"Today’s technology could replace 7% of business travel, and video conferencing could replace 20% by 2007." So estimated the RAC’s Motors or Modems Report. Videoconferencing is not new. Most of us know that it enables people in different locations to see and talk to each other. Videoconferencing merges into webconferencing when delegates exchange digital files in a virtual webspace and work on the same document at the same time - even though they themselves are in different locations.

There are three basic ways to set up a videoconferencing system: at a desk, in a wheeled cabinet, and in a dedicated room which looks something like a studio, perhaps in the corner of a conference room. The principles are very much the same with each, although the quality of transmission – which directly affects the quality of pictures and sound – varies as the equipment becomes more sophisticated.

Any sort of videoconferencing needs a PC, at least one camera, an audio system which may or may not include microphones, an internet connection, and videoconferencing software such as Microsoft NetMeeting or Genesys Meeting Center. The audio connection can be by standard telephone connection or via broadband. The success of the video connection – the sharpness and refresh rate of the pictures – relies on the resolution of the camera and the speed at which the image can be sent to the remote site.

Choice of equipment is very much a balancing act between these two. A high resolution camera gives wonderfully sharp pictures but you’ll need extra bandwidth to send them quickly. Desktop videoconferencing equipment usually offers 10-30 frames per second depending on the speed of your connection with the internet, your PC’s performance and the interface which connects the camera to the PC.

Meetings in cyberspace
Getting the most out of a videoconferencing session is very much like getting the most out of a meeting where everyone is present in the flesh. Circulating an agenda, deciding who will chair the meeting, etc. makes videoconferencing much more productive, but there are additional factors to think about. With multi-point communication only one site is on screen at a time and it’s useful to have a sign in the background identifying each. Switching between sites is either controlled manually by the Chair or is voice activated with the loudest site being visible – so avoid making unnecessary noise. Busy designs, both in the background and in clothing, should be avoided, as should white which causes glare. Sudden movement should also be avoided as the videoconferencing equipment may not be able to reproduce it smoothly.

Setting up a videoconferencing suite may not justify the cost, so many firms choose to hire the use of a suite from a specialist provider. Videoconferencing is expensive but not nearly so expensive as business travel and the frequent absences of high-profile staff. Face2face, for example, charges local members £150 per month for three hours of meetings at their local venue. Additional hours are charged at £60 per hour.

Where budgets are tight, webconferencing offers a low-cost alternative to video. Webconferencing uses a password-protected website to create a virtual meeting room. Just as in a ‘real’ meeting room, colleagues can mark up a shared document, collaborate in a discussion via a conference phone call and watch software or PowerPoint demonstrations or a video clip.

Some webconferencing software even includes the ability to record what’s been discussed. Webconferencing is remarkably simple and a very like using an interactive webpage on the internet so there’s no conflict of incompatible software.

At its most basic, webconference delegates listen over the phone while looking at visuals on their PC screen. The Chair controls what everyone sees, rather like using an OHP, and can use drawing tools to emphasise points. More advanced webconferences allow the Chair to demonstrate web pages and software, draw on a white board to illustrate a point and invite other participants to comment or add drawings.

Videoconferencing software also handles webconferencing; as we’ve seen, there’s a lot of overlap between the two. You don’t need a digital camera, although many people choose to include one. Even a low-cost camera will work for webconferencing although the quality will be poor. Sound reproduction is Voice-over-IP (VoIP) which is basically telephony over the internet – rather like those websites which include sound. The quality is not as good as using the phone but it’s much cheaper, especially for long-distance calls (and often more reliable than mobiles!).

Getting connected
To get the best out of webconferencing you will need broadband connection; it’s possible without but the download time makes illustrations, video clips, etc. frustratingly slow. It’s also best to close all other applications for the duration of any remote meeting to give your PC less to ‘think’ about.

How many of your executives really enjoy travelling on business? They might like being somewhere else, and enjoy productive meetings, but the getting there? With the technology available today, face-to-face meetings are still possible with half a continent between. There will always be a need for real contact, for example at the beginning of a working relationship, for staff motivation and team-building, or to finalise an agreement. But it’s surely less necessary for routine meetings. With today's technological options you can discuss plans, amend documents, negotiate with several partners and finalise future actions without leaving your desk. The only thing lacking is the handshake.

Multi-way phone calls If video or webconferencing is too complicated, then audio-only conferences don’t need anything other than a telephone. Conference calls can be made via the operator on British Telecom lines, or three-way phone calls can be made direct from a tone dial phone if it has a recall button: • Dial the first number; • When it’s answered explain that you’re organising a multi-way call and ask them to hold; • Press recall and listen for dial tone; • Dial the second number; • When it’s answered explain that you’re organising a multi-way call and ask them to hold; • Press recall and listen for dial tone; • Press 3 You have to pay for both calls, plus 50p.

Useful contacts 3+ www.threeplus.co.uk ACT Teleconferencing www.acttel.com BT www.conferencing.bt.com CityCall www.citycall.co.uk Face2Face www.face2facemeetings.co.uk Genesys Conferencing www.genesys.com Microsoft www.microsoft.com