Posts Tagged ‘conferencing’

5 more ways to improve your video conferencing experience

Since I accidentally posted this week’s Friday Five on Thursday, I figured I’d give you a few bonus tips. This time, instead of the technical stuff, I want to mention etiquette. Here are some quick tips:

1. Check your equipment ahead of time

iChat, Skype, Adobe Connect, and pretty much every tool for video conferencing has a setup assistant to make sure your camera, microphone, and speakers are working. Take advantage of it to make sure all systems are go, instead of wasting precious meeting minutes on technical details.

2. Don’t cold-call

This is a personal pet peeve of mine–I hate it when someone tries to make an unscheduled video call with me without sending me a quick instant message to ask if it’s OK. The person you’re trying to call may be in a meeting or otherwise not in an ideal situation to make a call.

Along these lines, make sure you set your status message accordingly if you’re busy or stepping out of your office. I’ll admit, I’m not always the greatest at remembering that. If you see the party you want to call is busy, check back later or send an e-mail to schedule a time to meet.

3. Don’t talk over the other person

Audio technology that allows for two-way calls is getting better, but if you’re having problems with lots of echo in your conversation, try speaking one at a time. That will usually help.

4. Don’t yell!

Video conferencing equipment is pretty good these days; you don’t need to speak any louder than you normally would to be heard (especially if you’re using a headset, as I recommended yesterday). In fact, if you’re having echo cancellation problems, yelling will probably just make things worse.

5. Don’t forget, you’re on camera

Keep smiling, don’t stuff a sandwich in your mouth, don’t pick your nose, don’t check your phone, don’t walk away from the camera–even if you don’t think you’re on camera, be on your best behavior–you never know when you’ll accidentally forget to turn it off.

Looking for more tips? The New York Times ran a story on video conferencing etiquette a couple of years ago.

Image: Ann Douglas on Flickr

By Aaron Sumner | July 16th, 2010 | View Comments

5 ways to improve video conference quality

Surprise! This week’s Friday Five comes a day early!

Today Amber is presenting a poster covering our work with technology for distance coaching at the 2010 SIM Conference. We’ve learned a lot about things that work and things that still only work in the movies. Fortunately, as each year passes more and more of what used to just be possible with Hollywood special effects becomes possible with your computer and a broadband Internet connection. Here are some tips we’ve learned to help maximize your next video conferencing experience.

For the sake of this discussion, when I refer to video conferencing tools I’m talking about software you’d use on your computer like iChat or Skype; I’m also including desktop conferencing tools like Adobe Connect since they have video features in them as well. The rules for using high-end video conferencing equipment like you’d see on university campuses or fancy boardrooms are a little different, but if you’ve got access to that kind of equipment you’ve probably also got access to a technician who can help you conduct successful video conferences with it. These tips are designed more for people using computers with basic (often built-in) video cameras to connect with other parties using similar equipment.

1. Use a headset

The quality of built-in audio correction (audio level adjustment, echo cancellation, etc.) varies from conferencing tool to conferencing tool. If you’ve made software adjustments as suggested by your conferencing package you find the party you’re conferencing with is still having trouble hearing you or you’re having issues with echo or feedback, you may need to invest in a headset. These don’t need to be expensive–there are models under $20 that will work just fine (Mac users, I’ve personally had much better luck going with USB headsets as opposed to analog ones that plug into the regular headphone and microphone jacks). As long as you get the microphone a little closer to the sound source (that is, you) and keep audio that causes echoing (that is, the other party) away from the mic, you should be in business.

I will mention that there are a variety of speakerphones designed to work with video conferencing tools–I’ve had mixed results with these.

2. Position your camera properly

This isn’t as big of an issue as it used to be, with most laptops made in the last couple of years featuring a built-in camera for video conferencing. If you’ve got an external camera, though, or you use your laptop on your lap, take a few minutes to adjust the placement. Nobody wants to see up your nose, frankly, and watching the side of your head while you talk isn’t ideal, either. If at all possible, place your camera in close proximity to your friend’s video feed. That will make it look like you’re looking directly into the camera when you’re talking. This video explains camera placement.

Another tip: If you can, limit the background movement behind you. Not only will this reduce distraction, but it may well result in better video compression quality. The less extraneous movement that has to be updated on your computer and sent to the other party, the more focus can be put on you and the quality of your audio and video. This article has a bit more information about video compression, if you’re interested.

