Tag Archives: Business Services

Video Conferencing Terms and Definitions

Video Conferencing (VC) is fast connecting people together for face-to-face meetings across the globe.  However, when tying to set up, connect or even discuss video conferencing options, the language and terms used can be challenge for those not in the IT department.

Below are list of commonly use video conferencing terms you’ll most likely come across on when engaged in a conversation regarding VC.  Their definitions are there to help better understand what your IT department or video conference equipment sales representative is talking about:

Endpoint: The physical camera equipment or software used to make a video connection. They can be in the form of a room based system, desktop client, or a mobile device.

Content Sharing: Showing your desktop or specific content such as power point presentation, word or excel documents, pictures etc.

Point to point call: Communication between two endpoints. This is in contrast to a multipoint call where there are three or more connections on the call.

Multipoint Call: Communication between 3 or more connections. Multipoint calls connect using either a hardware or a cloud based bridge.

Firewall Traversal: Technology that creates a secure path through the firewall. This enables traffic from an organisations internal network to internet at large.

Interoperability: The ability for systems to work together. With video this means different endpoints being able to connect together for a video call.

Room based systems: Portable or non-portable dedicated systems with all the required components for a video call. This usually includes a camera, codec, control computer and all electrical interfaces. Typically, microphones and a display will connect to the system as well.

Streaming: A Method of relaying data (video) over a computer network as a steady continuous stream, and allowing playback to proceed while subsequent data is being received.

H.323: A standard video protocol that manufacturers use that allow their systems to speak the same language. It controls audio and video signals, bandwidth, and call control.

SIP: A video protocol designed to enable the communication and connection of devices across networks. This is an older protocol that was designed more for closed systems that would ultimately connect via gateways to other closed systems.

Keep in mind that not all conferencing hardware is the same, if you need support in finding the right system to suit your business needs, please give us a call on 1300 369 829 or visit www.videoconferencingaustralia.com.au

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What is Video-conferencing?

A Video Conference (or video-conference, VC) is a live video connection between people in separate cities, countries and time zones for the purpose of communication or interaction across great distances and reduced costs. Videoconferencing allows people to communicate visually from anywhere in the world.

Uses of Video-Conferencing

  • Distance Learning
  • Sharing lectures with students at other schools and universities
  • Job Interviews, and Media Interviews
  • Receiving lectures/presentations from remotely located sites across Australia
  • Conducting inter-company meetings between different offices and departments, in multiple CBD’s
  • Secure Face 2 Face meeting on any mobile device with Video Conferencing Software

The Benefits of Video Conferencing

If you hold regular meetings involving a substantial amount of travel, your company and staff might appreciate the benefits of holding some of them over a video-conference link, instead of wasting valuable time travelling. Benefits include:

  • Reduces Travel Expenses: Flights, Car hires, hotels
  • Saves Time: Instant meetings!
  • Increases Productivity
  • Increases Collaboration
  • Improves Communication
  • Allows Multi-point Meetings Across Time Zones & International Boundaries
  • Available as a video conferencing hardware or software solution
  • Reduce your company’s carbon footprint

Video Conferencing Solutions

  • Lease video conferencing equipment
  • Buy Used Video Conferencing units
  • Video Conferencing Software
  • Video Conferencing Hardware
  • AVer Video Conferencing Products
  • LifeSize Video Conferencing Products

Which video conferencing solution is right for your business?

We can help!  Call 1300 369 829 to discuss your video conferencing needs.

Be more productive with Video Conferencing

The benefits of video conferencing come in many ways which can directly and indirectly save your business time and money.

If your business, government office, non-profit organisation or company has members or employees located throughout Australia or indeed the world, video conferencing can help bridge the distance!

