Video Conferencing Defined, Part 3

The Technical Side of Video Conferencing

Now that you know about the types and features of video conferencing, let’s talk about the technology behind a video conference.

Algorithm
Step-by-step problem-solving procedure. Transmission of compressed video over a communications network requires sophisticated compression algorithms. Some video conferencing systems offer both proprietary and standard compression algorithms.

Aspect ratio
Ratio of a picture’s width to height. In video, this ratio is four units wide by three units high or 4:3.

Analog signals
Audio/video signals currently used in broadcasting where the signal is represented by variable measurable physical quantities (such as voltage). Current TV and radio signals are analog, as are many telephone lines (contrast with digital.)

Bandwidth
In casual use, the amount of information that can be transmitted in an information channel. High bandwidth Internet access means web graphics load quickly in your browser window. High bandwidth video conferencing means that the picture and sound will be clear. In computers, bandwidth refers to the speed at which data can be transmitted on a communications frequency. In telecommunications, the maximum frequency (spectrum) measured in Hertz or cycles per second, between the two limiting frequencies of a channel.

Bit (binary digit)
Smallest unit of information; two possible states. Examples include:
One or zero
Yes or no
On or off

bps
Bits per second (lower case is significant).

Bps or BPS
(8-bit) bytes per second (upper case is significant).

Broadband
High-capacity communications circuit/path. It usually implies a speed greater than 1.544Mbps (in contrast with wideband and narrowband).

BRI (Basic Rate Interface, ISDN)
Three digital signals over a single pair of copper wires: two voice (B) channels and one signal (D) channel (e.g., voice and fax on a single pair of wires).

Compressed video
When the vast amount of information in a normal television transmission is squeezed into a fraction of its former bandwidth by a codec, the resulting compressed video can be transmitted more economically over a smaller carrier. Some information is sacrificed in the process, which may result in diminished picture and sound quality.

Datarate
Measurement for bandwidth in bits per second. In general, the higher the datarate, the higher the quality of video.

Digital signals
Audio/video signals represented by discrete variations (in voltage, frequency, amplitude, location, etc.). A digital clock, for example, displays the time as discrete numeric values rather than angular displacement of analog hands. In general, digital signals can be transmitted faster and more accurately than analog signals. As an example, music from digital compact discs is usually clearer than music from analog records (contrast with analog signals).

FCIF/QCIF
Standards-based formats for communicating between video conferencing systems from different vendors. QCIF is one quarter of the resolution of FCIF.

Frame rate
Frequency in which video frames are displayed on a monitor, typically described in frames-per second (fps). Higher frame rates improve the appearance of video motion. Broadcast TV (full motion video) is 30 frames-per-second.

Full duplex audio
Two-way audio simultaneously transmitted and received without any interference or "clipping." A common feature of room-based video conferencing systems (contrast with half duplex audio). Full motion video is equivalent to broadcast television video with a frame rate of 30 fps. Images are sent in real time and motion is continuous.

Half duplex audio
Two-way audio transmitted and received in turn (rather than simultaneously) so only one site can speak at a time (contrast with full duplex audio).

KBPS (Kilobits per second)
Method of measuring the speed of transmission. The higher the KBPS or speed, the better the quality of the video conference.

Narrowband
Low-capacity communications circuit/path. It usually implies a speed of 56Kbps or less (contrast with wideband and broadband).

NTSC
Standard for scanning television signals. Used in the U.S., Canada and Japan.

PAL
Standard for scanning television signals. Used in most European countries.

Proprietary compression algorithm
Vendor-specific algorithm for compression of a video signal. A video conferencing system using a proprietary algorithm can only communicate with a remote site using the same algorithm. Many vendors also adhere to standard compression algorithms to facilitate communication across platforms.

