ACT TrAvelWise video ConferenCing The smarter ChoiCe ACT TrAvelWise

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1 ACT TravelWise Video conferencing the smarter choice More and more organisations and individuals are looking for ways to reduce their costs, improve their efficiency and productivity and also reduce their carbon footprint. One way to do this is to end the need to drag people across the country for meetings, which are sometimes short and frequent enough to place a real burden on business costs and impact on the environment. Whilst face-to-face meetings can be beneficial and are in many circumstances the best way to conduct business, advances in technology now provide a variety of ways to interact with colleagues, clients and others. Telephone conference calls are now widely used but can be slightly inhuman; you certainly don t get to know colleagues and partners well or learn to recognise them, and occasionally you may not always be sure who you are speaking to. Video conferencing brings together valued face-to-face contact with convenience, and has a number of obvious benefits; it can save time and money otherwise spent through travelling to meetings and delivers clear environmental benefits through a reduction in travel. The potential offered by video conferencing for increased participation and attendance at meetings is one of the many reasons why more and more organisations now find this option attractive. Moves towards standardisation and interoperability between different video conferencing systems and the availability of good quality free conferencing software make it more accessible than ever. 1

2 This type of software would be suitable for a smaller conference, or if it were possible to hold a conference in only a few separate locations, with the potential to save on costs. Your options There are a number of software packages available to conduct a video conference with, ranging from free programmes which can be set up without professional help to more sophisticated packages of software. Perhaps the simplest and cheapest option is free software, such as Skype ( oovoo ( and ivisit ( to name only a few. Using a webcam, a computer and a microphone, users can carry out free video calling. This type of software would be suitable for a smaller conference, or if it were possible to hold a conference in only a few separate locations, with the potential to save on costs. There are a number of video conferencing software packages that can be downloaded from the internet and used free of charge. These each have different features, so it may be worth putting some time aside to research what you need from your video conferencing software and choose accordingly. You will also learn more about your needs as you video conference more often. Web-based consumer versions of this require each computer to have: y Camera which can be purchased from most electrical retailers if not already built in; y Monitor the screen on the computer or a television screen; y Sound card built into the computer and enables it to play sound; 2

3 y Microphone this will often need to be purchased separately and/or may be built into the camera or the computer; y Speakers normally built into the computer but better quality separate speakers can be added; y Video conferencing software which can be downloaded for free (see above); y Ideally an internet connection speed of 512 kbps a high internet speed is important if you are conducting your meeting from a number of locations. A quicker speed will mean better picture and sound quality with less delay. You can test your line speed through sites such as A step up from free video conferencing software are programmes also downloadable from the internet which charge an introductory fee or monthly charge. These include SightSpeed, mvision and PGI, among others. These usually offer a free trial of the service so looking around and sampling different products is a must if your company is going down this route. More complex systems do not run directly off the internet, which can occasionally provide patchy service especially if multiple computers are used, but through dedicated lines which transmit audio and video signals. Other data including sound clips, pictures and office files can be transmitted through these systems which can be useful if the meeting needs to be more interactive with documents discussed. This route would entail purchasing specialist and advanced stand-alone equipment, including touch-screen monitors, high-definition screens and desktop sharing capacity. These systems could be classed as an investment in future communications, although in reality they are only widely used by large scale international businesses with a requirement for top of the range technology on a regular basis. There are, however, many local rental companies who can loan facilities or equipment, which could be useful if video conferencing needs are too few to warrant the cost of a more advanced system. Office and equipment rental may be a good option for one-off presentations or meetings with a large number of participants in different locations. If you are not sure what sort of system would be best for your company then a few trial runs with some of the free software packages on the market could be a good start. First steps If you are not sure what sort of system would be best for your company then a few trial runs with some of the free software packages on the market could be a good start. From here you will be able to see which features you need and which packages offer this, or if your requirements call for a more advanced system. Do not rush into buying technically advanced and expensive equipment straight away; you may not need it. The opportunity presented by free video conferencing software will allow you to make a more informed choice about whether you need to invest in a more complex system. 3

4 Tips for video conferencing y Research the various options available to you it may be time consuming but in the long term this could save you time, money and deliver valuable environmental benefits. y Before a video conferencing meeting all parties will need to make sure they have tested their video and sound equipment to make sure the quality is sufficient, and that the internet connection and all software is running well and will not result in any pauses during the meeting to repair technical faults. y If your organisation has an IT or technical department then make sure they are on call during the scheduled meeting to remedy any technical difficulties if these arise. If your organisation has an IT or technical department then make sure they are on call during the scheduled meeting to remedy any technical difficulties if these arise. y Agree to meet with other participants at least ten minutes before the start of the conference to check connectivity and sound and video quality. y Choose a well-lit room to hold the meeting from, with as little background noise and movement as possible. A neutrally coloured background will make it easier for people to see you through their monitor. y Arrange the room so that everyone in the meeting can be seen without having to move. A small number of participants will be able to cope well with a fixed webcam, although higher spec cameras with movement sensors are available for larger meetings. Generally a boardroom-style room layout will offer the best vantage point for everyone in the meeting. y Place the microphone where everyone can be heard; the head of the table is usually the best place, or more than one microphone can be used with a large number of participants. Microphones should be turned off when listening to participants who are not in the room to prevent echo and feedback. y Speak clearly and slowly. This will also help if the speakers being used are not of great quality. y As with other types of meetings, ensure that the necessary documents are circulated in advance. y Try not to wear too many bright clothes, it can be distracting on screens and can cause image problems. y Appoint a facilitator to avoid too many people speaking at once. y Do not move around the room more than is necessary, especially if using a movement sensitive camera. y Practice! Run through the equipment and techniques with colleagues before organising a video conference meeting, perhaps sitting in different rooms in the same office to familiarise yourself with the different format. They take a bit of getting used to, but the more you familiarise yourself with the process the easier and more effective your video conferencing meetings will become. 4

5 Get Involved y The ACT TravelWise association is the UK s premier network for all organisations and individuals working to promote sustainable transport. y Its mission is to support its members In their work to promote sustainable travel through the provisions of first-class learning opportunities, partnership working, marketing support and networking events, all with a specific pocus on building expertise and experience in travel planning and other cost- effective transport demand management measures. y To join ACT TravelWise or find out more about what the association can offer you please contact membership services on or enquiries@acttravelwise.org * Please note that the examples of video conferencing providers are not supported or endorsed by ACT TravelWise. We would advise researching and trialling these and other video conferencing software thoroughly, especially if you decide to pay for software. 5