3. Improve your lighting

Do your video conferences leave you feeling blue? Or just looking blue? Cheer up, it could just be your lighting setup. There are several steps you can take to make sure video conferencing cameras (relatively cheap by camera standards) present you in the best light possible. (OK, enough puns.) Lighting blog Strobist has a great list of tips for improving your lighting. Many of these steps are easy to take–sometimes all it takes is a change of your shirt.

4. Mind your bandwidth

There’s no getting around it–video conferencing takes a lot of bandwidth. If you’re experiencing dropped connections, lag, drops in audio or video, or any other general inconsistencies in quality, bandwidth quality is likely to blame. If possible, shut down any applications that may be competing for bandwidth. This includes your e-mail client, unnecessary web browser windows, streaming radio stations, your favorite YouTube video playing in the background, file transfers, etc.

Next, if you can, plug your computer into a wired network connection. As fast as today’s wireless networks are, wired connections are still faster. And keep in mind that all things labeled broadband or high-speed Internet are not created equal. You cable or DSL connection may not be sufficient if you subscribe to a base package with lower download and upload speeds. If you’re on a hotel or coffee shop wireless network you may have good luck with a video conference, or you may not. And if you use a satellite Internet connection–sometimes the only way to get online in rural areas–you’re out of luck. The technique used by satellites to transfer packets of information to and from your computer isn’t really suitable for applications like video conferencing that require a steady stream of communication. (Note that I’m writing this in July, 2010; future developments in satellite technology and/or video compression techniques could of course change this.)

5. Start with the basics

One last tip: Today’s video conferencing tools have tons of features to let you share your computer screen, swap files back and forth, show videos, and connect to multiple people at once. These are all useful features, but trying to use them all on your first try can be a recipe for disaster. Start small–try a one-on-one video conference with a friend, and just shoot the breeze for a few minutes. The next time you meet online, try a new feature, then another, then another. There’s no rush!

Photo: Apple, Inc.

By Aaron Sumner | July 15th, 2010 | View Comments

4 ways to put your iPhone to use at conferences

The 2010 SIM Conference kicks off today, with pre-conference workshops running all day. Once you’re done packing your bags, here are some ideas for apps you might want to load on your iPhone (or iPod touch) to help you get more out of any conference.

1. Keep important files handy with Dropbox

I talk all the time about Dropbox, the best free file synchronizing tool around. Here’s another handy use–save PDFs of your travel documents and anything else you want handy access, then move the PDF files over to your Dropbox folder. Then you can quickly access and read them on your iPhone. You can even save them into iBooks (free download) for offline access.

2. Find a place to eat with Yelp

Sick of the food in the hotel restaurant? Use Yelp for iPhone (free download) to locate good places to eat that aren’t too far away. Eat where the locals eat!

3. Keep notes

There are plenty of notepad applications for the iPhone, including the built-in Notes app. I personally use Evernote because it syncs notes between my phone, my home computer, and my work computer.

4. Trade contact information

Don’t walk away from those potentially important contacts without getting their digits or e-mail address. Several iPhone apps make swapping contact information easy.

Don’t forget to stop by Amber’s poster session Friday morning to learn more about our work with distance coaching technology!

By Aaron Sumner | July 13th, 2010 | View Comments

Announcing the Distance Coaching Technology project

As some of you may know, Amber and I have spent the last year experimenting with technology to assist with the instructional coaching process. There are still some rough edges to our process, but we’re ready to share what we’ve got so far. Keeping with our belief that we can get the best bang for our buck with consumer-oriented technology, we’re putting Macintosh computers with iChat to use with Flip cameras to allow teachers to record video, then share it at a scheduled time with a coach or mentor. We’ve created the Distance Coaching Technology website to share our plan and best practices we’ve come across.

We just launched a project with the Michigan Department of Education to use this technology in a Striving Readers project. A few times per semester, teachers will connect via iChat to share and discuss video clips in a secure online environment. Using iChat’s built-in iChat Theater feature, participants are able to watch the same clip at the same time–it’s like sitting together watching a video tape on a VCR, but they happen to be 1,000 miles away from each other instead of on the same couch.

We’ve also developed a little utility to help optimize video clips from Flip cameras for better use with online streaming. After a round of testing we’ll share this tool on the new website. As new developments occur in this area, both in terms of technology and best practices, we’ll share them on the site.