Protocol
Defines the type of system the client is utilizing, including:
Continuous presence

Speed
Rate (and ultimately the number of lines) a conference uses. The more lines, the higher the speed and better picture quality. Speed runs in increments of 56kbps or 64kbps. Examples include:
112: 2X56kbps
128: 2X64kbps
224: 4X56kbps
256: 4X64kbps
336: 6X56kbps
384: 6X64kbps

Standard compression algorithm
Algorithm convention for compression of a video signal. Adherence to standards allows communication among a wide variety of video conferencing systems, though not with the same clarity as two similar systems using a proprietary algorithm. H.320 is the most widely accepted standard in use today.

Wideband
Medium-capacity communications circuit/path. It usually implies a speed from 64Kbps to 1.544Mbps (contrast with broadband and narrowband).

After this three part series in video conferencing definitions, I hope that you can walk away with some clear knowledge on what it means to have a video conference. Please remember that these are just some of the words you may hear when talking with other people in the industry. To learn more about InterCall’s video conferencing click here.

Brian Trampler is the Sr. Product Manager of Strategic Video Solutions & the "Video Conferencing" blogger. Throughout his 10 years in the conferencing industry, he has successfully launched numerous web, streaming, and video services.  Prior to making the jump to conferencing, Brian was involved in gymnastics both as a competitor and coach.  If you’re lucky, you might also find Brian performing musical theatre throughout the Denver metro area.

Sara O'Rourke is the Associate Product Manager for Strategic Video Solutions and will be a contributor to "Video News". She has been with Intercall for over 4 years and has specialized in the video product for the majority of those years, starting in sales. She is not only an accomplished professional of the video industry, but a fine singer as well.

Video Conferencing Defined, Part 2

Video Conferencing Features

In our last blog we discussed the different types of video conferencing available. This week, we will be talking about the features associated with video that can enhance the effectiveness of your conference.

Audio Add-On
Allows a participant to join a video conference via audio (telephone) only. This can be done through a codec or video bridge.

Bridge or multipoint control unit (MCU)
Piece of equipment that facilitates the communication between three or more sites in a video conference.

Camera presets
Allows pre-defined camera angles to be programmed into a video conferencing system.

Continuous presence
Type of video conference which allows each site to view other sites on a screen. Sites can be viewed in multiple configurations of a split screen. Ideal for when there are more than 5 sites or multiple people at one site. Often referred to as “Brady Bunch style” because of the arrangement of video images on the screen.

Document camera
Specialized camera used for taking pictures of still images (pictures, graphics, text pages) that sent as part of a video conference.

Document sharing
Feature supported by many desktop video conferencing systems that allows participants at both ends of a video conference to view and edit the same computer document.

Echo-cancellation
Process of eliminating acoustic echo in a video conferencing room.

Public room
Renting a video conferencing equipped room for those who need to participate in a video conference but don’t have access to a system. Video conferencing room rentals is a service offered to the InterCall customer base.

Speed matching
Upgrades the speed of a lower channel codec to a higher channel conference. This allows for the best possible transmission and video viewing.

Video streaming
Server/client technology that allows live or pre-recorded data to be broadcast in real time, opening up the network for traditional multimedia applications such as news, training, entertainment, advertising and a host of other uses. Streaming enables the Internet or company intranet to act as a broadcast medium for audio and video.

Voice-activated video conference
Type of video conference in which the cameras are (1) activated by sound, (2) switch to the site where the sound is originating and (3) display that site on participant monitors.

Next week we will look at the technology terms associated with video conferencing. So please, keep the questions and comments coming in!

Brian Trampler is the Sr. Product Manager of Strategic Video Solutions & the "Video Conferencing" blogger. Throughout his 10 years in the conferencing industry, he has successfully launched numerous web, streaming, and video services.  Prior to making the jump to conferencing, Brian was involved in gymnastics both as a competitor and coach.  If you’re lucky, you might also find Brian performing musical theatre throughout the Denver metro area.

