• Who are they?

Polycom is the sole provider of integrated, end-to-end unified collaboration solutions that help organizations meet both productivity and cost containment challenges. As the market leader in unified collaboration solutions, Polycom leverages the growing organizational demand for collaboration.

• What do they offer?

Last year they delivered their vision for collaboration with

• Best-of-breed Voice over IP and
• Video over IP products.

Recently they became the provider of the ultimate high definition solution, Polycom UltimateHD™ technology.

Offering telepresence/voice solutions and video conference systems – a face-to-face meeting that include hearing each other (audio), seeing each other (immersive telepresence and video) and showing each other things (content), Polycom makes meeting over distance just as productive as being there.

• Why use Polycom?
• Companies come to Polycom because an investment in their products delivers fast, proven ROI, a consistently superior end-user experience, and impressive productivity gains.
• The ease of use and ease in deploying Polycom technology also remove barriers to collaboration adoption that have existed in the past.
• In addition, Polycom makes it safe and easy for IT groups to deploy collaboration solutions for competitive advantage by leveraging existing infrastructures from companies such as Microsoft, Avaya, Alcatel, IBM, and Cisco in the enterprise and Sylantro and Broadsoft in the service provider environment.
• It has the largest customer base

Here are some helpful hints to have the most product video conferences.

• Be aware!
• Always assume that others can see and hear you even if you can’t

• Microphone courtesy
• Are your microphones on?
• Mute them when you are not interacting

• Identify yourself
• Let others know who you are. Make a tent sign for your location
• Introduce yourself and others with you at the beginning of the conference
• Speak to the camera

• Acknowledge others
• Acknowledge others – let them know that you know they are there.
• Ask questions and confirm answers.

• Make use of interactive options
• Keep others engaged and be engaged.
• Don’t expect to be entertained…you must participate too.
• Be patient.
• Help others succeed

• For Great Video
• Avoid wearing bright colors, all-light or all-dark clothing, or very “busy” patterns (such as small checks or narrow stripes).
• Light pastels and muted colors look the best on the screen.
• If there are windows in the room, close any drapes or blinds. Daylight is a variable light source and can conflict with interior room lighting.
• Use natural gestures when you speak.
• When adjusting your camera, try to fill the screen as much as possible with people rather than with the table, chairs, walls, lights, or the floor.

• For Great Audio
• Speak in your normal voice, without shouting.
• Ask the people at the other site if they can hear you.
• Have them introduce themselves so you can be sure that you can hear them.
• Mute the microphone before moving it during a meeting.
• Since the audio has a very slight delay, you may want to pause briefly for others to answer you or to make comments.
• As with any meeting, try to limit side conversations.
• Place the microphone on the table in front of the people in the meeting.

• For Showing Content
• Check that your computer has the application you need to show your documents, such as Microsoft PowerPoint, Project, or Word.
• For a smoother presentation, make sure your presentation is ready to show. Test it before you start the call.

Did you know that video conferencing increases productivity, saves money and time?

Here’s how it is…

• How does it increase productivity?

Used effectively, video conferencing has a dramatic effect on the way people do business and the productivity gains they can derive. So, how are these improvements achieved?

• Today, video conferencing systems transcend the simple “talking heads” on a screen.
• The ability to easily share any type of information has added another dynamic to video communications, often previously not even possible in a local meeting.

The result? Decisions are made faster; bringing products or services to market quicker; and enabling you to stay ahead of your competitors.

• How does it save money?

An additional tangible effect of using video is that you start saving substantial money due to reduced travel.

• In today’s environment, where many employees are concerned with the safety and time-related issues with traveling, video conferencing will benefit your company in ways you would never have imagined.
• Call conferencing would definitely allow your company to save up a lot because you can do away with buying airplane tickets, paying for hotel expenses and other travel expenditure.

• How does it save time?

Video conferencing can be used to achieve significant benefits beyond increased productivity and reduced costs. Notable examples are reduction of “downtime” and increased “quality of life” for traveling personnel, and shortening hiring cycles for key employees.

• Unlike traditional conferences, you do not need much of a preparation to conduct a call conference. This way, a lot of time can be saved.
• Call conferencing can also be your best option if you want to hold a meeting on a very short notice.
• It would also save a lot of time since you can get your message across a lot of people at a much faster pace.

So, are there other benefits?