    1. A video conference allows everyone to meet at the same time regardless of the time zone, and more importantly without spending money on travel (or wasting your personal time sitting in an airport).
    2. In addition to the expense of having the decision makers of your organisation attend a meeting at a face to face business conference, most companies are forced to have one representative attend. They would then attempt to retain the information and travel back to the office to share with the employees the messages that were relayed at the meetings. This may cause confusion and incomplete information;  people generally only retain only a small percentage of information they are taught.
    3. Saving Time is a major benefit of video conferencing. If you were an executive and had to spend a day on the road only to have for a 2 hour meeting, that is a full day and a half of productive work lost. Instead if you have that same 2 hour meeting from your office’s video conferencing room, or even your desk computer/ipad with ClearSea, you could use that non-lost travel time accomplishing productive activities that you otherwise wouldn’t have had.
    4. The medical field benefits from video conferencing tremendously by using mobile video conferencing technology. Suppose someone needed a liver transplant, that patient would need to see their GP, a gastroenterologist, and liver transplant doctors. Before video conferencing it could take weeks before all doctor meetings were set up and attended. Now in the medical profession teams of doctors are able to meet sooner and across the country with out ever having to leave their practice via reliable video conferencing solutions.

Who uses Video Conferencing in Australia

Video conferencing is mainly used in business, government or work place settings.

It is being used more and more each year because it is now much easier to log into the video conferencing system, direct connect and start talking instead of scheduling a meeting with employees or students and reserving a date for a physical conference.

The different settings we find video conferencing is being used for:

  • Military
  • Education
  • Medical (telemedicine)
  • Administration
  • Community consultations
  • Professional Education
  • Libraries

Military uses for Video Conferencing

  1. When soldiers are over seas they tend to get homesick, and high numbers leave newborn babies behind. Most of the time, a phone call isn’t really enough. People want to SEE their family and video conferencing can make this happen.
  2. With many armories act as a meeting place, video conferencing can serve as a tool for educational purposes for the issues at hand.
  3. The Australian Government Department of Defence is tasked with the security of the commonwealth. It is important that meetings that are being planned involving our safety are done expediently. Meetings are done more efficiently by video as video conferencing allows documents to be shared and discussed.
  4. There are times when states have an emergency, be it flood, fire or cyclone. They have to prepare themselves with meetings involving more than one group of people in many different locations, some in the CBD, some in the bush. In emergency situations, it takes even more time and money to schedule flights, meetings rooms and accommodations for several groups to meet in one location.

Educational uses for Video Conferencing

  1. When video conferencing is used in education, it is much easier to have interactive communications between teacher to teacher, teacher to classroom, or even classroom to classroom with students learning in different places.
  2. Another benefit of a video conference in education is conjoining efforts. Now groups of students from different parts of the world can work as a team and share ideas and documents with one another.
  3. Contests over video conference – Schools are now able to have competitions with each other from Perth to Sydney. Spelling Bees, Talent Shows, etc.

Medical uses for Video Conferencing

    1. With video conferencing, medical students can receive top of the line training from qualified professionals who may be located at one of the top Hospitals anywhere in the World
    2. Individuals can view live procedures. Some medical students assist the surgeons on procedures. However, the benefits of video conferencing in this aspect is that it can allow for several students in multiple locations to view procedures and operations.
    3. It can allow for televised procedures to large audiences
    4. Contact with doctors and staff at different hospital or facilities

Using Video Conferencing for Administrative Duties

    1. Planning meetings for the reduction of travel costs
    2. Regional meetings for an association of companies
    3. Tutoring and Education
    4. Remote Mentoring

Using Video Conferencing in the Community

    1. MP Meetings in City Halls (or regional Buildings)
    2. Viewing important speakers
    3. Visual Updates
    4. Hearings and community consults

Using Video Conferencing in Professional Education

    1. Presentation of new facility
    2. Presentation of project to different departments simultaneously
    3. Distance Education resource and support
    4. Specialised training
    5. Present a visual graph, document or project

Using Video Conferencing in Public Libraries

    1. Resource sharing
    2. Training and Progressing
    3. Guest Speakers at Conventions
    4. Politicians, Experts, etc.
    5. Training at Seminars
    6. Field trips out of the country
    7. Visitors – virtual live interactions

Using Video Conferencing in Prison facilities

  1. G.E.D. Programs (Live teachers from college campuses)
  2. Virtual Parole Board Hearings (Reduces physical altercations from inmate upon a negative outcome)
  3. Virtual Visitation (Reduces contraband being conveyed on grounds)

The benefits of Video Conferencing come in multiple ways that can ease burdens on our business and personal lives, video conferencing save you time and money and is far greener than travel!  The cost of buying video conferencing hardware and equipment is lower and lower each year.  We have New Pricing Specials as well as ex-demo stock available for even lower prices!