Sara O'Rourke is the Associate Product Manager for Strategic Video Solutions and will be a contributor to "Video News". She has been with Intercall for over 4 years and has specialized in the video product for the majority of those years, starting in sales. She is not only an accomplished professional of the video industry, but a fine singer as well.

Video Conferencing Defined, Part 1

Video Conferencing Types & Terminology

When you first begin to look into video conferencing you may hear a lot acronyms and words associated with this technology that are unfamiliar. As you research, don’t be scared. It is important to remember that it is not that much different from audio conferencing or using your phone to make a call to your friends and family.

In this first part of the video conferencing glossary, I will help clarify the terms associated with different types of video conferencing and cover some of the basics.

Audio conferencing
Communication between three or more sites that are linked by avoice-only telecommunications medium.

Codec (Coder-Decoder)
Video conferencing hardware that codes the outgoing video and audio signals and decodes the incoming signals. Prior to transmission, the codec converts analog signals to digital signals and compresses the digital signals. Incoming audio and video must be decompressed and converted from digital back to analog.

Desktop video conferencing
Video conferencing on a personal computer. Most appropriate for small groups or individuals. Many desktop video conferencing systems support document sharing.

Dialing in
Each site initiates the video call by dialing into the bridge.

Dialing out
InterCall Video Conferencing initiates the video and calls out to a site.

H.320/ISDN
Widely-used video compression standard that allows a wide variety of video conferencing systems to communicate.

H.323/IP
Nnew standard providing a foundation for audio, video and data communications across IP-based networks, including the Internet. By complying with H.323, multimedia products and applications from various vendors can interoperate, allowing users to communicate without concern for compatibility.

H.264
Standard for compressing video based on MPEG-4 that is expected to be widely used, especially for high-definition video.

Hybrid
Meeting that consists of a mix of conference users (i.e., video, audio or document).

ISDN (Integrated Services Digital Network)
Essentially a digital network that provides seamless communication of voice, video and text between individual desktop video conferencing systems and group video conferencing systems. ISDN is expected to replace current telephone lines.

Multipoint
Video conference with more than two sites. The sites must connect via a video bridge or MCU (multipoint control unit).

Point-to-point
Video conference between two sites.

Room-based video conferencing
Video conferencing using a sophisticated system. This is appropriate for large groups.

Video bridge
Computerized switching system that allows multipoint video conferencing.

Video conferencing
Way of communicating across long distances using video and audio (through a TV or monitor) that may also include graphics and data exchange.

Remember, with video conferencing the audio and visual signals are transmitted across the same line, either ISDN or IP. And just like needing a phone to make an audio call, you need a codec to make a video call. Next week, we’ll talk about some of the video conferencing features that are most popular. In the mean time, if there are any questions we can answer or terms we can help to define, talk to us in the comments below!

Brian Trampler is the Sr. Product Manager of Strategic Video Solutions & the "Video Conferencing" blogger. Throughout his 10 years in the conferencing industry, he has successfully launched numerous web, streaming, and video services.  Prior to making the jump to conferencing, Brian was involved in gymnastics both as a competitor and coach.  If you’re lucky, you might also find Brian performing musical theatre throughout the Denver metro area.

Sara O'Rourke is the Associate Product Manager for Strategic Video Solutions and will be a contributor to "Video News". She has been with Intercall for over 4 years and has specialized in the video product for the majority of those years, starting in sales. She is not only an accomplished professional of the video industry, but a fine singer as well.

How to use conferencing to be more efficient in 2009, part 3

Happy New Year! 

Now that we are all back in the office and ramping up, I wanted to finish out our series of posts on how to use conferencing to be more efficient and effective this year. 

We’ve already talked about using conferencing in the training, legal, sales and pharmaceutical industries.  I promised you we’d cover the Technology and Marketing sectors, so here we go!

