What is a Videoconferencing System?
There are five essential components that make up a videoconferencing system: a camera, microphone, monitor, speaker and codec. The camera and microphone capture images and sounds at one location. The codec converts the video and audio into a digital signal, which it compresses and sends out over a high-speed communications network. At the receiving end, a second codec decompresses the signal and feeds the video signal to a monitor and the audio signal to a loudspeaker. This might sound complicated but the user sees none of this. All the user has to do is dial the phone number of the receiving location and press Connect.
One of the most important ingredients for successful videoconferencing is knowing how to set up your meeting
space. Properly configuring your room and equipment enables you to maximize the benefits of your videoconferencing system. The following section contains some pointers for implementing this innovative technology.
The Benefits of Video Communications
Video communications delivers immediate benefits. It enables your company to increase top-line performance and profitability by:
• improving productivity
• increasing access to information and expertise
• effectively shortening time-to-market and response-to-market change
• allowing for more efficient allocation of resources
• accelerating decision making
• reducing travel time, stress, and related expenses
Videoconferencing facilitates
• Visual communication
• Real-time document sharing
• Faster exchange of ideas
• Scheduling flexibility
• Reduced meeting expenses
• Face-to-face interaction
Designing your video conferencing space
There are a few key things to consider in planning a videoconferencing space.
Equipment Placement
Position the microphone at the front of the main table to ensure that all participants will be heard clearly. The microphone should be placed at least 6.5 feet in front of the videoconferencing system on a plain flat surface, and set back at least 12 inches from the edge of the table. The document camera should be placed either near the meeting leader, or close to a designated document camera operator. Arrange the materials so that participants can easily reach them in order to point, change the display, or perform other functions during the conference. Your videoconferencing system should be positioned in such a way as to avoid the possibility of someone inadvertently walking through the camera’s field of view when entering or exiting the room. To help ensure the most natural conferencing environment, position the camera on the top center of the receiving monitor. In order to guarantee eye contact with those at the receiving end, the camera should point directly at the meeting participants as much as possible.
Lighting
The TANDBERG Wide Angled View Camera (W.A.V.E II) uses an automatic iris to compensate for changes in lighting in the event that lighting conditions are less than perfect. To enhance image quality, give special attention to environmental lighting and background colors by taking the following precautions:
- Avoid direct sunlight on the subject matter or camera lens as strong lighting can create harsh contrasts.
- If light levels are too low, consider using artificial lighting. Full spectrum-type lamps will produce the most effective results. Avoid colored lighting whenever possible.
- Indirect light from shaded sources or reflected light from pale walls can produce excellent results.
- Avoid harsh side lighting or strong light from above as this may put part or all of the subject matter in shadow or cause silhouetting.
Loudspeaker Volume
The audio system uses the loudspeakers built into either the video monitor or TANDBERG’s Natural Audio ModuleTF (if installed). The default volume level can be set by adjusting the volume on the video monitor using its own remote control.
Background
The visual character of the background in your presentation is a very important but often overlooked detail. It is important to remember that the camera will certainly show what is behind the subject during a videoconference. To ensure a suitable background, we recommend the following:
- Use a neutral–colored background with a medium contrast and a soft texture, such as a plain curtain with no heavy patterns or strong colors that may adversely affect the overall scene.
- Avoid moving backgrounds such as curtains in a draft, moving objects, or people walking behind the subject. Any movement will almost certainly distract the attention of those on the receiving end.
- Do not place the camera facing a doorway.