Check out our Distance Coaching Technology website and let us know what you think! We’ll also be happy to talk about the project next month at the SIM Conference in Lawrence.

Image: Apple, Inc.

By Aaron Sumner | June 22nd, 2010 | View Comments

5 tools for desktop conferencing

Have weather delays and shifting flight security policies got you yearning for less business travel? Or are you hoping to work from home a little more often? The next time you’re in charge of a meeting, why not give desktop conferencing a try? Desktop conferencing is like video conferencing, but the focus is on a computer screen (as opposed to participants’ smiling mugs). Desktop conferencing is a great tool for doing software demonstrations, giving a presentation with visuals, or collaborating live on a document–all over a distance.

Here are five desktop conferencing packages designed for one-on-one or small meetings–not an exhaustive, but good starting points. Note that it’s pretty much a given that desktop conferencing requires a broadband Internet connection. This will likely leave dialup and satellite folks out for the moment, though compression technology continues to improve.

1. Skype

By now you’re likely aware of Skype, a free and easy-to-use communication tool that lets you make voice, video and text calls to other Skype users around the world. Skype also lets you share your computer screen with a collaborator–just make sure you’ve downloaded the latest version of Skype, then make a Skype call as you normally would. When you’re ready to share your screen, click the Share button in the call window toolbar. Learn more at Skype’s website.

2. iChat

If you need to share with more people (say, up to three) and have the bandwidth to do it, and you and your collaborators have Macs, then screen sharing in iChat is the way to go. This feature was introduced in Mac OS X 10.5 (Leopard) so your older Mac may not be able to do it unless you’ve updated the operating system. iChat is what the Stratepedia team uses for remote collaboration–Amber and I probably share screens at least once a week when one or both of us are working out of our homes. To share your screen, select the people you want to share with in your buddies list and click the screen sharing button at the bottom right of the window. This tutorial shows how it works in OS X 10.5; it works the same way in 10.6.

3. Dimdim Free

In addition to their for-pay desktop conferencing systems, Dimdim also offers a free version that can handle basic events for up to 20 participants. Everything is web-based, so nobody needs to download any extra software to present or participate.

If you have the server space, bandwidth, and a good system administrator, you can also host your own Dimdim conferencing server using their open source edition.

4. Zoho Meeting

The Zoho suite, an online alternative to Microsoft Office or Google Docs, includes Zoho Meeting for desktop conferencing. The free version allows you to conference with one person; for-pay version add capacity. A particularly interesting feature is the ability to embed your meeting inside another website, meaning you can host your conference from the site of your choice as opposed to sending people to an obtuse web address.

5. YuuGuu

Finally, there’s the oddly-named YuuGuu. Its biggest selling point is easy integration with other communication tools such as Skype. YuuGuu’s free option lets you share your screen with up to four other participants (or a theoretically unlimited number of YuuGuu users). Pay plans add features, capacity, and support. YuuGuu works on Macs, Windows, and Linux computers.

Need more?

For larger groups, you’ll probably need to consider a more robust desktop conferencing solution. Options include Adobe Connect Professional (what Stratepedia and CRL use for webcasts), WebEx, DimDim Pro, and GoToMeeting, among others. Although these options come with a price tag, when you consider the savings in travel costs involved with getting a large group of people in a central location you may well come out ahead.

Photo: bmhkim on Flickr

By Aaron Sumner | January 8th, 2010 | View Comments

Skype 4.0 beta focuses on video conferencing

Skype, the popular conferencing application that lets you conference with others for free, has received an overhaul in version 4.0. A beta version was released yesterday. While in the past the interface has focused on making audio calls as easy as possible, this version shifts that focus to video calls.

Unfortunately, the beta is available for Windows only–Mac versions of Skype tend to lag. I’ll fire up my Windows partition sometime today to give this a try myself, but for now, if you use Windows (2000 or XP listed on the site; not sure about Vista support) download the Skype 4.0 Beta and give it a try.

If you’ve never used Skype before you’ll need to create an account–it’s free and painless. Computer-to-computer calls are free (the person you’re calling must also be a Skype user). You can also call to or from traditional telephone numbers through add-on services.