Technology

• Crisis management – Have you ever had a production server go down in the middle of the night?  Have you ever gotten a database alert telling you it’s reached 95% capacity while you’re on vacation?  These are the times when the technology group needs crisis management – a no-frills, ready-when-you-need-it conference call.  During those few sane hours you have in the office, simply get a reservationless toll-free number set up and activate a conference call code to go with it.  Distribute it to your team and when you have a crisis, message everyone the information again (just in case they can’t find it in their sleep) and have them dial in.  With the right team members on the phone it will be easy to do a quick situation analysis and delegate duties to the appropriate people. 

• End user support – Your group lives (and sometimes dies) by its end users.  If you have a small IT group supporting many users, chances are you’ll need a way to have remote access to those machines you are responsible for.  The advantage of using a web conferencing system for this function is that you can have more than one technical member of your team dial in and diagnose the problem!

• Training – When you have a new procedure for handling service tickets, a new organizational structure or on call schedule, you’ll want to get your team together and discuss.  If you combine a conference call with a web conference (and maybe throw in some desktop video) you can talk to your entire team at the same time.  You can share an application to show the new ticketing procedure or see everyone’s reaction as you explain the new on-call schedule. 

Marketing

• Deciding project scope – In marketing, what seems like a “simple” promotion can involve several teams of people including the creative group, product management, webmaster and of course, the promotions team.  So, when we have an idea for a promotion that is on our calendar, we like to get everyone together to make sure we are planning the project within reasonable time frames and product expectations.

• Getting buy in – Has your marketing team ever had one of those “that would be so cool” ideas?  Your team conceived the idea and is convinced it will work. But, you need to get buy in from another group.  In this instance, we put together a fantastic web conference with web cams, streaming video or audio, etc.  We use anything that will relay our excitement and enthusiasm for our idea.

• Team meetings – Every team has to meet.  Wow, do we ever meet here at InterCall!  We have monthly team meetings for our entire marketing group and then each smaller division has weekly meetings.  Our marketing group is spread across a few different cities.  So, at least once a quarter we have a video conference. It gives everyone a chance to see each other and goof around a bit, getting to know each other better.  Smaller groups generally have web meetings to discuss their on-going projects and timelines on a weekly basis.

Ok, so you may have guessed why I had a little more insight on the marketing portion of this post.  These are the methods that we have used successfully within our own team here at InterCall.  If you’re out there and you have more ideas, please share them with me!  I am always looking to give our marketing team new tools and ways to be creative.

Cambria Vaccaro is the Senior Director, Marketing Communications and our “Industry News” blogger.  Cambria has been in the conferencing industry for nearly fifteen years, and has seen it evolve from a traditional video bridging service to include cool web features and remote communication services.  She is an avid runner, cook, wife and mother of two gorgeous girls.

How to use conferencing to be more efficient in 2009, part 2

In my last post, we talked about how conferencing can help you multi task and get more done.  Then, we ventured into specifically how you can use web conferencing or conference calls if you are in sales or in the Pharmaceutical industry.  So, today we turn our attention to the training and legal fields. 

Training

• Customer Training
  Here at InterCall, we offer over 70 classes per week to our customers on our products and services.  The free classes range from beginner to advanced users, as well as administrators of web conferencing accounts.  Private, customized trainings can also be arranged.  This helps customers understand the product and use it in whichever way is most useful for them. 

• New Hire Training
  InterCall Meeting Consultants go through a rigorous training in order to understand our full suite of services.  Much of this training is done online so that our awesome training team can gauge attendance, interaction, comprehension and retention.  And, it works!  Over 70% of our sales staff is successful within their first 6 months on the job! Additionally, each week employees are offered an additional 20 classes as continuing education.
• Product Training
  Any time there is a new product, or an update to an existing product a web conference is a great way to disperse the new information.  If the product is web bases, you can show your audience the updates and even have members take control of the web conference and show you what they’ve learned.

Legal

• Depositions
  When you need to depose a witness that is not local, you can use video conferencing to eliminate travel. With a multi point video conference, both counsel and court reporter will be able to see and hear the testimony being given by the witness. Most court reporters are now familiar with a video conference deposition.

