Videoconferencing 101
Most people have a good general idea of what videoconferencing is – it's sort of like a telephone conversation with live video thrown in.
In the old days, videoconferencing was clunky, complicated, and unreliable, primarily because phone lines were designed to carry voices, not huge amounts of audio and video data. With the introduction of broadband and improvements in video technology and data compression, videoconferencing improved by leaps and bounds and now offers a high-quality venue for true-to-life, face-to-face conferencing in real time.
This lesson introduces you to the various components required in a videoconferencing system, describes the three main forms of videoconferencing, and delivers a brief primer on how a videoconferencing session takes place.
To videoconference, you need special audio/video equipment installed in each location that will be involved in the conference along with a data pipeline that connects all three locations:
- One or more cameras at each location to capture the video
- One or more microphones at each location to capture the audio
- Codec (compressor/decompressor) at each location to compress outgoing data and decompress incoming data – a codec is typically a specialized device or software that runs on a computer
- One or more monitors at each location to display incoming video
- One or more speakers at each location to play incoming audio
- Communications network (the Internet, a private ISDN line, a secure T1 line, or a satellite connection, for example) to carry the data
- Controls (preferably remote controls like those use for TV sets) for controlling the cameras, microphones, monitors, and speakers
Upon closer examination, however, the videoconferencing concept and how it's implemented can become quite complex and take on any of several definitions. The following sections provide you with an opportunity to explore several different manifestations of videoconferencing.
Note: Although we draw distinctions between videoconferencing, Web conferencing, and telepresence, throughout the book, we use the term "videoconferencing" to encompass all three forms. In the following sections, we describe each form in greater detail.
Modern videoconferencing is far superior to the clunky, complicated, and unreliable systems of the past. Today, videoconferencing occurs over broadband connections, is fairly easier to set up and operate, and offers much higher quality audio and video. Systems are available in either standard definition (SD) or high resolution (HD) video with collaboration and sharing of information simultaneously.
Videoconferencing systems range in price from a few thousand dollars upward to hundreds of thousands of dollars depending on quality and the level of sophistication. Systems have become so refined that some are portable and can be set up in a matter of minutes.
Tip: To reduce large capital expenditures, some resellers are willing to rent the systems on a monthly basis.
The Internet has given birth to one of the most common and widely used forms of videoconferencing – Web conferencing. In a Web conference, each participant sits at his computer and is connected to other participants via the Internet. The participants either run special conferencing software on their computers or log into a Web site that enables them to engage in the conference. In addition to supporting live audio/video communications among conference participants, some Web conferencing systems offer the following features:
- Text messaging or chat
- Polls and surveys
- Document sharing (all participants can view what the presenter is demonstrating on her computer)
- Application sharing (all participants can use an application that is currently running on the presenter's computer)
Web conferencing developers, such as WebEx and GoToMeeting, offer their products in various forms. Some host their conferencing systems on a Web server and charge per minute or a fixed fee per participant. Others may allow their clients to license the software. Some companies even offer scaled-down versions of their products and services for free use.
Although videoconferencing and Web conferencing are designed to create the illusion of face-to-face meetings, they can still feel a phony at times. The audio can sound a little choppy, and establishing eye contact can seem nearly impossible. Videoconferencing is definitely a step up from audio-only communications, but it’s not quite the same as "being there."
The goal of telepresence is to create a more realistic encounter – as if you are sitting in the same room right across the table from other conference participants. Telepresence systems combine technology and environmental elements including elaborate room design, acoustics, lighting, and specific network engineering to ensure high performance and project life-size images. It’s not unusual for a high-end system to cost $200,000 per room plus $15,000 per month for the service.
Note: As the technology develops, telepresence systems are quickly becoming more affordable and easier to set up and operate. Some of the more affordable systems that still deliver a high-quality experience do not require the expensive room reconfigurations demanded by the fancier systems. These lower-end systems typically start at about $6,000 and do not require a monthly service fee.
What exactly are "video communications"?
A term you're likely to encounter as you explore videoconferencing is "video communications." This is simply a general term that describes any form of communication that includes a video component, such as videoconferencing, Web conferencing, video email, and video instant messaging.
Manufacturers also use the term to describe the various types of equipment they offer. A manufacturer, for example, may advertise that "our video communications equipment is the most reliable on the market."
We know of no such thing as a "typical" videoconferencing session. Sessions vary greatly based on the type of videoconferencing you're doing and the equipment and software you're using. We can, however, set some basic expectations depending on the type of videoconferencing you plan to do: Web conferencing or videoconferencing/telepresence.
With Web conferencing, two or more people typically log on to a central Web site that runs the conferencing software (or each person runs a separate version of the software on their own computers). Once everyone is logged on, the presenter can display a slide show, lead participants to other Web sites, display documents, and even demonstrate how to use a particular program or software feature. During the presentation, everyone can see what the presenter is doing and listen to what he or she has to say.
In some cases, participants can ask questions – either by speaking or typing and sending the question to the presenter and all other participants. They may even be able to share their computer desktops for collaborative projects and demonstrations.
Note: In some forms of Web conferencing, only the video portion of the presentation is shared among participants. To listen in, participants must dial into a conference call center (using their telephones).
With true videoconferencing that offers some degree of telepresence, a conference session is sort of a cross between placing a phone call and stepping into a boardroom with fellow participants. To initiate a conference, you have to "dial up" the conference participants. Most systems provide a directory of videoconferencing sites you can "call." Using a remote control, very similar to your TV's remote control, you select the sites you want contact. Someone at each site must then accept the incoming call.
Once connected, you simply converse with the other participants, whose images are beamed to one or more monitors in your office or boardroom.
On some systems, you can do much more than simply videoconference with other participants. You can...
- Plug in a laptop to display a live presentation or demonstrate a program or software features.
- Plug in a document reader, so all participants can read and review a document collaboratively.
- Connect a DVD player to share videos.
Right now, you're probably pretty hyped about the prospect of adding a videoconferencing solution to your business or organization. In the following lesson, "Videoconferencing Pros & Cons," we lead you through the process of weighing the pros and cons and deciding whether videoconferencing might be worth the investment.
