The sudden need for a video conference often results in scrambling together a few screens and a camera in a back office and hoping for the best. Unfortunately, the best is not what you get. Video conference rooms have to be designed for the purpose of successfully transmitting picture and sound.
- Lighting can cast weird shadows on faces and make it difficult to see expressions. Use several sources of brighter, diffused light from the sides and overhead.
- Adjust cameras so they are above the screen. This way you look at each other instead of that shifty sideways stuff. Also, the screen should be eye-level when occupants are seated.
- Have two screens in larger groups, one for content sharing and one for faces.
- Pay attention to acoustics. Sound bounces off hard surfaces and distorts. Carpet, curtains, and sometimes acoustic panels will fix this problem. Also use the best microphones possible, like the multi-directional unit in the center of the table. Just remember that it picks up everything you say & do in the room.
- Seating and table configuration should give everybody an equal view of the screens. It should also give everybody a good position for contributing to the conference, so check each seat for camera angles & mic access.
- Background needs to be very neutral. Pictures, plants, etc. will clutter instead of enhance. The idea is to see the participant, not the decor.
- Technology integration is another deal-breaker. If your devices can’t talk to each other, you are wasting everybody’s time.
Another problem many enterprises have with setting up their own video conference facility is the wasting of valuable resources. Tying up space and technology for a video conference room can cause budget restraints. But there are two ways to deal with this problem: instead of setting up your own, you can go to the nearest room on the WhyGo video conference facility booking system; or you can become part of the WhyGo network by adding your room. Our reseller solutions can turn a rarely used, well-designed video conference room into another stream of income.
The WhyGo network has a lot of unique places where you can rent a video conference room for your remote collaboration. After all, it’s the largest live inventory of public video conferencing facilities in the world. In some ways, all of them are the same:
- You get the same support from WhyGo
- You get the same ability to connect with others in public or private rooms, in the cloud, or various devices. That ability is dependent upon compatible technology but…
- You get a clear idea of what will work and what won’t if you ask your conferencing advisor
Please don’t make the mistake of thinking that each room on the network is a clone of all the others. For example, one of the Recommended Links is a small video conference facility located in a Bed & Breakfast Inn in Colorado Springs, Colorado, US. The Old Town Guest House offers a private room that is part of the WhyGo network and we handle their bridging requirements.
Other links will connect you to Israel (Boot Net Group), Argentina (EyTech), and VCS Ukraine. Each link gives you a bigger window into the facility or service offered by the company. Every location will have a unique factor because of the culture, and that’s part of the fun of global communications. This page is a good way for a smaller organization to get some attention, and it’s easy to link to the page.
It’s kind of exciting to see how the video conference and telepresence rooms on the WhyGo network are different. One single scheduling system integrates private and public facilities with desktops and devices. You could book online and get your whole conference set up in less than an hour. Bridging is a simple matter of granting access to the WhyGo system if you aren’t already on it. So many different venues in so many different places — but they all connect with WhyGo.
One of the important factors in business-to-business communications is the impression given of professionalism. With video meetings, that impression begins with the way you look on the screen.
Using video conference meeting rooms ensures a professional background because they have been deliberately designed for the specific purpose of video conferencing. A business-grade facility will have backgrounds that are neutral because this allows the emphasis to be on the speaker. The decor and furnishings will allow acoustics to be pure, without echoes to garble transmissions. That decor and furnishings will also look like you are there for business.
WhyGo has over 3500 business-grade public video conferencing facilities in its network. Each one of them will provide that background to give your conference members a non-distracting, professional backdrop.
But that backdrop will show any disorder in your appearance or supplies in glaring contrast. As a result, it is important that all attendees give their appearance and preparations careful thought. The same care given to this in a meeting that takes place in one room should be given to the meetings that take place in video conferencing rooms because both types of meetings are visual.
In addition to being aware of the dress standards for your company, if your video conference will be global there will be some cultural variations to research as well. It is a good idea to be familiar with the business standards in other parts of the world and respect them. When in doubt, go formal rather than casual.
Another appearance factor is your posture; slouching will look disrespectful. During the meeting, you should be sitting in your chair looking like you are paying attention and following the conversation even if you are not speaking.
Any notes or papers you bring to the videoconference will be on display; consider using a binder or folder to keep the distractions minimal. Remember that you will be on camera at all times during a video meeting, just as you would be visible if meeting in the same room.
There are differences between telepresence and video conference technology, but the line can be fuzzy because telepresence is a form of videoconferencing and sometimes the terms are tossed around interchangeably.
Telepresence generally is referring to the higher-definition experience that more advanced technology provides. The pictures are clearer, you see the people in the conference and hear them almost exactly as if they were in the room–if you both have the same level of technology. It is similar to the difference between an old-school analog television signal and the high-definition digital signals used in television today: a TV show from twenty years ago is not going to be high definition because it is not recorded in high definition and an HD show from today will not show as high definition on a television set incapable of showing HD.
When video conference rooms and telepresence rooms are in the same videoconference, those in the video conference room will see the best video available on that equipment. Likewise, those in the telepresence room will see a lesser-quality video feed on their high-definition screen. As long as they can receive each other’s tech information, they can communicate, but it will be on the level of technology each brings to the table.
WhyGo has both video conferencing and telepresence facilities on its extensive network. With our conferencing software, scheduling is easy. You can look at the rooms available, see exactly what will be provided, and ask a conferencing advisor if you aren’t sure they will be compatible. The differences between these two forms of video conference technology are real, but they will not keep you from experiencing good remote collaboration with your colleagues.