• Strategy Sessions
  When deciding on a trial strategy, it can be an advantage to meet with partners and colleagues in other offices to decide on the best strategy for a client. When using web conferencing, legal documents can be reviewed and edited in real time.

• Court appearances
  Some courts will allow an appearance via conference call in non evidentiary, pre trial appearances.  This saves attorneys time while allowing the court to operate as normal but with less expense to the client.

Again, these ideas are only the tip of the iceberg.  Now that budgets for most companies are getting tighter, employees are creating different ways to communicate for less. If you have a great idea or question, share it here in the comments.  In our final piece to this puzzle next week, we’ll talk a little bit about ways to use conferencing in the technology and marketing sectors.

Cambria Vaccaro is Director of Marketing, Corporate Communications and our “Industry News” blogger.  Cambria has been in the conferencing industry for nearly fifteen years, and has seen it evolve from a traditional video bridging service to include cool web features and remote communication services.  She is an avid runner, cook, wife and mother of two gorgeous girls.

How to use conferencing to be more efficient in 2009, part 1

With 2 kids and a career, people are always asking me “How do you get everything done?” I know it’s not just me…we all feel like we’re pulled in several directions, both at work and in our personal lives. But I have to say, I am so grateful that I have the benefit of all these conferencing tools we have at InterCall. I can connect to who I need, when I need them, and move forward quickly in my work. And also have the flexibility to manage other parts of my life.

So…as we start 2009, I wanted to share some of my “how to get it all done” tips, taken both from great ideas our customers have and the practices we use every day at InterCall. Let conferencing do some of the work for you. No matter what industry you are in, or what job title you hold you can get more accomplished with virtual meetings.

Sales

• Product Training

Do you have a new product rolling out next year? Make sure your sales people are aware of all it features and benefit statements. A web conference is a great way to let product managers and sales people discuss a new product. You can conduct polls and surveys during the conference to make sure everyone understands how you want the product positioned in the market place.

• Team Meetings

Are your sales reps in the field every day? Good – leave them there! You can still get a quick check-in with your team accomplished by hosting a weekly conference call to give team updates or answer questions from sales reps.

• Contests

What do sales people love? Contests, spiffs, and money! Use a video conference to get everyone excited about a Q1 contest. Being able to see each other’s faces and see the excitement will get teams ramped up and competitive from the start. You can also use a video conference to announce the winners at the conclusion of the period.

We talked about this topic once before, but let me know if I’ve missed anything!

Pharmaceutical

• Handle the Media

Use an audio and web conference to hold a virtual press conference regarding a new product or public concern. This ensures that everyone gets the same information at the same time. Operator assistance and web features can help you better control a Q&A session.

• Keep projects on track

Host a weekly audio conference so that your project team can check in at the same time and get questions answered in a timely manner. Instead of sending email back and forth, all team members can collaborate and get more accomplished. Using web conferencing, documents can be viewed, changed and reviewed during your meeting.

• Product Launch

Use video conferencing to introduce your new product to physicians. Having a “face to face” conversation will give medical staff the ability to ask questions and put a face with the product. This personal relationship building will benefit your sales force as they sample medical offices. With video conferencing, you can also record the launch and have it available for later viewing.

These are just a few ideas we’ve seen be successful over the past few years. If you have other ways that conferencing has helped you, please list them in the comments section below. And, stay tuned. Next week we’ll give a few ideas for the Training and Legal fields.

Cambria Vaccaro is Director of Marketing, Corporate Communications and our “Industry News” blogger.  Cambria has been in the conferencing industry for nearly fifteen years, and has seen it evolve from a traditional video bridging service to include cool web features and remote communication services.  She is an avid runner, cook, wife and mother of two gorgeous girls.

How do I determine ROI on Video Conferencing?

