THE WEB MEETING GUIDE - succeed with web meetings
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
THE WEB MEETING GUIDE succeed with web meetings
Contents Contents2 Interactive design room 16 Why Remote Meetings? 3 How you are perceived and appear 18 Remote meetings up to now 4 Meeting discipline 19 Telephone4 Book the meeting 20 Video conference 4 World Clock Meeting Planner 20 Remote meetings today and tomorrow 5 Doodle21 Web meetings 5 Recording the meeting? 23 Important things to consider 6 The web camera guide 24 The audicompendax method 6 Index28 AuPx cloud 7 Different working methods 8 Professional design 9 Full collaboration 10 Board of Directors 12 For four or more 14 The purpose of this guide is to quickly and easily help everyone who wants to start working with remote meetings, wants to develop and optimize their use of remote meetings, find the right solution for their desired approach and ensure that investments in remote meeting techniques have their intended effect. ©2015 AudicomPendax AB Flygfältsgatan 34 Skarpnäck 08-555 369 00 www.aupx.com
Why Remote
Meetings?
With remote meetings you avoid costs
of travel and accommodation. For that
reason they are used by many companies
to save money.
Since long trips in the business world and
international diplomacy are often made
by air many people also advocate remote
meetings because of the environmental
harm air travel causes.
Security is another aspect which many
see as a major advantage with not having
to travel.
Furthermore efficiency is increased
by video interaction, since it is much
quicker to arrange a remote meeting
and the meeting itself is usually more
concentrated.
Video conferences do not only save
money on travel and replace traditional
meetings, but also replace the telephone
call. You can interpret facial expressions
and body language and thus avoid
misunderstandings.
3
Remote They are called codec and are a hardware
device. They use different ways to
meetings up to communicate with each other. For
example via ISDN (H320) (old system), IP
now (H.323) or IP (SIP).
To the codec a camera and monitor are
connected in different ways . It is then
Telephone controlled by means of a remote control
or control system.
The most exclusive kind of video
The telephone as a business tool has been conference is called telepresence and
around for a long time and has been gives a great sense of presence.
widely used for all kinds of contacts and
meetings. A telepresence system attempts, as far as
possible, to simulate a real meeting with,
The participants in a conference call can among other things, specially designed
either sit by themselves, individually, or a environments, complete with furniture
group can sit together and via speaker or and displays where the other parties are
conference telephone have contact with shown in actual size.
other groups or individuals.
Another way to go is software solutions
Nowadays the data networks are of various kinds. They usually put more
frequently used for telephone demands on the user, and of course they
conferences, at least in order to allow are more unstable since they are installed
participants to exchange documents on Mac or PC computers along with many
during the meeting. This means that other software programs.
the differences between teleconference,
video conference and web meeting have They are generally cheaper, and have
become smaller. also much poorer quality than hardware
solutions.
Video conference The quality usually depends on the
camera and the computer´s performance.
Video conferencing means that you have
added a moving picture to the other
party/parties at the meeting.
There are today ready solutions that are
very user friendly and reliable.
4
Remote on their screens; each other’s faces via
webcam, a presentation, a program or a
meetings website.
Historically, the video quality of this
today and type of meeting has been poor but as
programs, hardware and infrastructure
tomorrow have developed, today one can implement
web meetings with very high video
quality.
Web meetings The decisive factor if you want to succeed
with really high quality video meeting is
to conduct a thorough needs analysis of
Web conferencing facilitates meetings
how you practically wish to work, and
with moving images remotely via the
then optimize the different parts. See
Internet. There are numerous software
illustration below.
applications for this on the market.
This makes the solution useful and
In web conferencing several people can
becomes a successful investment.
talk simultaneously with each other, via
computer, phone or tablet, video, or a
combination of them all.