Yes!!!

• Improves Effectiveness

We all know that “a picture is worth a thousand words.”

• A live video call is much more effective than a phone call in many situations.

For example, your engineering staff needs to show one of your vendors a problem with a purchased component.

Visually seeing the part during a videoconference is far more effective and meaningful than trying to describe it over the phone.

• Allows Multi-point Meetings Across Time Zones & International Boundaries
• Videoconferencing lets you put together a meeting of various people, from different locations, for a common discussion.
• Participants can be across the country or on the other side of the globe.

For example, you can have sites in London, New York and Tokyo, all with multiple personnel, participate in the same videoconference.

• It is an obvious ‘green’ technology allowing organizations to mitigate energy use by dramatically reducing the need to travel.

Video conferencing can be a great tool to share information with and bring together people from a number of different locations but before you host a videoconference think about these video conferencing tips.

Know the details

• Learn the equipment you will be using. Have a test run before hand – work the control panel for the video room equipment, preset the video camera positions, work the microphone mute button and adjust volume.
• Get in the habit of pre-event testing. Thirty minutes before the conference is to begin, recheck your VCR, document camera, computer, etc.
• Adjust your audio levels during the testing time prior to the conference, not after the conference begins.
• Know your environment. Check the physical layout of the room for audio echo and appropriate backgrounds and lighting.
• Make sure all conferencing sites understand the issues of open vs. muted microphones.
• As a courtesy to participants, please inform them that the microphones may pick up private conversations made during the session.
• Know how to troubleshoot glitches, or have the phone number on hand to contact someone who can.
• Have a contingency plan and a sense of humor!

Getting Down to Business

• Determine the time and length of the conference.
• Keep the meeting focused. Its easy to be intimidated or awed the first few times you see technology at work.
• Prepare an agenda, set objectives, and prioritize just as you would for any meeting. Make sure all sites have whatever materials they need.
• Identify yourself when speaking for the first time. Speak naturally in the direction of the microphone.
• Encourage everyone to participate, and pause in your own speech occasionally.
• Establish eye contact with the web camera. Look up every 5-10 seconds.
• Speak a little louder and a little slower than you would in a conversation. Vary the volume and rate however; a monotone will quickly cause people to lose attention.
• Be aware of the image you are projecting. Avoid faces and keep your hands relatively still.

Why videoconferencing?

OK, let’s face it: no matter how much we want to, we can’t be in two places at the same time. Have you ever wished you could skip that three-hour drive for a 90-minute meeting? Would you like to bring that coveted guest speaker to your classroom? Wouldn’t it be great if you could be out of town and still give your lecture? How about having your students meet and collaborate with a colleague’s class at another institution?

One size doesn’t fit all.. You pick the types of video conferencing based on your need!

Room

• It is a facility used to accommodate meetings between geographically dispersed locations.
• It is meant to emulate the traditional conference room model where all individuals sit around a common table and have equal access and view to all participants.
• A room system is a large conference room which houses several cameras/microphones and allow large groups of people to participate at once.
• Take care of the acoustics. Room acoustics are a critical element in minimizing the echo-cancellation problems.
• Room-based video conferencing systems require the most video conferencing equipment.

Desktop

• With a desktop video conferencing, you don’t need to go to ‘the conference room’ to have a conference. You can easily extend your room system conferencing application to remote and desktop users for voice, video and data communications.
• Take conferencing ‘where you go’ – instead of being told ‘where to go!’
• Connect from anywhere, create a virtual conference room and invite users or room systems.
• Any participant can record a meeting and view recording meetings on a desktop or device when not connected.
• It provides a video experience giving you that EXTRA personal touch needed to do business – and better communication means better business.

Personal

• Two people with relatively new computers, a camera and a broadband internet connection can set up a high-quality video chat session almost on a whim.
• There is no scheduling of a dedicated videoconferencing room or setting up specialized equipment.
• The personal mobility achieved with these solutions dramatically increases productivity and effectiveness in your remote office, or while on the road.

Video conferencing is quickly becoming such a valuable tool for small and big businesses. It allows people who are from different locations to communicate in real-time using video and audio. It is also a way for virtual teams to interact in a more personal way as opposed to just doing conference calls.

