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To The Letter - Interactive Collaboration for Dummies; The Management A-Z of Videoconferencing and Interactive Collaboration.

Posted on: Wednesday, 6 April 2005, 03:00 CDT

As a growing number of businesses bolster their networks for voice and data traffic, conferencing equipment is becoming smaller, smarter, faster, more affordable and easier to use. The net result means corporate training presentations and interactive conferencing and collaboration will soon be simply another application on the network.

Individuals can not only see and talk to each other but share documents and work on projects interactively so everyone ends up with meeting notes and copies of presentations. Options range from tiny cameras on top of PCs, to IP screen phones on desks and sophisticated corporate systems.

Management cuts through the acronyms and jargon to explain the language of videoconferencing and collaboration. Managers need never feel lost again.

A = Agenda - so everyone knows what's to be discussed. Application Service Provider (ASP) - hosted services delivered by an internet service provider over the web. Asnet distributes Polycom Office, including voice, video and web-based conferencing products and management tools. The company last year won a tender to provide an IP-based videoconference bridging service for over 100 New Zealand schools. Audio Visual Communications develops, manufactures and markets video- and audio-conferencing systems, specialising in telemedicine. It distributes product from Aethra Telecommunications. Acme handles the Plus range of presentation equipment. Alcatel, Avaya, Cisco and other telecos are diversifying their call centre and network products to include 'presence-based' collaboration so meetings can be scheduled regardless of location.

B = Bandwidth or broadband - the speed data can be piped between multiple points, typically 2Mbit/sec and upwards. The higher the bandwidth the faster rich data such as audio, video and graphics can be moved and displayed. Lack of bandwidth can result in latency or jerky video. Local company BDT is the distributor for Mediasite Live, Mitsubishi Electric, Thomson Multimedia and RCA, which all have conferencing products

C = Chairperson - keeps order and makes executive decisions. Camera presets allows users to pre-define angles, locations and distances to store in their videoconferencing system. Clothing - avoid bright or overly patterned clothing or shiny jewellery which can be distracting or blur definition. Compressed video reduces storage space or network speed needed for economical transmission using a complex set of algorithms. Codec - coder-decoder or compression-decompression, decompresses or decodes audio or video files or streams prior to transmission. This can include converting analogue to digital signals.

D = Distance learning - the use of pre-recorded or 'live' content so remote students or trainees can participate in training or educational programmes. Document sharing - a feature enabling participants to view, share or edit the same document. Document camera - can capture and send images of papers, graphs or overheads to other conference participants. DSL (digital subscriber line) enables speeds of up to 8Mbit/sec downloading from the internet over copper telephone lines. The D-Link i2eye DVC-1000 broadband set-top videophone includes a camera and microphone which plug directly into a home network and television for videoconferencing.

E = e-Meetings - electronic meetings enabling interactive multimedia conferencing from PCs over the internet or private networks. Envision provides data and video projectors, interactive whiteboards, projection screens and videoconferencing equipment from Polycom and others. Ectus MEDIA software enables e-meetings, conferences or lectures across distances.

F = Frame rate - the frequency at which video frames are displayed on a monitor, typically described in frames-per-second (fps). Higher frame rates improve the appearance. Broadcast TV or full motion video is 30 frames-per-second.

G = Gateway - a network device such as a router or server that can interface with another network or direct traffic to its destination. A dedicated server might also provide protocol translation allowing different systems to participate in the same conference.

H = Hypertext Markup Language (HTML) - the underlying programming code of web pages enabling them to be read in a common format by web browsers. The H series of standards - H.243 controls multipoint videoconferences through the 'conference chair' which moderates or maintains control of the conferences. H.320 - video compression enabling different conferencing systems to inter-operate, typically over ISDN. H.323 - allows videoconferencing systems to communicate over the internet using IP. H.350 - compression standard developed by Internet2 working groups for storing and locating objects or information related to video and voice in enterprise directories.

I = Introductions - ensure everyone knows each other and why they're there. ISDN (integrated services digital networking) - the technology that enables telephone lines to be split into two 64kbit/ sec data channels and a 16bit signalling channel for sending and receiving data concurrently, particularly useful for videoconferencing. IP (internet protocol) - the networking standard that has sidelined ISDN, transformed communications and enabled the worldwide internet and ultimately internal and wide area networks to handle any kind of data traffic. Robust next generation networks are now being built to handle data, voice and video over IP. IP Phones - have a colour screen for videoconferencing and smart features enabling users control over the PBX and how they want their calls handled. Interactivity - the ability to share, respond, manipulate or interact with software, the web or games technology. IP Multicast - a means of simultaneous transmission of data from a server to a group of selected users on an IP network, used for streaming audio and video. Internet2, the super high speed network being developed by 180 US universities, business corporations and research networks in Canada, Europe and Australia. It is capable of very-large file transfers, for example videoconferencing and voice recognition or telemedicine where a 3D brain scan could be examined by specialists on the other side of the world. New Zealand is working on the tender process to link science, research and education institutions and become a node. Chipmaker Intel has its own Intel Proshare Video System available for the desktop.

J = Juggling. Make sure your presentation notes are in order. Juggling is for clowns.

K = KISS - Keep It Simple Stupid. Keep the camera steady when moving in on a person or an image. Keep keyboard clicking and other background noise to a minimum.

L = Latency - accumulated waiting time or delay while information passes through a network.

