Proper Camera Placement
Well established, reputable AV integration firms install videoconferencing systems regularly. When done right, nothing looks or sounds better. The key factors to consider when installing the video conferencing systems are microphone type/placement, speaker type/placement, and camera type/placement.
Microphones and speakers were covered earlier in this article, but just as important is camera placement. In standard boardroom environments, the camera should be placed at eye level, below the display. This will give the meeting participants eye contact, creating an intimate one-on-one feel. Too often, cameras are placed too high or too far off to the side. Though it may not seem like a big deal to those in the room, the participants on the other end will not like it. It will create the feeling of watching the other room as opposed to talking with them, as they will not be looking towards the camera.
In distance learning classrooms or training rooms, the camera should be placed on or near the back wall, with a direct view of the person speaking. Again, the camera should not be placed too high or too far off center. The far end participant should feel as if they are in the room. Cameras can be controlled to follow the person speaking, either via remote control or control system. High end auto-tracking cameras are also available. This type of camera can be configured to follow the presenter, and automatically pan, tilt, and zoom to provide a fully immersive presentation.
Collaboration
Videoconferencing not only provides a life-like meeting experience, it makes collaboration simple. Meeting participants in China have the ability to see the presentation in Chicago in full 1080p HD. Not only can they see the person speaking, they can also see the presenter’s video source, whether it be a laptop, room PC, or other audio visual device. Videoconferencing offers content sharing and screen sharing, which means that the far end participants can see exactly what the room in presenting.
Travel expenses can add up quick. Corporations can easily spend tens of thousands of dollars per year on plane tickets, per diem, and hotels. With video conferencing in place, there is potential for a huge reduction in company travel expenses. There is absolutely no need to travel across the globe when a productive, face-to-face meeting can take place remotely.
Impromptu pop-up meetings can also easily take place without the need to travel. Larger companies with multiple locations can benefit even more. Videoconferencing allows for multi-point meetings, in which several locations can participate. Videoconferencing can be configured to show all of the participants at the same time. The majority of video conferencing codecs can also be configured to only show the person speaking, if the tile look is not preferred.
Writing a Videoconferencing RFP
Establishing the right videoconferencing system for your company comes down entirely to where the system is going to be placed, and what you want the system to be able to do. This is what you’ll want to focus on in an RFP.
First, how are you going to use the videoconferencing system? Is it simply a way for employees to quickly meet and be able to see each other as well as hear one another for increased intelligibility? Will you need larger systems for corporate meeting spaces? Will you need mid-sized solutions for huddle rooms? Some combination of the three? Let the integrator know how many rooms you have and include their size and function. Tell them how many users you have and how often you expect them to utilize videoconferencing.
Perhaps you need to take it a step further and bring collaboration into the fold. Let the integrator know how advanced the system must be. Is screen sharing enough, or do you need the ability to annotate content? Do you want these annotations to mirror at every endpoint of the conference? Do you need everyone involved to have access to the actual file once shared? The more collaborative you want the meeting, the more detailed you should be about your needs.
If you’re already using some kind of equipment, or committed to a service agreement contract, let the integrator know. That way respondents can make sure to design a system that can easily and effectively communicate with legacy technology. If you have multiple offices in different areas that will be communicating, put that in the RFP. If the integrator can’t service both areas they’ll want to work with integrators in other cities that are working on your other offices.
Do you have needs in terms of intelligibility and resolution? If you’re dead-set on UHD then say that from the beginning. If you have needs for assistive listening devices for employees hard of hearing, or due to local/federal regulations, include that in the RFP. If you have design restrictions on what type of microphones to use – perhaps you have open ceiling so you can’t have ceiling mics, or you’re looking for a certain aesthetic so gooseneck mics won’t do – include this information in your RFP.
Be clear about your budget. Give the integrator the maximum amount you’re willing to spend. Let them know if you have a need for either hard codec or soft codec. Let them know what you’re willing to agree to for service contracts – monthly, yearly, per user, etc.
Finally, include what you expect in terms of ongoing training and service. Who is going to be responsible if your videoconferencing software stops working – the integrator or the manufacturer? What if a piece of hardware breaks down? If you’re getting an in-depth collaboration system you don’t want the integrator to install it and walk away. Include what you expect from them in terms of staff training or providing training materials to upper management to use for staff.
The benefits of video conferencing far outweigh any costs associated with the installation. Awesome audio and video quality will always produce more productive meetings. Soft codecs provide more flexibility than ever. Improved network speeds eliminate any bandwidth issues from the past. Travel cost savings will quickly cover the price of installation. High definition cameras provide detailed, true-life video. Wideband audio codecs deliver superior audio quality, as if the participants are in the same room.
Video conferencing is hands-down the best solution for establishing intimate, personal, and creative collaborative meetings.
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John Wilson says
Very good information helping business owners to select right video conferencing solution from bunch of service providers like polycom, R-HUB HD video conferencing servers etc. by keeping in mind above points.