The participants all see the same thing
Software Hardware
(Computer, Webcam,
(Web Client) Speakers, Microphone)
Video meeting
quality
Infra Structure
(Internet Connection, Network)
5
distance can see you, do you want to
Important make data presentations, etc.
things to To ensure that nothing is missed when
it comes to the differing approaches, it
consider is extremely important that the people
present at the needs analysis have a good
knowledge about the different working
To help you achieve your investment methods.
objectives, we offer you our
complimentary needs analysis, something When your various approaches are
we call the AudicomPendax method. identified and clarified you will receive
a budget proposal with alternative
The audicompendax approaches that work for all your
different needs. When you finally select
method the desired work mode this will be the
In simple terms it works as follows: basis on which the rooms are fitted with
proper ducting, IT and power. It is always
1. What are the physical conditions of best to do this as soon as possible in
your premises? In what spaces will order to avoid extra construction costs or
meetings be held: personal devices, delays.
meeting rooms, coffee rooms, dining
rooms, etc. How are the spaces Regardless of whether you are renovating,
furnished and what are their physical moving or building a new house, this
dimensions? Length, width, height, information must be forwarded very early
placement of windows, doors, and so that it is included in the construction
so on. planning. Your landlord or construction
project manager can tell you the exact
2. What types of meetings are timing for this.
you aiming for? Customer
meetings, management meetings, The AV consultants of AudicomPendax
brainstorming sessions, training, produce complete production drawings
team meetings, and so on. based on your preferred approaches,
ready to be handed over to construction
3. What are the working methods of planning. If you so desire we are more
the different meetings and users? In than happy to be present at your
other words, how do the meetings construction meetings, to ensure that this
work practically? Is there only need part is going smoothly and that a desired
to see and talk with each other, do final goal is achieved.
you want to write on a board so that
people in the room and also at a
6
AuPx cloud •
and drop and shared content.
WebRTC lets you click on a link in a
You who do not have web meeting browser and connect directly to the
software are perfectly welcome to use meeting. Since WebRTC is already
AuPx cloud. You subscribe to his service built into the browser there is no
on a monthly basis. need to install plug-ins or add-ons.
This is a great advantage since many
You download the client free of charge larger organizations do not provide
or run the service directly in the browser their users with administrative rights.
of your existing device. It works equally On a smartphone, you just call the
well with telephone, tablet, computer, number.
etc. The monthly cost depends on how
many concurrent users there will be.
Do not hesitate to contact us for a free
demonstration.
• AuPx Cloud Platform brings together
video, voice and web meetings, and is
integrated with existing technologies
such as Microsoft Lync, Cisco Jabber
and others.
• Users meet in virtual meeting rooms
called coSpaces, using the clients
and devices that they are already
comfortable with.
• All units are in order: computers,
iPads, smart phones, video
conference systems, and also Lync,
Skype and Jabber clients. Just as in
a phone call AuPxcloud users need
not know which products the other
participants are using.
• AuPx cloud brings together Microsoft
Lync users with other environments,
without changing the original Lync
experience with chat, presence, drag
7
Different In the examples above, the same web
meeting technology was used in different
working ways.
The technique is the same in the three
methods cases but all the circumstances are
different.
Everybody has their own picture of a web
The second question is: how to assure
meeting. We of course create it from our
the quality of our web meetings and their
unique circumstances and aspirations.
results. How can we ensure that we reach
the goal of the investment?
One person sees himself sitting on a pier
in the sun with an iPad in his lap.
For a really good web meeting we need
Another imagines reporting the situation
a real meeting room that is designed for
during a tree cutting in a burning forest,
the task.
or briefing a surgeon from a screeming
Those who connect to the meeting from
ambulance on the way to the emergency
afar may be in another room, on a bridge
room.
or in an ambulance.
How do you see a web meeting in front
of you?
What are your unique circumstances?
This is one of the things that takes us to
the central part of this guide that deals
with work modes.
8
Professional
design
The pictures on this page show a
meeting room for eight people.
On the front wall is a writing
board with inset screen and
webcam. There is also a folding
shelf for laptops.
One of the niceties of this
arrangement is that all the wiring
is in the wall mounted unit.
In this way one does not need to
run wires all over the room. The
cable paths are short and neat so
there is no disruption of signals.
Everything you’ve read so far
here is about the solution we
recommended a specific customer.