M = Multipoint control unit (MCU) - a bridge to manage multiple participants, supporting audio and video at various bandwidths, data sharing, continuous presence cascaded calls, conference call web pages and component stacking. Mediasite Live - a complete rich media presentation publishing system from Sonic Foundry, designed to automate live recording and viewing of presentations, on demand via the internet or copied to CD or DVD. MPLS (multi-protocol label switching) - the IP backbone network deployed by Telecom, TelstraClear, AT&T and others optimised for videoconferencing and rich media throughput. MPEG (Motion Picture Experts Group) - multimedia compression standard for digital video, audio and systems compression. MPEG-4 - the standard for integration of interactive graphics applications and multimedia. Multimedia projectors - show clearly on a big screen everything from PowerPoint presentations to movie clips by plugging direct into a laptop, video or DVD player. Manzana Interactive Surfaces' latest whiteboard software offers smart functionality such as data access, incorporates Flash content into presentations and will even integrate with wireless and mobile devices. It automatically recognises various devices in the meeting room at any time. Microsoft's MSN Messenger now supports videoconferencing and Microsoft NetMeeting allows users to share applications, files, whiteboard and to chat.

N = Avoid napping. Dress nattily. Act naturally. Write neatly.

O = Online videoconferencing is possible with a soundcard, PC video camera, a microphone and the right software. At entry level Microsoft NetMeeting and CUseeMe Pro, will give casual and business users a taste of what's possible.

P = Participant map - a simple diagram showing where various participants are sitting. PBX (private branch exchange) - a private business telephone exchange, increasingly PC-based, connecting the public telephone network to the business network, increasingly able to handle voice, data and video and advanced messaging. Point to Point - a videoconference between only two points. Point-to- multipoint - a conferencing from one point to many points. PowerPoint - a presentation package from Microsoft allowing users to create slide-show style presentations for display on a PC or laptop screen or data projector. Polycom - a leading provider of videoconferencing and unified collaborative communications. PictureTel is another important name in videoconferencing technology. Presence - a feature embedded in newer phone systems which allows called parties to be tracked (if they so desire) regardless of the netw\ork, location or device they're using.

Q = Quality of Service (QoS) - a guaranteed level of service, such as constant high bandwidth to ensure the best possible voice, video or data services, often for a set period such as the duration of a conference.

R = Rich media - a combination of synchronised digital media which may include audio, video and graphics often with the ability to interact for further information, option selection or purchases.

S = SIP (session initiated protocol) - a signalling protocol for internet conferencing including video, telephony, presence, events notification and instant messaging. The protocol initiates call setup, routing, authentication and messaging. Start at the end. Begin your presentation with a conclusion or summary slide emphasising the key points you plan to make and build from there. Sony's Video Communication System and PCS model consoles are geared to bridge IP and ISDN-based networks for high speed, high quality conferencing. Streaming media allows real time or on-demand delivery of compressed audio, video and multimedia in a continuous stream which displays as soon as enough data has been stored in the buffer of a PC or server. Synchronous communication occurs simultaneously between individuals with instant access to information - equal amounts of bandwidth on a network - as opposed to asynchronous which has a smaller return path.

T = Tech-Rentals, with its large number of late model projectors, plasmas, notebooks, DV cameras and other computer and display equipment in stock, provides rental equipment for presentations or shows at short notice. The Three Ts of presentation - "Tell them what you are going to tell them, Tell it to them, and then Tell them what you told them." Telecom has videoconferencing bureaus in most major centres around the country to enable business meetings, conference calls, international calls, distance learning and interviews. T.120 - a standard for real-time data conferencing defining interfaces for whiteboards, application viewing and application sharing. Teleprompter can help those ill at ease with making presentations either in a conference situation or before a group of peers. Newsreaders do it so why shouldn't you?

U = Using videoconferencing or collaboration tools can save time, money and travel costs.

V = A videoconference is a live visual connection between people in separate locations, logically involving video but also audio and often text, and graphics. At its most sophisticated, it provides transmission of full-motion video images, whiteboards and document sharing. Vodafone plans to have 78 percent of the population covered with its 3G service by March 2009. The network will offer higher mobile data speeds and new services such as phone-to-phone videoconferencing. Vidcom New Zealand uses Sony videoconferencing consoles, cameras, screens and information sharing equipment. Its Mediasite Presentation Recorder is a web communications solution for recording, distributing, archiving and viewing presentations. VPN (virtual private network) - secure private tunnels created within a wide area of global network, often connecting two local area networks through firewalls. VPN is increasingly used for secure voice, data and video communications over IP networks.

W = Whiteboard - These can be used to take notes or display diagrams while making a presentation. With the latest generation of electronic whiteboards users can download complex diagrams and scrawlings onto solid state memory cards such as a CompactFlash, memory Stick or USB card or upload directly to a laptop via the USB port. SMART boards allow users to access and control any computer application or multimedia platform at the touch of the screen.

X = X-Rays can be shared and medical consultations enhanced through video-conferencing links. xDSL - a variation on digital subscriber line (DSL) technology which in the next iterations will take the speed available to 50Mbit/sec and beyond. X-Terrestrial Videoconferencing is delivered over the Iconz infrastructure. The network box enables many IP applications including internet access, VoIP (voice over IP) and IPTV with point to point and point to multipoint bandwidth management for those involved in a conference wanting to share files and whiteboards.

Y = Yahoo is a useful resource for further information as is the Yellow Pages.

Z = Whether you are in Zanzibar or Zaire, internet collaboration can provide instant connections. Avoid zany behaviour during videoconferences.

Keith Newman is a freelance writer and TUANZ Telecommunications Journalist of the Year 2004.

((c) 2005 Profile Publishing Ltd, Auckland, New Zealand, and can not be used without prior permission of the publisher.)

Source: New Zealand Management

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