Video conference or video communication is the best way to communicate remotely. Nonverbal communication weighs heavily in terms of effectiveness as it enriches the content exposed with the voice, thanks to posture, gestures and the expression of the face.
The relevance of nonverbal communication is the success of video conferencing.
The remote video communication system also improves the participation of work groups on projects or meeting where it is necessary to see them, especially in cases where shifts become expensive or risky.
Today video conferencing solutions including good-quality and data connectivity, allow you to emulate a face-to-face meeting. With regard to costs, you can approach high-definition professional solutions with low investment.
Here are a few key points to consider when designing a meeting room for video conferencing.
We take into consideration the various types and solutions, ranging from communication modes, protocols, cloud solutions, and some key features to keep in mind when analyzing what video conference system to buy.
P / P video conferencing: This is the solution where video communication sessions are made between two offices (or two communicators with ibidem communication devices also in the same company, such as two IP video telephones).
P / MP video conferencing (point / multipoint): In this second case, a video communication session is performed between multiple locations.
This allows us to significantly reduce the initial cost and to utilize a medium quality ADSL community. Why do we point out this second datum? Because connectivity is crucial in IP communication, especially when using on Premise P / P devices. It is necessary to know that in the main office where the device is used to handle the interconnection of the various locations, the required data bandwidth is equal to the sum of the bandwidth of all the locations to be connected. In the case of connectivity / connection to the cloud, each one manages its data bandwidth as if communicating with an interlocutor (because it is the Cloud provider that carries the connections between the headquarters).
Both P / P and M / P video conferencing can be achieved with a proprietary (on premise) structure that in “Cloud” (i.e. the infrastructure / CPU is in Cloud and in the various locations there are only compatible devices).
Video conferencing with protocols and standard CODECs: Standard audio and video communication protocols are those defined by regulatory control bodies, for IP video telephony such as the most commonly used standard protocols (within standards such as H.320 or H.323) Are H.321, H.263, H.264. In the audio field CODEC G.722, G.711, G.729, G.723. The most widely used network protocol is Session Initiation Protocol (SIP).
Non-standard protocols for video conferencing, we find them in specific environments where you need to have dedicated devices or software (such as Skype) for communication.
On Premise and Cloud Video conferencing: Just as with IP telephones, videoconferencing can be managed on premise and / or cloud.
On-premise video conferencing: The customer has his own infrastructure of “intelligence” (MCU) devices with which to establish an IP video conference session with one or more locations using only data connectivity (xDSL). Secondary terminals have interoperable endpoints, usually there are limitations on the amount of simultaneously connected locations and the need for a very expensive and performing main device, as well as a high-end data connection (eg 4 MB synchronous or higher)
Cloud video conferencing: The customer has a device structure that connects Cloud to a service provider that acts as a MCU for connecting the various locations.
The substantial difference between the two above mentioned solutions is mainly due to the lowering of the resources needed in the venues, and thus a sharp reduction in investment in machines. This is possible because the Cloud service provider is generating and maintaining the connection between the sites. Some differences in functionality between the two On Premise and Cloud solutions may exist, so it is good to evaluate the limitations in the two options, as it may happen that during a P / MP cloud conference, it is not possible to share (content sharing), or there are limitations on the number of contemporary participants.
Therefore, it is always advisable to evaluate the services provided by the cloud service provider, the type of machine required to respond to the needs of corporate video communications.
Let’s now see the main features and capabilities of a videoconferencing device.
When choosing a device, it is necessary to evaluate performance and connectivity, or to analyze our needs in terms of the size of the monitor room or monitor size, the height microphone, the soundproofing, the need to share the contents of a notebook, You can connect with people outside your company that have tablets or other smartphones.
Let’s take an example of a small meeting room that involves six people who need to use two monitors (one to show people and share content), have at least one centerpiece microphone and entertain video meeting with other devices Which use standard protocols (eg ezTakls, Polycom).
The requirement under consideration is related to a multipoint connection (ie 5 seats). In this case, the answer is in a video conferencing device that handles many points (P / MP), content sharing, connection of at least 2 monitors. Or, to reduce costs (as a P / MP main station with the features described above can cost 6 / 10,000 €) you can have a video conferencing device that handles the connection in the cloud as well as the standard SIP P / P.
In this way you would be able to choose whether to entertain a video conferencing between two locations using the Sip standard or to take advantage of the cloud for a multi-site conference.
How to organize video conferencing, people and meeting rooms?
As far as the time is concerned, it is important to take into account any foreign time of the video conferencing times and make sure that the meeting room is available for that date now. As for organizing a conference using a cloud service such as ezTalks Cloud Meeting, it will be enough to have a logged-in account and vanquish video conferencing by entering credentials and providing them with whom to attend, or the meeting room user ID in order to enter the virtual room.
As for the meeting room, we suggest checking the functionality of the data connection and the video conferencing device, depending on the number of people you have to attend. Check that the batteries of any notebook or other device are sufficiently charged or set up.
If it is true that the video part is resolved with an excellent video communication system, we do not underestimate the criticality of the audio component, avoiding rooms with eco, and positioning the table microphone as close as possible to those who will speak during the meeting. Speak clearly and without overlapping the voices, if necessary, silence the microphone if there are external noises (acoustic disturbances during standby or listening), then turn it back on when needed. To get clear, stable images, we suggest that you do not move too far in the room as much as possible sitting in the position that allows us a good shot of the faces.