Communication Considerations for Video Conferencing Remotely

Video conferencing has opened up a world of possibilities for people working together across different time zones and geographic locations. Holding video conferences reduces the need for expensive business travel, which alone can justify the investment with setting up dedicated telepresence rooms at branch offices.  The technology of video conferencing is more user-friendly than ever before, allowing participants to connect from their desktop or mobile device. 

User adoption should be one of the key strategies when deploying video conferencing as a tool

Ok so the technology makes sense, however, it's another story successfully deploying this tool to a workforce.  Many participants report uncertainty in terms of the communication protocol.  Amazingly enough, some users have never used video conferencing to-date, so there is a level of comfort required before they fully embrace this new technology.

Having an effective, productive video conference involves several factors such as cultural differences, time zone considerations and the use of point-to-point versus multipoint conferencing. People from different countries and regions have varying verbal communication styles even when all are speaking the same language. Some may consider interrupting acceptable because it indicates involvement and enthusiasm. Others may find it noticeably rude. Although video conferencing is an excellent option when face-to-face meetings are not possible, these communication style differences still do not go away.

Tip: act the same way you would during a face-to-face meeting while participating in a video conference

Probably best not to try this.

From the clothes you wear, being attentive to participants, and normal pleasantries conveyed in a meeting are also considerations for meeting online during a video conference. 

 

 

Invest in your peripheral equipment for a better experience

Equipment is another factor to consider when setting up video conferencing sessions. Participants in different geographic locations may have different operating systems and installed software that affects the sound and images of a video conference. A manager organizing such a conference can work with these issues ahead of time by issuing an emailed memo to all participants detailing which hardware or software they will need.

Projecting clear audio is paramount for a successful video conference.  Participants can be connected from home offices, cafes, or from their office workstation in an open work area.  In these scenarios, back ground noise may be a distraction to your meeting.  Using a USB headset can eliminate these distractions, plus it keeps your attention focused on the meeting.  Other options such as, echo-cancelling desktop microphones work extremely well, without having to wear a headset and looking like the pilot in your meeting.

Tip: use the active speaker layout

Active speaker layout presents the person speaking in the larger center window frame

Voice activated display is a feature that can be used throughout a group meeting.  This layout option will display the active speaker in a larger center window frame.  Again, it will help to keep the attention on the speaker at hand.   

 

 

Most importantly, include all staff in the primary reasons to implement video conferencing as a tool in your company.  If the technology will be saving your business x amount of dollars, be sure to let them know this and keep them updated as more efficiencies are discovered.  Keeping all engaged will help encourage more usage, which means less travel expenditures, and less time typing emails!


How Telepresence Services Can Help You

With all the changes in technology today, it is now easier to reach out to people around the world without the cost and time constraints of travel. Instead, you can easily see and hear someone who is on the other side of the world in an instant with the help of a telepresence service. Learning when telepresence can save you time and money will allow you to choose if it is the right step to meet your needs.

Business Meetings

Whether you are meeting with an important client or it is a company meeting with employees in different locations, it isn't always easy to coordinate the meeting. If some of the meeting members are dispersed throughout the city or even around the globe, someone will have to spend the time and money traveling to another location. Holding the meeting with a telepresence service for those who are farther away can provide you with the chance to reach out without requiring the travel.

Online Education

More colleges are offering online options for people who want to attend school, from elementary school all the way up to college programs, even graduate schools. A telepresence service can help you set up online classes where the students attend virtually instead of coming into class. This can be a great way to provide students with the flexibility they desire without sacrificing the critical interactions between students and professors.

Business Conferences and Presentations

Similar to business meetings, conferences and presentations often used to mean travel for at least some of the attendees. This travel was often paid for or reimbursed by the business, leading to increased costs. In addition, those who had to travel missed time from work, which can lead to lower levels of productivity. When these employees are allowed to use a telepresence service to attend these conferences and presentations, it saves the business money, allows the employee to continue working before and after the event, and increases productivity.

A telepresence service can be a great way for you to reach out effortlessly to those you couldn't previously reach. Whether you wish to use this technology for business meetings, business conferences or online classes, it creates the ability for everyone to be right in the room, regardless of their actual location.

 

VidyoMobile: The Must-Have App for Your Mobile Workforce

"Connectivity is like oxygen for today's mobile workers. The improved ability to work anywhere as long as they are connected appears to be driving higher productivity. This reinforces the need for IT departments to provide services that ensure high quality, safe and affordable global connectivity for their employees," -- MarketWired.

The new mobility required of today's workforce demands new strategies for properly equipping those workers.

