially popular in the ?eld of business because
it allows meetings or conferences to be held without the need for all
of the participants to travel to a single location, so it saves time and
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Organizing meetings via Videoconferencing
money. 'lmost any organization that holds meetings for people from
dierent locations @ no matter how far apart they are, whether
across town or around the world @ can make use of video
conferencing.
2. TECHNOO!"
/ach user or group of users who are participating in a video
conference typically must have following devices and technology.
2.1 E#$i%&ent
a computer
a camera
a microphone
a video screen
a sound system
a headset
2.2 Connection to the co&&$nications s'ste&
+nternet or satellite:based system
a broadcast signal or other communications technology
2.( )aci*ities
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Organizing meetings via Videoconferencing
"mall group and large groupAboardroom
(. +IDEOCON)ERENCIN! ,T -EETIN!
(.1 .*anning a videoconferencing &eeting
's with any meeting, seminar, or conference, the little details are vitally
important to the success of video conference. !lease make sure to be
well prepared with interesting content to keep participants engaged.
<elow steps should be followed for planning a live conference or
seminarB
"et a date
+nvite the parties that you wish to be present
Make sure the Ccommunication data sheetD is sent to the invitees,
in order to get connected via dierent software and fre7uencies
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
(.2 Ti%s for &eetings /ith videoconferencing
<efore the meeting2..
1.Make sure all the e7uipment together with a strong internet
connection is available
2.+f you are using a laptop, you should have a charger handy because
the connected e7uipment uses a lot of power and is depleted after
about ( hours the battery.
(.!lan time for a good time to test the e7uipment before the meeting
Eaudio, video devicesF, so you can start on time.
The presentation during the meeting ...
*. +t is easier if one person moderates and another takes care of
providing the documents during the meeting Eand, if necessary,
answered 7uestions in chatF
(. 3hen recorded live, the scribe should not sit neGt to the microphone
Ekeyboard loud noises that would otherwise be transferredHF
The participants in the meeting2
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Organizing meetings via Videoconferencing
*. !ay attention to your posture and position and to an ade7uate
distance from the camera
(. 'void multitasking and distracting activities such asI besides read
and reply to e:mails.
$. #o not talk to each other by talking aboutH 5et others talk.
8. "peak loudly and clearly.
9. disable your microphone when not talking. <reath sounds can
sometimes be very disturbing. #o not forget switch on your
microphone at the speakersJ contributions
;. 3hen the connection is weakening, refresh the connection
%. <e brief in speeches.
0. ,D+,NT,!ES ,ND DIS,D+,NT,!ES O)
+IDEOCON)ERENCIN!
0.1. ,dvantages
*. "igni?cant Travel "avings
&ot 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.
(. +ncreased !roductivity
: &umber of participants over the world can meet up regardless
to time zone.
: #ocuments and presentations can be shared among the
participants.
: +t is a solution for forgetting important documents to the
meetings abroad.
$. +mproved .ommunication
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Organizing meetings via Videoconferencing
+t gives opportunity for non:verbal communication. 0or eGample,
eye contact enables us to CgetD a message from a speaker that
voice communication alone may not successfully convey, creating
essential social bonds and shared understandings. 'udio
conferencing and e:mail lose these non:verbal cues.
8. Time "aving
: +t will save time which you consume to travel for meeting
venues.
: +t will avoid unnecessary time wasting at the airports.
9. 1reen eect
<y reducing travelling by road and air, it reduces carbon emission
to environment
0.2 Disadvantages
*. !ersonal 'spect
Many feel that video conferencing takes away from the personal
aspect of the conversation. +t creates lack of personal interaction
which is received at conferences and meetings.
(. Time Kone
#epending on where you are in the world it may be diLcult to get
everyone on the same page when scheduling a session.
$. /Gtra Training
/Gtra training is re7uired for using special e7uipment of special
programme, in order to make sure the user is properly trained to
use the facility.
8. "tability of connection
The connection may weaken or break in the middle of conference.
'lways a trouble shooter should be available in such case
;
Organizing meetings via Videoconferencing
9. 5imited to a certain number of people at the same time
This depends the programme A software which is used
;. 'udio 7uality with large groups.
'udio .larity
+t may be very diLcult to hear the presenter if they donJt have a
microphone or they arenJt near the microphone or camera
provided. +n addition, a good 7uality speaker needed to hear a
class of a big size.
Video .larity
Video .onferencing uses more bandwidth than audio
conferencingB therefore there are chances of video being less
7uality than audio.
1. ,+,I,2IIT"
1.1. )e/ %o%$*ar videoconferencing soft/are services
: 'dobe "ystemsI 'dobe .onnect : 3eb/G
: <right.omI Visual .ollaboration "ystem M V." : .iscoI
Nabber
: +O.OMI Visimeet E-nited "tatesF : +nter.all
: MicrosoftI 5iveMeeting : MegaMeeting
: MicrosoftI &etMeeting
: Mirial s.u.r.l.I Mirial "oftphone
: ooVooI ooVoo Eonly for 3indows or MacF : "kype
: TeamViewer : V"ee
3. SU--,R"
This booklet is presented as a re7uired assignment for !rivate
"ecretary #iploma course E!"#F at '7uinas -niversity .ollege,
.olombo. This only presents some basic but useful information about
organizing meetings via Videocon fencing.
&owadays many companies around the world are connected via
videoconferencing, unless it is compulsory to meet up with colleagues
and clients overseas.
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Organizing meetings via Videoconferencing
+n "ri 5anka, mostly the conference facilities are available at the ?ve:
star hotels and conference halls such as <M+.4, "5+#'.
"oftware programmes such as "kype, 5inked:+n, ooVoo, smartphones
and 1alaGy i!ads can be used for one:to:one meetings via web
cameras.
4. RE)ERENCE and REETED IN5S
: C/ective .ommunicationD article of -" Today M March (0*(
: The #os and #onDts of Video Meetings on the 1o : in <usiness,
.onference, Technology, Videos by >ate de#iego #ecember
(), (0*(
: Tutorials of CMeetings and MinutesD from !"# course at '7uinas
.ollege
: 1+K /lectronic 5ibrary "ystem Emy employerF
: 3ikipedia
: www.videoconferencing.com
: www.megameeting.com
: www.computerworld.com
)