Videoconferencing

//Being present in image and sound//
 * VIDEOCONFERENCING**

**What it is**

Videoconferencing (VC) is a tool that enables people in two or more locations to interact synchronously (in real time) by using audio and video at the same time. VC collaboration is the technological solution that most resembles face to face sessions and is thus very useful when collaboration via written methods gets stalled. VC enables participating in meetings, training, and other activities without the need for travel.

There are many different technologies that allow for VC. The most used means is currently the internet, although most professional VC systems also support ISDN connections (a communication technology that, unlike the internet, connects VC sites directly without sharing the connection with others and which can also use up to three lines at the same time). These characteristics make sure the bandwidth allocated at the beggining of the VC remains the same throughout the VC. Most VC communications are encrypted and thus assumed to be private. All VC systems allow for the recording of the sessions on the receptor side.

**When to use it**

VC is useful to deal with scenarios where written communication is not sufficient, be it synchronous (chat) or asynchronous (forums, blogs, e-mail).

Frequent uses of VC are:


 * Initial and recurring meetings
 * Presentations
 * Interviewing
 * Influencing, lobbying advocating
 * Coaching
 * Negotiating
 * Teaching and distance learning

**How it is applied**

__Technological considerations__


 * There are two main categories of systems for VC.
 * Professional systems where hardware and software is integrated (such as the Polycom system we use at OHCHR). These systems include cameras, microphones and all needed functionalities for VC . These systems work independently from PCs. Almost all of these systems allow for ISDN and internet based communications.
 * Computer based software systems are software that users install on their Windows, MacOS or Linux system. The software uses microphones and cameras connected to the computer. Systems of this kind include the very popular Skype, and MSN Messenger which have limited features. More professional systems such as Elluminate also exist.
 * Technical requirements
 * Communication line. This can be a dedicated line, used exclusively for the purpose of the VC, such as the lines used by ISDN based systems. It could also be a shared internet line. Skype, MSN Messenger, Wizig, Dimdim, and Elluminate use this kind of line for their communication.
 * Compatible system or software on the other end(s). In case a professional VC system is used (such as Polycom) the two or more systems will need to share at least the same communication protocol in order to be connected . If you use Skype, MSN Messenger or Elluminate, for example, you will need to have the same software installed and running on each participating computer.
 * Testing. Make sure to test the connection for:
 * ISDN problems. ISDN communications are not all that reliable around the world. Make sure to test the connection with enough time so that the telecom companies can solve unforeseen problems with ISDN routes.
 * Audio quality. Check microphone and speaker quality, environmental noise, and echoing. You can reduce background noise by setting your microphone to mute and only activating it when you are about to speak (and encouraging your interlocutors to do the same).
 * Video quality. Check light inside the rooms, distance from participants to the camera and needs for focusing on specific participants.
 * If computer input (screen, powerpoints, etc.) will be sent through the VC system, test for delays. The changes happening in your side will take some time to be seen on the other side.

__Methodological considerations__

Similarly to meetings, tips for sound VC include:


 * In preparation for the VC, make sure all required documents (including the agenda if applicable) have been shared in advance.
 * As part of the preparation and/or follow up to the VC, discussion forums can be organized. This may increase the involvement of participants to the VS, their knowledge and ownership of the topic discussed.
 * At the very beginning of the VC, review the agenda and establish steps or phases for the meeting.
 * Make the VC as interactive as possible.
 * Agree on what to do if the video or audio connection is lost. If possible, and in particular when using ISDN-based VC technology (such as Polycom), it is very helpful to have a technician on call in case any connection problems arise.
 * Allow time for questions and answers to be delivered on the other side. There is always a short delay and sometimes the quality of audio deteriorates.This delay is of about half a second normally.
 * Avoid such verbal feedback such as "uhm", "ok", "got it". These interjections will arrive with delay, when the speaker has already moved on from the concept for which the feedback was provided.


 * Where to learn more**


 * Guidance on using Skype at OHCHR (only accessible to OHCHR Intranet users):[]
 * IP Videoconferencing: http://www.uofaweb.ualberta.ca/dte/nav03.cfm?nav03=39854&nav02=39850&nav01=14311
 * ISDN: http://en.wikipedia.org/wiki/Integrated_Services_Digital_Network
 * Skills for e-moderation of videoconferences: http://www.emoderationskills.com/?p=32
 * Multipoint videoconferencing on Skype: http://blogs.skype.com/garage/2010/05/skype_50_beta_1_for_windows.html
 * An introduction to videoconferencing: http://www.slideshare.net/eluyten/videoconference-introduction
 * Blueprints for interactive classrooms: http://bic.avnet.kuleuven.be/products/handbook/handbook.html