How to Have a Successful Video Conference

Video conferencing is becoming one of the most cost effective means of communication in businesses. It allows people to connect and interact easily and conveniently anytime, anywhere in the world. Whether it’s a video conference call in the privacy of your office, on your computer at home, or on your Mobile Device,  stay professional by avoiding these video conferencing faux pas:

Pebble WatchWatch: wear one… Early is on time, on time is late. Be professional, don’t ever be late. Time is money, especially for video conferencing, when a room hire is being utilised.   A main selling point to using video conferencing over traditional ‘business travel’ is to save time and money in the first place.  You’re partners are most likely living in different time zones or countries and video conferencing is the only convenient and cost effective way for both parties to meet. Being punctual speaks of your seriousness towards the meeting and your respect to those who are involved.

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Listen to your volume… If you are on a teleconference or video conference there’s nothing worse than a loud person on the other end. No shouting, please.  Remember to talk calmly and act normal during video conferences, just because the peson you are talking with may be physically 2000 kilometers away, they should be talked with as if they are standing in the same room. When it seems like the connection is getting bad, compose yourself and never raise your voice just to be heard, talking louder will have no effect on bettering the connection.  It may be human instinct, or a leftover effect speaking on old telephone lines that give your subconscience the felling that ‘if I yell louder, they’ll be able to hear me,’ but on a video conference this will do more harm than good. It’s best to inform the other person about the situation and wait for the connection to stabilise on it’s own. If it’s still doesn’t work, try ending the conference and re-connecting, this should clear the cache and refresh the IP.

Listen to the background…  Noises like the sound of the traffic, your colleagues’ chit chats, and even background music can really get in the way of a meaningful video conference. Choose a spot where you can clearly hear the person or persons on the other line. Isolate yourself if you have to. You’d most likely not have an in person meeting in the middle of the street, busy commissary or club, same rules apply to video conferencing.

ImageWatch your body language… One of the best reasons to have a video conference over a  standard teleconference in the first place, it to really be able to tell what others are thinking, just as if you were having a face-to-face meeting in the same room. Body language tells so much about your interest in the conversation or your lack thereof. Be sure to exuding positivity through the movements of your body, don’t do it it excessively. Too much hand, head, and body movement can be distracting, and on slower internet speed connections, the frame-rates may slow and the image may appear pixel’d . A lag in the connection can be unavoidable, so you would not want to create extra annoyance by constantly moving too much and looking really awkward when lag happens. Lean forward to show interest, don’t slouch, and always be wary of your facial expressions as well. Talking through video is just as good as talking in person, and requires the same etiquette.

ImageWatch what you wear… Like any other face-to-face meeting, video conferencing requires you to be dressed for the occasion. Basic techniques in dressing up to appear good in a video include wearing light colors and avoiding prints, patterns or thin stripes. For ladies, avoid low neckline and wearing too many accessories or too much make-up. Look clean and tidy enough with fixed hair and unwrinkled shirt. You would want people to listen to you, not be distracted by a less than professional appearance… At least from the waist up (what’s on camera), thanks to LifeSize video conferencing equipment in today’s virtual meetings pants are optional. #SmartVideo

Watch your background… Make sure that what’s behind you isn’t distracting to the eyes, out doors is excellent, but be aware of your environments background noise.  If this is an issue, mute often, best to only open your mic when speaking.  Most software based video conferencing applications (using iPhone/iPad/Android) allow icon based mute function on screen, if you are sitting at a PC/Mac, your keyboard should allow you to self mute easily. If you are in an office setting, avoid white boards or anything with text as a background, or a view of the rest of the office where people are walking around. If you are taking the call from home, don’t let a messy pile of clothes or books be an attention grabber. A view of the garden or the simple bookshelf in the study room are good enough to make you look organized and still professional even when you’re video conferencing outside the office, using software such as LifeSize ClearSea.

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Working From Home

ImageMonday to Friday millions of us file like so many ants from our suburban homes into the concrete jungle of the CBD, almost every car on the road containing one lonely individual accompanied only by the inane dribbling’s of the breakfast radio presenters.

As scooter riders, my wife and I like to think that we are making a small contribution to reducing our impact on the planet; imagine if 10,000 Brisbanites were no longer compelled to drive to the CBD for even 1 day of the working week, surely that would be a good thing.