It is based on how they described
to us the way they want to work:
”We need a meeting room for up
to eight people. It should be neat
and tidy without lots of cables to
trip over, and fit in the finished
space over here. We want to be
able to have remote meetings
where we make presentations
with a computer.”
If the customer had to solve the
task without our knowledge and
our solutions - what do you think
the result would have been in lead
time, cost and quality?
9
Full collaboration In this working method the Connecto
HD Pro Web USB2.0 webcam sits inside a
Connecto Mini installation duct placed on
the wall under an LED screen.
This arrangement is of course convenient
because all the wires may run from
10the computer on the shelf, inside the provided opposite wall with a DesignLine
installation duct to make it look neat and whiteboard camera can zoom in optically
tidy. Additionally, the installation duct so that remote participants can keep up.
Connecto Mini can be fitted with optional
AV rail, blackout and chairs with wheels
socket for USB, 230V, HDMI and simple
makes the room flexible and versatile.
Micro Control Systems and more. We have
11Board of Directors This working method is based on the
one on the previous spread. The camera
is built into a DesignLine Conference
Cabinet with LED TV and stained glass
doors that slide sideways. This is an
exclusive way to hide your camera and
12monitor when not in use. The computer The chairs, Capo di capo, has got wheels -
sits behind the conference cabinet and is and style!
controlled with a mouse and a keyboard
via bluetooth. For those who want to
plug in their laptops there are contacts
available inside the door.
13For four or more The working method for you who have
got an open plan office. The trolley
contains all the necessary technology for
web meeting. LED screen, camera, control
system and connections are packaged
in a mobile solution that we tailor to
14your business and profile and to fit the the trolley can also be set with the back
other furnishings that you have carefully directly against a wall.
chosen. The trolley can be placed under
the table so that the screen is as close to
the meeting participants as possible. Since
there are no protruding parts in the rear
15Interactive design In this working method, we have an
interactive projector on the wall to the
room left. It shoots at a DesignLine Writing
Board with an AV rail at the top. Distance
participants participates by the camera
that is recessed under the LED screen
16in the writing board on the right wall. written notes appear.
A fold-out laptop shelf makes it easy to
connect your computer. The Connecto Pro
HD Web camera can as usual display all
participants or zoom in the writing board
where the interactive presentation or
17How you are The AudicomPendax webcams generally
have a warm, natural tone in their color
perceived and reproduction, which means that you need
not think or behave differently on days
appear when you will be in a web meeting.
In a situation where you sit in front of
a computer monitor with a webcam,
We are used to seeing people in pictures you will be mainly illuminated by the
on TV and in the movies. Professional computer screen. That lighting is not
photographers,lighting designers and always to your advantage. If you wear
make up artists has created benchmarks glasses or jewelry the light from the
for us when we judge how we and others screen can cause sharp reflections.
look in a picture. With the awareness that Simpler webcams compensate for the
the image quality and image resolution sharp light by making the rest of the
with professional equipment is very high, image darker.
there also comes thoughts about this
In a web meeting in a meeting room, we
subject.
are further away from the camera and
A workday with important meetings is get more help from the ambient light,
perhaps not much different from a regular which actually gives us an advantage
working day, but many of us still stop in when it comes to appearance. A webcam
front of the mirror and ponder how we with video conference video quality has
will be perceived by those we meet. What optimal possibilities to give the outside
impression do we want to make? world the same image that you have of
yourself.
This often ends with quite some pottering
before we are satisfied with our looks. The task of the webcam is easier if there
are not so many different kinds of light in
the room, with different temperatures. An
interior shade for the windows can help.
The main thing is that the light should be
rather strong and come from the right
direction.
18Meeting
discipline
All written and unwritten rules that apply
to an ordinary physical meeting obviously
also apply to a web meeting.
To begin with, be on time and prepared.
For those of you who have problems in
this area there are no traffic jams or late
train to blame. At the agreed time your
technical equipment should be checked
and turned on, and you should have the
objective of the meeting clear in your
mind.
If it is you who called the meeting you
are expected to keep a check on the
agenda (preferably already sent out with
the invitation), the Presidency and the
distribution of meeting minutes.