Basic types of video conferences

• A point-to-point video conference takes place between individuals in two separate locations. This is used mostly for personal video phone calls.
  • It involves using individuals IP addresses to directly connect the two users. This is the most common form for home users. It is also used as a form of video phone.
  • Utilizing a web cam and microphone that are connected to each computer allows each caller to see and talk to each other.
• A multi-point video conference on the other hand involves interaction between individuals located in three or more different locations. It several set-up variations depending on how big or small the groups are; also taking into consideration and the amount of budget allowed to spend.
  The first method uses a multi-point bridge also known as MCU (Multi-Connector Unit). The MCU is set up either as a standalone computer or server to where three or more users can connect.
  The second method is employed by using a room system wherein multiple cameras and microphones are used inside a bigger conference room for larger groups.
  The third utilizes a roll-about system which uses a cart with microphone, camera and codec all in one place. This is ideal for smaller groups and can be moved from room to room since it is portable.

Input/output in the process?

• Video input can either be a web cam or video camera. You would need at least one for each location.
• A television or computer can be used as video outputs.
• Microphones re used as audio input. Each location should have at least one microphone. In bigger conferences, there may be multiple microphones or one microphone that is shared and passed around.
• Audio outputs are speakers either built-into or hooked up to a computer or television.

How is data transmitted?

• Video conferencing is transmitted either via the internet connection through an ISP (Internet Service Provider) or via broadband connection.
• A WiFi connection can also be used as well as radio or satellite frequencies.
• The use of data compression software is also necessary in order to not have any sluggish connection caused by the large amount of space that is being used by the video and audio data over the network.

Seeing distant family and friends is as easy as dialing a phone number. With a videophone you’ll never forget the faces of the important people in your life, even if they live clear across the continent.

You enjoy

• High-quality, full-motion video and clear, delay-free audio over any broadband (cable or DSL) internet connection.
• Designed with both residential and business customers in mind, a videophone will enhance your calls immeasurably while saving you money on your phone bill.
• You won’t need a computer to get connected. Look at them when they are talking to you. Be there real time, anytime. You won’t miss a moment with your friends, family and colleagues with a videophone.

What does a video phone consist of?

• It has a video screen and camera for visual output and input.
• The screen on older designs used cathode ray tubes (CRT) similar to analog TV screens and, as such, was quite bulky. Newer designs have liquid crystal display (LCD) screens and are much smaller.
• Digital technology has also made the camera, which is usually attached just above or below the screen, more compact in size.

How do you use a videophone?

• As two-way audio communication is the original function of the telephone, the traditional handset for audio output and input remains intact.
• However, the speaker or hands-free mode is a common feature in all video phones (as well as regular telephones) because of the added convenience to the user.
• Using the newer systems is much more akin to making a phone call you simply have to enter name, phone number or alias and the “friendly” system takes care of translating this into whatever technical requirements are needed.

You need high bandwidth to use the equipment

High bandwidth is an absolute pre-requisite and, of course, we all know that high bandwidth is now here and relatively cheap. Quality of service is becoming available, especially where high bandwidth is available right to the desktop.

Annoyed with chain of email messages? Humanize Communications!!

Email threads take on a life of their own and last for months. Many times direct human contact is a more efficient method of communicating. A phone call doesn’t provide the subtle nuance of eye contact or body language.

Why video call?

• Video calling makes conducting business more human.
• When we’re trying to close a deal or reach agreement on some important issue, eye contact is a vital human element that we can only maintain through either meeting face-to-face or with a video call.

Computer-based video calls are growing in number every day, and it doesn’t matter whether it’s for business or personal use. The reality is that it’s used for both. Video is a popular and easy to use service that brings people close together

How does video call help?

• Video calls allow you to do more business face-to-face.
• You’ll build better relationships with clients and suppliers wherever they are in the world.
• You’ll save heaps on travel as you no longer have to leave your office to meet your contact ‘in person’.

You will need…

Webcams are cameras attached to the computer that integrate with internet browsers and are increasingly common and increasingly inexpensive. If both caller and receiver have webcam setups, they can make free video calls.

Video Calling enables you to:

• Add a more personal dimension to your communication.
• Perceive the body language and facial expressions of the people you call.
• Show others where you are and what you’re doing.

Video calling has taken on a new life in the past two or three years as we’ve seen VoIP be rebranded in a sense as unified communication. Video on the Internet gained attention with YouTube, but it’s become much more as sites like Facebook integrate video messaging too.

