You want to arrange a meeting with the team to discuss ongoing or upcoming projects. The trouble is that the people in your team work remotely. Getting everyone into the office at the same time proved to be challenging.
Fortunately, technology makes it easy for people to get together for meetings. With video conferencing, your team can talk face to face without having to be in the same room or even in the same state or country.
Learn more about the main benefits of video conferencing and the main reasons why your company uses video conferencing.
What is a video conference?
Video conferencing is similar to any other type of conference in many ways. It allows two or more people to communicate in real time without having to be in the same location. Unlike conferences, video conferencing allows participants to meet each other during a call. In addition to allowing participants to meet each other during a meeting, video conferencing often provides the option to share information (such as documents or presentations) during the call.
Although a video conference is similar to a video call, there are usually more than two participants. The video conference may be between all members of the project team, between your team and the client ’s team, or between your team and the company ’s shareholders. In some cases, the number of participants who can participate in the video conference is unlimited.
What technology does video conference use?
Video conferencing relies on various devices and technologies. The video conference system needs to send data to the participants, and it needs to create a feeling that the participants are all in the same room, rather than in different locations. Although the exact technology used and the specific equipment required for video conferencing may vary slightly depending on the needs of the organization, in general, the work of video conferencing requires all of the following conditions.
1. Software program
Software programs are usually the core of any video conference. There are many different programs, each with advantages and disadvantages. A program suitable for one company may not be suitable for another company. For example, some programs allow people to join a video conference using a laptop or other computer or by dialing. Many programs limit the number of participants, although some software programs are more generous than others.
In some cases, the software that powers the video conference is integrated into the hardware. In other cases, the software is a stand-alone application that can be used with multiple devices.
2. Internet connection
Audio and video need to be transferred from one person's device to another person's device for video conferencing to work properly. One way to transfer data is through a high-speed Internet connection. The popularity of high-speed Internet connections between enterprises has made video conferencing a reality for many companies. The faster the company's Internet connection, the more it processes the video and the better the video quality.
3. Video input / output
People who participate in video conferences need a way to see what is happening and a way to participate in the discussion visually. The video input device is usually a camera, such as a webcam or a standalone camera connected to a laptop. In some cases, the video input can be the screen of a computer or digital whiteboard.
Video output devices include devices that display images from video conferences. The device may include a laptop screen or desktop monitor, video projector and screen, TV, LCD monitor or video wall.
4. Audio input / output
Like video, audio needs to come in and out as part of the meeting. The audio input device is usually a microphone or a group of microphones. Depending on the conference settings, the microphone may be built into the laptop or it may be a separate device. In some meeting rooms, the microphone is placed in the entire space or in the center of the table.
Audio output devices may include speakers (such as speakers built into laptops or desktops), a pair of headphones, or a fully integrated audio system with amplifiers and speakers throughout the room.
5. Acoustic echo cancellation equipment
The potential disadvantage of poorly designed video conferencing systems is that when someone speaks, is heard in the far-end system and the voice is picked up and sent back to the originating system, an echo delay may occur. Therefore, echo cancellation technology is usually part of the video conferencing process. This technology reduces the audio delay, so it feels natural.
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