If you are a seller and use web meetings
as a working tool the same things that
you learned about conversation balance
etc. still applies
In contrast to physical meetings in a web
meeting - for once, for obvious reasons
- it is okay have your cell phone and
computer turned on.
Plan your meeting to be as so short
and structured as possible. Preferably a
quarter of an hour, if possible.
19Book the World Clock Meeting
meeting Planner
( http://www.timeanddate.com/
worldclock/meeting.html)
Invite only those who really need to be
With Timeanddate’s tool for meeting
at the meeting. The number of invitees is
planning (see picture below), you can
no measure of the meeting’s importance.
select different places in the world and
Others can get a copy of the minutes
get suggestions for times that hopefully
afterwards.
will suit all participants.
With smart web meeting systems you can
The result comes up as a very easy to
send notices of meetings through your
understand color-coded chart of the
calendar. With one single message you
selected day.
can send both the date and a link to the
participants so that they can easily join You of course choose a time which will
when the time comes. be day-time for as many participants as
possible.
To find mutually convenient times for
the meeting you can make use of web
services such as:
20Doodle
(http://doodle.com)
With Doodle you can register a free
account and with the people you want
to invite find the right time and date for
the web meeting. All invitees fill in the
times that are convenient for them, and
you as administrator have full control.
You can also export the results as an Excel
spreadsheet if you have a large group.
As a bonus, Doodle also fits those who
want to find a time to go out with friends
to a restaurant, or something similar...
2122
Recording the
meeting?
In Sweden it is not legal to secretly,
without permission, record conversations.
This applies to all conversations, on the
phone, at a web meeting or a traditional
physical meeting. Exceptions are if you
have a special permission, or that you
yourself are in the conversation.
If the recording is digital, which most
of the times it is, it is affected by the
Personal Data Act (PUL). It is important
to weigh the importance of making
a recording against the participants’
personal integrity. It therefore matters
whether the call is about sensitive private
information, or just a regular job meeting
or sell order.
Simply put, you must not record
conversations between others in secret.
If you are in the call yourself, or at least
one of the recorded knows about the
recording, it is however perfectly lawful.
23The web camera guide
Image captured from Connecto Pro HD.
White Balance = 10 (neutral/warm)
Depth of field = 10
Contrast = 10 (Light areas clear, sofas naturally brown)
Viewing angle Max = 90 degrees
(Other: The camera integrated in the writing board provides extra viewing angle)
24Image captured from camera built into laptop computer.
White Balance = 6 (blue/cold)
Depth of field = 8
Contrast = 8 (Bright parts faded, red-brown sofas)
Viewing angle Max = 72 degrees
(Other: Clearly darker image along the edges indicate simpler optics)
25Image captured from Logitech CC3000.
White Balance = 7 (blue/cold)
Depth of field = 10
Contrast = 7 (Bright parts faded, sofas too dark)
Viewing angle Max = 90 degrees
(Other: - )
26Image captured from Cisco Precision.
White Balance = 9 (neutral/warm)
Depth of field = 9
Contrast = 7 (Bright parts faded, sofas too dark)
Viewing angle Max = 45 degrees
(Other: Unnatural enhanced colors give red faces)
27Index
A M
air travel 3 Mac 4
AudicomPendax method 6 Microsoft Lync 7
AuPx cloud 2, 7
P
B
PC 4
browser 7
R
C
Recording 2, 23
Cisco 7, 27
codec 4 S
conference telephone 4 SIP 4
Contrast 24, 25, 26, 27 Skype 7
D smartphone 7
software solutions 4
Depth of field 24, 25, 26, 27
Doodle 2, 21 T
E Telephone 2, 4
telepresence 4
environmental harm 3 travel 3
H V
H.323 4 Video conference 2, 4
video quality 5, 18
I Viewing angle 24, 25, 26, 27
iPad 8 Web meetings 2, 5
ISDN 4 WebRTC 7
White Balance 24, 25, 26, 27
J
Jabber 7
2829
Dynamisk Funktion
You can also read
