Videoconferencing
Many organizations have sufficient bandwidth to conduct videoconferences over
the Internet, and some that have not yet reached that point have access via direct
lines with videoconferencing centers in other cities or other facilities. The videocon-
ference should be used when (because of graphics, presentation content, or physical
disability) a teleconference would be insufficient to meet the need.
Videoconferences generally require a higher level of rehearsal and testing than
other communications tools, because the technology is relatively unfamiliar to most
users. Videoconferences are normally limited to one or two remote sites because of
the few seconds of lag time involved in getting information from one site to the
other. Although that may seem an inconsequential period of time, those seconds
make the difference between normal conversation across a conference table and a
stilted conversation with accidental overlaps and miscues.
Those awkward moments can be overcome through planning and coordination.
The key in videoconferences is to identify gestures, cues, or handoffs that will facili-
tate more ordinary conversation. The other key is to encourage those who are not
14 Project Communications Technology and Mediafamiliar to avoid some of the most common missteps or miscues of applying the
technology. A classic example is the propensity for some videoconference users to
stare at the television screen, rather than occasionally glance at the camera (if it is
not properly placed adjacent to the receiving television screen). It causes the viewers
on the “other end” to perceive that the focus of the discussion is elsewhere. The
camera is the “eye” of the receiver, and a failure to look the other participants in the
eyes can interfere with basic communication.
There is a need in videoconferences to limit some of the presentation graphic
support material. Because some remote screens may be as small as 15 inches, highly
detailed graphics may not be effectively supported. Otherwise, the content may be
virtually the same as any other meeting.
Videoconferences are most frequently beset by their own technology. Even
in organizations with dedicated videoconference rooms, the technology is often
sufficiently daunting that full-time technical support becomes essential. That can
sometimes limit the efficacy of such presentations.
Also, as with any remote transmission, time zones may become a consideration.
A 4:00 p.m. presentation on the East coast of the United States will be happening at
9:00 p.m. in the United Kingdom, and at 6:00 a.m. in the Pacific Rim. The needs of
the remote participants need to be taken into account in the videoconference
environment