When your company is thinking about purchasing video conferencing equipment and services, you may have a hard time justifying the cost associated with this kind of investment. There are a few things you need to look at when determining your return on investment for this product.  Cutting down on travel expenses, reducing your carbon footprint and enhancing the effectiveness of communication are some of the factors to think about.

We all know that the corporate world spends a lot of time and money on a daily, weekly and monthly basis traveling across the country and the world.  What are your reasons for traveling? Most companies feel that the face-to-face communication is more important and effective to build relationships.  With that said, conducting a video conference is an easy and cost effective way to have that meeting without spending the money on air, hotel, food etc. If you take a look at how much your company spends on a yearly basis in travel, you can get a better idea of the ROI in purchasing your own equipment. With video conferencing technology today, you can have that face to face meeting and share documents with other participants as if they were in the same room. You may not use video conferencing for every meeting, but there are a number of ways you can see a return on your video conferencing investment.

Let’s use InterCall as an example. InterCall just acquired Genesys, who is another conferencing company headquarted in France. In order to build the relationship and discuss the acquisition it’s important for our executives like Bob Wise, EVP of Marketing and Business Development, to have face to face meetings with Genesys. It can cost InterCall thousands of dollars in airfare, hotel, and car rentals for Bob to travel to France.  Bob may only need to meet with Genesys for a couple hours a day, but he has to spend a week at a time traveling. Instead, Bob chooses to video conference with Genesys.

Some things to consider when calculating your travel expenses:

1. Number of attendees traveling via airplane
2. Number of nights in a hotel
3. Rental Car(s)

Conference Details:

1. How long would your meeting last?
2. How many participants?

To calculate your savings check out our travel calculator.

Video conferencing hardware  can vary from $150 to $20,000 depending on the conference room requirements you have. If you setup 5 video locations at $50,000 total, you could gain your investment back in less than a year (depending on how much you spend in travel).

InterCall can help you figure out what type of equipment and services will best fit your needs and budget. For example, if you are new to video conferencing and not sure if you want to make the investment, InterCall has 10,000 public rooms available globally to rent out on a per hour basis. The rooms are all equipped with video equipment and will help you decide how effectively you can communicate with traveling no more than a few miles from your office or home. 

If you decide to purchase your own hardware, InterCall will make sure that your employees are using the equipment to the fullest capacity. As we roll-out your company with video endpoints and services, we will make sure the experience is easy and effective for every meeting. We have everything from training classes, web scheduling and branded reservation material to help facilitate the proper use of video conferencing.  Internally you can set a policy that states employees must check their video conference room availability before booking travel.

Think about it, would you rather spend 3 days traveling across the country for a 1 hour meeting or be home in time for dinner with your kids?  If you have questions or comments about your video conferencing ROI, please comment below!

Sara O'Rourke is the Associate Product Manager for Strategic Video Solutions and will be a contributor to "Video News". She has been with Intercall for over 4 years and has specialized in the video product for the majority of those years, starting in sales. She is not only an accomplished professional of the video industry, but a fine singer as well.

Still Flying People in for Interviews?

After last month’s blog, you should be ready to continue your video experience.  You know how to look great, save money, and be on the cutting edge.  So now that you’ve jumped in and love it, how else can you use video conferencing?

The video interview – HR’s saving grace.

You just got word that the travel budget has been slashed, or that the company wants to save on expenses, so flying that next prospect in for a face to face interview is out of the question.  But how else can you get a real sense of this potential new hire?  Here are a few suggestions for making the most of your video conference interview. 

If you are doing the interviewing

• Remember some of the tips from last month on how to look great and sound great?  Keep those same things in mind while you do your interview. 
• Look out for the same things you would in a face to face – clear speech and confidence in answers.
• More importantly in video conferencing, make sure your candidate has good eye contact when responding to questions, and watch their posture as well.
• Many people will be using video conferencing equipment for the first time. So you may want to ask about their experience with the technology. Did they take the time to learn a bit about it? 