As with every change there are winners and losers, the losers in this scenario would be the coffee shops and lunch bars, petrol companies and transport companies amongst others. The winners would be the environment and the people who get to work from home, and of course people in the communications industry.

Technology today makes working from home a breeze, internet, the cloud, video conferencing from desktops or mobile devices and telephone conferencing all available at the drop of a hat to make sure that there is no lack of communication. There is no reason to expect a drop in productivity when working from home but it will require a massive change in mindset from company managers who still have a “bums on seats” mentality.

There are of course things to be aware of, such as OH & S measures and insurance liabilities, the employer still has a duty to provide a safe working environment even when the place of work is at home, is the cost of this going to deter employers or is it just another cost of doing business. Employees also have a responsibility to make sure that the environment they are working in at home is appropriate.

On the whole a great idea with many benefits to workers, employers and the environment and don’t forget if you are working from home and need to have a telephone conference or video conference, low cost equipment is now available: www.videoconferencingaustralia.com.au – Your home for budget conferencing equipment.

Maximising Your Video Conferencing Experience

Video Conferencing Australia

Budget Video Conferencing Equipment

Maximising Your Video Conferencing Experience

As businesses continue to find better ways to conduct their meetings and make business processes more efficient, technology continues to rise to the occasion and serves as a reliable partner in not only expediting processes and providing unparalleled convenience, but also steadily increasing return of investments and company savings. One of these advantageous technological advancements getting more widely used throughout an extensive range of businesses is video conferencing.

In today’s modern corporate setting where businesses are more often going global and linking with other businesses to form lucrative new ventures, video conferencing has become an indispensible communication medium. Through video conferencing, companies from opposite sides of the world can conduct their business efficiently in the comfort of their own offices, and the millions usually spent by companies for travel expenses are saved.

With such innovative and beneficial business and conferencing solutions at our fingertips, we must ensure that it is used to in the right manner to produce all the benefits it can offer. Not all members of a business may be comfortable with such innovative conferencing solutions and would prefer the old but costly methods of conducting a meeting. To make sure the experience is pleasant for everyone and consequently, easily adopted as part of a company’s standard procedures, certain steps must be followed. Below are some of these steps businesses can follow in order to ensure all members have a positive first impression and make the most of their video conferencing service.

Before Video Conferencing

· Ensure that all members involved are familiar and comfortable with using video conferencing. This may involve self-guided education, trainings and promotional programs for easy and effective adoption to the system.

· Schedule video conferences and inform all involved people and parties ahead of time.

· Create an agenda to make sure the video conference goes smoothly and tackles all necessary topics. Share this agenda in advance so all those involved will know what to expect and think ahead of what other points they may want to discuss.

· Choose or have a facilitator who can effectively manage the flow of the meeting.

· Have all needed items ready (products, charts, etc.).

· Check that all the hardware (microphones, speakers, camera, lighting) are functioning properly and are suitable for the meeting. The camera should be positioned straight at the people involved showing their upper torso up to their head, and lights should be above the camera, not beside or in front of it.

· Dress appropriately for the meeting. Because a video conference displays all users in one screen, it can be very easy to spot differences or distracting details, like brightly coloured outfits or dangling jewellery.

· Put off or in silent mode all electronic gadgets that may disrupt the meeting.

· Recording meetings is one great advantage of video conferencing and can be very useful for any company. Before you start recording though, you must ask permission from those involved as not everyone may feel comfortable with being recorded.

· If speaking with users from another country and culture, make sure to familiarise yourself with their basic speaking etiquette.

During Video Conferencing

· Speak clearly and slowly, and properly introduce those in attendance.

· Follow the flow of the agenda and pay attention to the proceedings.

· Be polite. Do not interrupt those speaking or make distracting movements or noises. Eating would not be recommended during the meeting as this can cause a lot of noise and be very distracting.

· Try to engage everyone involved. Make them feel their importance in the meeting. Much of the success of your very first video conference and the many to follow will depend upon the users’ initial reactions, so make them feel that it is a success with their participation.

· Do not disclose private or highly classified information during the meeting, such as passwords and sensitive company information.

** For the BEST prices on LifeSize and other video conferencing equipment in Australia visit www.videoconferencingaustralia.com.au

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