What is a video phone call?

• It is a means of simultaneous, two-way communication comprising both audio and video elements.
• Participants in a video phone call can both see and hear each other in real time.
• Initially conceived as an extension to the telephone, video telephony is now possible using computers with network connections.

In addition to general personal use, there are specific professional applications, such as criminal justice, health care delivery, and surveillance that can greatly benefit from video telephony.

How does it work?

The basis of communication over the Internet is the Internet Protocol (IP), which allows for data in packets to be routed to different addresses using the Transmission Control Protocol (TCP).

• The data in the packets may be voice, video, data, graphics, and so forth. Thus, multimedia exchanges may take place between two or more parties.
• The exchanges can be over the public Internet or over private corporate intranets.
  • Some companies have started replacing their traditional telephone private branch exchanges (PBXs) with IP-based PBXs, which would theoretically allow everyone in the company to have a video or multimedia telephone—totally separate from a computer. This could provide, for example, unified messaging—the ability to store voice mail as e-mail, answer telephone calls with e-mails and vice versa.
  • Small residential video telephones, computer-based desktop video telephones, and small videoconferencing setups have been introduced to fulfill diverse needs.
  • One such commercially available residential videophone is about as big as a typical office desk telephone with a small flip-up screen that has an eyeball camera above it.

For companies

For residential use

Is software required?

• Videotelephony software has been developed and made widely available that permits real-time collaboration and conferencing, including multipoint and point-to-point conferencing.
• Multipoint means, for example, that three people in three different locations could have a video telephone conference call in which each could see and hear the others.
• In addition to the basic audio and video capabilities, such software provides several other features such as a whiteboard, background file transfer, program sharing, and remote desktop sharing.

What do you need to make a video phone call?

• Video phone calls can take place between two computers or dedicated video telephone equipments.You can utilize one or more of the devices such as:

Video call through phones

Also known as “videophone”, or “video conferencing”, this feature lets

• Two people with 3G video phones talk to each other while viewing 2-way live video of each other.
• Some phones with this feature have a camera that rotates or swivels, so it can face the user for video calling, and face “out” for taking photos. Other phones have two cameras – one facing in and one facing out.
• This feature requires a 3G network that specifically supports video calling. It will only work when the phone is in range of such a network. Both phones must also support video calling – not all 3G phones do. A one-way variant also exists called “video sharing”.

Wish to be present in a location on a special occasion when you are actually not there? Telepresence helps you do it. An experience where you can feel fully submerged in a distant location and act on the environment to make changes. Feels like you are actually there.

• Telepresence creates unique. “in-person”, experiences between people, places, and events in their work and personal lives.
• It combines innovative video, audio, and interactive elements (both hardware and software) to create this experience over the network.

Results of telepresence

• It delivers life-size images, ultra-high-definition video, spatial audio, and a specially designed environment that creates a common meeting room across multiple remote sites.
• Users experience a live, face-to-face meeting as if all participants were in the same room together, empowering them to interact and collaborate like never before.

What features does it offer?

• It is designed to be very simple and user-friendly. It uses your campus calendar system (for example, Microsoft Outlook) to schedule meetings, and a call can be launched by merely pushing one button on an IP phone.
• The seamless interconnectivity of private and public rooms through telepresence exchanges minimizes distances across the globe and brings more people together quickly and easily.

A virtual meeting experience unlike any other, telepresence creates the illusion that remote participants are in the same room together. This effect is created by a close configuration of large screen video monitors, hidden high-definition cameras strategically placed to create the appearance of direct eye contact, consistent furniture arrangements across locations, and limited user interaction with the technology. All the participant has to do is walk into the room, and there is a life-like meeting between participants across the globe.

Types of videoconferencing systems

• The most common used is the integrated room conferencing system that is used by offices and in some schools. There is a centralized location for the codec and the associated hardware. It also comes with a main camera, displays and peripheral video sources with multiple features.
• The desktop video conferencing system is the cheapest one around and used by people working at home or keeping in touch with friends and family members.
• Personal video teleconference systems based on a webcam, personal computer system, software compression and broadband Internet connectivity have become affordable for the general public.

Because video conferencing can reduce business related travel, it is known not only for the cost savings it delivers, but as a green technology that can be a valuable tool for companies committed to reducing carbon dioxide emissions.