Carlos Montenegro asked:




When companies have to buy something, it has to be approved by management. With the cost of air travel going up, it is only right to justify the use of video conferencing since it is more affordable to do so in the long term.

How do you justify that? Most companies use numbers as their basis in making a decision so if you look at the expense report and notice that a huge chunk is spent on traveling, they will realize that they can cut cost here and use the money saved somewhere else.

But doesn’t video conferencing equipment cost a lot of money and isn’t the system very complex? For a time but this has changed. This is because vendors no longer use ISDN lines and they have now shifted to IP networks. This is the same system used by the Internet thus making it easy to integrate with other systems.

For those who are concerned about how much it costs, the price of video conferencing equipment has gone down through the years making it more affordable for businesses.

A decade ago, a video conferencing system costs $75,000 or even more. Nowadays, you can find one for less than $10,000. Other accessories like a webcam will cost you less than thousand.

As a result, it is no wonder that a consumer report has shown that there was a 22% increase in sales of the equipment in 2006 versus 2005. So although you may need a lot so this can be installed in each office, in the long term it doesn’t because you already have the system in place which is not affected by the price of oil in the world market.

Another way to justify the need for this technology is to do a study by interviewing those who have gone on business trips in the past and ask how well it went. Previous reports have shown that traveling takes a toll on your body due to fatigue and stress. By the time they get to where they are going, their mind is not focused with what needs to be done thus decreasing their productivity.

You can also argue the other benefits of video conferencing like the ability to increase the sales and product development cycles, improve the quality of communications, better delivery of training and coaching to the other offices as well an improvement in the quality of the work after a staff meeting.

There have also been other improvements both in audio and video quality so you get to communicate with the other party in real time. But the best part about such systems is that they are user friendly since most of the systems currently available are menu driven so you don’t need to study a manual inside out and no special expertise is needed.

When management has approved your request, it is time to go out shopping for the right system. Ideally, you should get one that has an audio and video channel but the latest is the kind that allows multi-media communications. This allows the user to send and receive data in a dual stream IP environment.

Do I need to say more to help you justify the need for video conferencing systems? Maybe not so do your research and use the system to your potential.

Jane

Carlos Montenegro asked:




Online video conferencing can only work after you set up your computer with an Internet connection and a few other items. These include camera, microphone, speakers and teleconferencing software so you are able to talk to each other and send data files.

The ability of this technology to share data enables both sides to see the same thing and input revisions instantaneously. This is known as document sharing or collaboration that happens to be a standard feature in most online video conferencing packages today.

For those who want more than point to point document sharing, there is multi- point document sharing. This means having three or more participants work on the same thing all at once. The best part with point to point or multi-point is the fact that the users do not have to stop what they are doing during file transfers so they can carry on with the rest of their work.

Another feature with online video conferencing is real time chat. You may already be familiar with this if you have ever used IRC or yahoo messenger in the past as it allows you to send short text messages. If you are speaking to one party and have to respond to someone else, you can use this without cutting anyone off.

Similar to document sharing or collaboration is whiteboard. Here, you can share documents, edit texts, make graphical diagrams and a whole lot more. You can make corrections by clicking or writing something so everything is accurate.

Other features of online video conferencing programs include online directories, special dialing options, and address books. Again, this depends on the package you choose to get if your company is willing to invest in such a system.

The most expensive thing to buy when you are looking for an online video conferencing system is the audio and video system. This is because you want to see and hear the other person clearly. Also, the more expensive versions don’t use that much of your computer’s processor.

When searching for the ideal system, talk to different companies and providers. This will enable you to compare their prices and what comes with their packages.

The best part about online video conferencing is that it is easy to use after it has been installed. Just be sure that your processor surpasses the minimum requirement so the software is able to run properly without any glitches.

As for your network connection, make sure the company is using LAN (local area network) or a high speed cable modem. After all, you want to talk to the other party in real time as well as send and receive files.

Last but not the least is the online video conferencing software you will be using. If you choose one system, make sure it is compatible with those provided by other companies so there are no limitations to what you are using.

Surprisingly, compatibility issues extend to the hardware category as well so keep that in mind when you are shopping.

Online video conferencing allows you to work from different locations without having to pay for airfare and travel expenses that cost a company thousands of dollars a year. If you are not sure yet about getting such a system, you can check out venues that offer this kind of service.

Bertha