If you are being interviewed

• If you are the one being interviewed, remember that many of the video conferencing rules are similar to those you would follow in person.  Here are a few tips for you:
• Remember some of the tips from last month on how to look great and sound great?  Keep those same things in mind while you do your interview. 
• Most new video conference systems have 2 flat screens with one giving you a view of yourself and the other showing the other room – but don’t stare at yourself to see how you look!  Try not to look at  the screen or it will appear as though you are looking at yourself and not making eye contact.
• Don’t fidget in your chair while listening; Body language is very “readable” via video conferencing.
• Remember that even though the interviewer isn’t physically in the room, but they can see every expression - even that grimace on your face. 

If you have questions or suggestions about using video conferencing for interviews, let's talk about them in the comments section below!

Brian Trampler is the Sr. Product Manager of Strategic Video Solutions & the "Video Conferencing" blogger. Throughout his 10 years in the conferencing industry, he has successfully launched numerous web, streaming, and video services.  Prior to making the jump to conferencing, Brian was involved in gymnastics both as a competitor and coach.  If you’re lucky, you might also find Brian performing musical theatre throughout the Denver metro area.

Video Conferencing Tips and Etiquette

You were just told that you have to lead a video conference.  Is it time to panic?  Not at all, it is time to relax.  You won’t need to be on the road for hours, pack the night before, thinking about going through security, bringing your passport, or even making sure you wear a pair of socks that don’t have any threadbare spots for when you take off your shoes.  Instead, you can sleep in your own bed, show up at your own office the next day, and go home to your normal evening routine.

In order to help you relax, here are some tips and tricks that will help you to look your best, and create a lasting impression.  And in the process you’ll even discover how easy it is to be on camera and convey your message.

How to test the equipment:

• Familiarize yourself with the equipment so you feel comfortable using it.  It doesn’t mean you need to be an expert, just knowing the basics can go a long way.
• Make sure you have the video number(s) or IP address of the site you want to call or that the site is listed in a directory.
• Set your camera presets before you start your call so you can quickly use them during the call.  Depending on the system you call, you may also be able to use the presets stored on the far-site system.
• Add peripherals to your system to expand its use.  For example, you can add a DVD player if you want to show a DVD.  Connect and test your peripheral before any meeting.
• Make sure someone is in the room 15 minutes prior to meeting start time to test audio and video connectivity.

How to look great on camera:

• Avoid wearing bright colors or white because bright colors “bleed” over video and white will throw off the camera’s white balance.
• Avoid “busy” patterns (such as small checks or narrow stripes) because they cause the camera’s focus to oscillate. Light pastels and muted colors look best on-screen.
• If there are windows in the room, close any drapes or blinds. Daylight is a variable light source and can conflict with interior room lighting.
• Verify that overhead lights and/or reflections are not in view.
• Do not use rapid gestures when you speak.
• Try to fill the camera’s screen as much as possible with people rather than tables, chairs, walls, lights, etc. .

How to make that content shine:

• Check that your computer has the application you need to show your documents, such as Microsoft PowerPoint, Project, or Word.
• For a smoother presentation, be sure your file, videotape, or DVD is ready to show.  Test it before you start or join the video call.

  How to sound great:

• Speak in your normal voice without shouting.
• Ask the people at the other site if they can hear you.
• Have them introduce themselves so you can be sure you can hear them.
• Mute the microphone before moving it during a meeting.
• Keep your system on mute if you are not speaking. Just remember to take your system off of mute before you talk.
• Since the audio has a very slight delay, you may want to pause briefly for others to answer you or to make comments.
• As with any meeting, try to limit side conversations.
• Place the microphone on the table in front of the people in the meeting. If your room is very large, consider adding another microphone.
• If your video conferencing room is configured to use stereo sound, the microphones are positioned and configured during system setup. It is important that you do not move them, as this may detract from the stereo audio experience.
• Do not place papers or other objects on or in the way of the microphone, and don’t rustle papers, click your pen, or tap on the microphone or table.