Picture the following scenario. Your primary client just offered you the largest contract your business has ever seen -- providing you can deliver his or her request quickly. It's the opportunity of a lifetime, and passing it up is unthinkable.

You've got the staff and the expertise to fulfill this request, but unfortunately, they're currently scattered across the globe. Perhaps your best IT folks are in the office, but half of your marketing department is at a leading industry conference in Mumbai, your Research and Development head is working from home, and your go-to employee from Accounting is on vacation.

Your key players all have different mobile devices, and you need them on a video conference call in an hour, or the deal disintegrates. What do you do?

Do you have a solution?

With the free VidyoMobile app installed on your workers' devices, you're all set. Whether Andriod or iOS based, VidyoMobile allows your scattered employees to digitally meet face to face at a moment's notice.

Because VidyoMobile can connect via Wifi, 3G, or 4G, your team can assemble despite the fact that they each may have to access wireless connectivity using different protocols. Your now quickly assembled team will enjoy the seamless integration with your Vidyo subscription services delivered by Batipi.

Don't let that once-in-a-lifetime contract elude you due to inability to quickly and efficiently assemble your team, regardless of their physical location or mobile device.

To get started using the VidyoMobile feature with your account, have users download the respective application for iOS and Android, from their mobile or tablet device.  Each user will require their account login details, such as, the portal url, along with the username and password.  Contact us for more detailed instructions.

VidyoGateway: Where Old Meets New

In the fast moving world of technology, it's a common problem: You've invested in a legacy telepresence system that still has plenty of life left. But you also want the benefits and efficiency of new video conferencing technology as well. That's where equipment such as the VidyoGateway comes in handy.

VidyoGateway enables your existing video conferencing system to integrate with Vidyo infrastructure, thus allowing you to continue to use the equipment that you've already purchased for as long as possible. VidyoGateway facilitates interoperability between legacy endpoints and also provides secure video, audio, signaling and content sharing with any Vidyo endpoint, including VidyoDesktop, VidyoRoom, VidyoMobile and Vidyo Panorama.

VidyoGateway offers a user experience that includes the ability to connect and control legacy endpoints and cameras, mute audio and select video privacy for participants, add additional legacy endpoints, and a customizable voice response feature. In addition, VidyoGateway makes administrative tasks easy, allowing for the real-time monitoring of resource utilization, built in security management and the creation of reusable profiles.

VidyoGateway is available as an appliance or via a virtual edition that features the same performance and capacity as the appliance. Up to 50 audio-only ports are available on the system and multiple VidyoGateways can be stacked to allow for more supported ports.

The world of technology moves fast. Batipi offers scalable cloud hosting, flexible price plans and cutting edge technology -- including the VidyoGateway feature -- to help you stay ahead. And with VidyoGateway, you can keep the equipment you've invested your money in as you go.  Contact us to learn more about using the Gateway service with your account.  It's as simple as placing a direct call!

 

Discover the Benefits of Telepresence Services

The business world has been changing rapidly, particularly with the increased use of the Internet. In the face of these changes, it is important for businesses to either adapt or be left behind, struggling to succeed. One of the areas in which business has changed drastically is the ability to use a telepresence services instead of being there in person. This technology can offer many benefits to businesses.

A Global Reach

The Internet has made reaching around the world more possible than it ever was in the past. The global economy has greatly shaped many businesses, allowing them to expand without spending a lot of money on travel and long distance phone calls. Today, any business can reach out to clients or business associates anywhere in the world.  Using a telepresence service will bridge the geographic divide and put you in the same room as your clients.

Greater Productivity

When employees need to stay home because they are ill, a child is ill or the weather is poor, they typically lose out on the ability to work. With telepresence services, though, these employees are often able to complete some of their work from the comforts of their own home. Instead of heading into the office despite an illness or the weather, employees can log into a video conference with the office to attend meetings and complete necessary work to increase their level of productivity.

Save Money and Time

In the past, many businesses would send employees to important business conferences and other meetings in other locations. Even when these events were in the same city, employees would use up valuable company time and resources driving to the location, attending the conference and driving back. Some events required more extensive travel over longer distances and greater time periods away from work. When people can attend these events via telepresence, it will save your company the cost of reimbursing their travel and the time employees would otherwise spend away from work.

A telepresence service offers many benefits to businesses and the employees who use it. If you haven't yet considered the use of video conferencing and other long-distance solutions, it is important to consider all the benefits to determine if this is a solution that will allow you and your employees to increase productivity, save money and resources and expand your reach. 

 

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