And finally:  Appreciate the fact that you’ve just saved yourself, your company, and your colleagues or clients a stress filled travel day.  And savor the experience; it will be the first of many to come.  If you have any questions on how to improve or prepare your video conference meetings – let’s hear them.  Or, if you have another suggestion that has worked for you, please share it with us!

Brian Trampler is the Sr. Product Manager of Strategic Video Solutions & the "Video Conferencing" blogger. Throughout his 10 years in the conferencing industry, he has successfully launched numerous web, streaming, and video services.  Prior to making the jump to conferencing, Brian was involved in gymnastics both as a competitor and coach.  If you’re lucky, you might also find Brian performing musical theatre throughout the Denver metro area.

Do you know how to plan a virtual event?

Cambria Vaccaro, Marketing Director, interviews InterCall’s very own Kim Winn, Product Manager for Event Services.

What exactly does “event services” mean in the conferencing world?

Because the world of communications continues to evolve and expand, doing a virtual presentation can involve several types of technology, and often those are new technologies with which you may not be comfortable or familiar. 

Event Services is a professional team dedicated to successfully establishing, executing and delivering post-event details.  Event Services are platform-agnostic and customer service driven…meaning that whether you’re doing an audio call (like IR announcements) or integrating streaming video or web conferencing, the Event Services teams coordinate all the pieces that make the event work the way you want it to.

This kind of support allows you to concentrate on delivering the presentation while the Event Services team takes care of the rest.

How involved should a conferencing provider be in helping me plan my event?

The level of activity at InterCall depends on the actual event itself.  But here are a few guidelines we use to make sure your virtual events are delivered beautifully. When you’re planning an event at InterCall, here is what will happen:

• An Event Consultant will immediately engage you to establish all your business and event requirements
• An Event Consultant will schedule and attend a comprehensive hand-off call between, you, the Sales rep and the Event Producer dedicated to your event.
• A dedicated Event Producer will work directly with you for all pre, during and post event details.
• A dedicated Event Producer will be your event point of contact for all your event needs.
• The Event team allows you to concentrate on an unforgettable presentation that you will deliver without worry.

Can you give me 3 “don’ts” for planning a virtual meeting?

1. Don’t consider the technology last – While you’re planning your topic, audience, and invitations, you need to also consider the delivery method.  Giving yourself, your conferencing provider and your event staff time to research your needs and discuss your options is crucial to a successful event.

2. Don’t proceed without an Event team – this is your “ace in the hole”.  InterCall’s Event Services teams help plan virtual meetings every day and are the professional. They will listen to all your needs and wants, help prioritize them, and provide a comprehensive solution, creating your ideal event.

3. Don’t forget about followup – a critical part of your strategy is knowing what you will do after the event.  Whether you are following up with employees on a training you’ve delivered, or prospecting through a list of webinar attendees, or simply archiving the event for later use…all of these things are much more easily addressed if they are identified up-front and coordinated by your Event team during initial planning.

Stay tuned for Kim’s next post on Registration Services.

Kim has been in the conferencing industry for the past 9 years. She is a Product Manager at InterCall for Mshow Web Conferencing, Events and Registration. She is passionate about the ability to support dynamic, powerful events using audio, video and/or web conferencing. In her spare time, Kim likes to spend time with her 2 ½ year old son, 4 ½ year old daughter and husband. You can often find the Winn family riding bikes together, spending a day at the beach, or going to the rodeo together.

Cambria Vaccaro is Director of Marketing, Corporate Communications and our “Industry News” blogger.  Cambria has been in the conferencing industry for nearly fifteen years, and has seen it evolve from a traditional video bridging service to include cool web features and remote communication services.  She is an avid runner, cook, wife and mother of two gorgeous girls.