By Aaron Sumner | June 18th, 2008 | View Comments

Recap of Friday’s teleconversation with Dan Pink

Last Friday, I sat in on a conference call with Daniel Pink, author of A Whole New Mind, The Adventures of Johnny Bunko: The Last Career Guide You’ll Ever Need, and Free Agent Nation. The call–or “teleconversation,” as it was billed, was hosted by a started called Learn From My Life. (I plugged the event a few weeks ago.)

Participation required no special technology–I registered for the call on Learn From My Life’s website, and called in just as I would with a regular conference call. (Note that the call is not free, so be sure to call from a line with unlimited long distance or be prepared to pay for about a 60-minute call.) Things got up and running quickly, with a representative from Learn From My Life making introductions and then moving on to the conversation.

Participants’ phones are muted through most of the call, as the moderator asks questions that were posed on the web, through e-mail, or on Skype. A few times over the course of the hour, though, the lines were unmuted and individual participants were able to ask questions. I thought this would lead to much confusion, but it was actually quite orderly. This may have been my favorite feature of the service. It helped make the overall experience much more personal (it helps that Mr. Pink was excellent at remembering individuals’ names and addressing their questions almost like it was a one-on-one consultation).

As the hour came to a close, and it was apparent that there were many more questions than there was time to answer them, the moderator and Mr. Pink brainstormed ways to keep the conversation going. (This, in my opinion, is a key part of a live event such as this–use the event as a starting point, but give participants the tools to keep talking after their time together has come to an end.) The result this time is that Learn From My Life is going to collect additional questions and send the aggregation on to Mr. Pink for him to answer on his own blog. I think as everyone gets more comfortable with this method of talking, these tools will be part of the system.

. . .

This morning (the following Monday) I received a thank you e-mail from Learn From My Life, with a link to a feedback survey and the link to the audio archive. I highly recommend giving it a listen, especially if you’re interested in whole-brain thinking or need some career advice from a Japanese fairy.

Learn From My Life is a neat experience. I was talking with Don about it for a few minutes on Friday afternoon, and told him that, to me anyway, it was the next best thing to getting to attend a Ted Conference–it opens up access to “thought leaders” for those of us who can’t shell out the bucks to attend the big conferences. Participants don’t have to learn any new technology to attend–fill out a web form, dial a phone number, and you’re ready to go.

Neat stuff for your Monday morning!

By Aaron Sumner | June 9th, 2008 | View Comments

Learn from Dan Pink’s life

You’ve all heard me talk up a storm about Dan Pink, author of Free Agent Nation, the must-read A Whole New Mind, and the recently-released The Adventures of Johnny Bunko: The Last Career Guide You’ll Need, right? OK, check this out: On Friday, June 6, you can participate in a one-hour teleconference with Mr. Pink. It’s free, save the cost of a long distance call if you’re not using a cell phone or Skype or calling from work.

Here are the details:
Learn from My Life: A Teleconversation with Daniel Pink
Friday, June 6, 2008
11:00 AM-12:00 PM CDT

There’s more to talk about here, though. The “teleconversation” is being presented by a company called Learn from My Life, which ultimately aims to “challenge and engage thought leaders to make a difference.” This conference call is one way to address that mission. One thing of note is that, once you’ve registered, you can vote for the questions you’d like the guest speaker to answer. I’ve been toying with this idea for our own presentations–giving people the opportunity to tell us what they’d like to know more about ahead of time, so we can be better-prepared to answer questions. Interesting idea.

You can also hear the audio from past calls, such as this one from Dale Brown, former LSU basketball coach (he coached Shaq in college, and also graduated more than 80% of his players), and provide some quick feedback.

I hope you’ll join me on this call, but if not I’ll report how it went and what I learned.

By Aaron Sumner | May 22nd, 2008 | View Comments

Video conferencing coming soon to a flat screen near you?

You know that commercial in which a humanitarian in a developing country visits his proud family back home through a high-definition, big screen video conference? Looks pretty slick, right? Everyone should have such a device in his or her home or place of work, right? Well, here’s what they don’t tell you–it’s not cheap (as in, I did a little research and it looks like each unit starts around $15,000) and uses more bandwidth than you and I combined have coming into our homes. Well, nuts.

Low-resolution video conferencing via computers has been around for some time now, but as anyone who took part in our great Marratech experiment a couple of years can tell you, setup is no cakewalk. Even today, I was trying to connect with someone using iChat AV–arguably the most easy-to-use video conferencing tool out there–but vague connection errors kept me from my call. This is frustrating enough as someone who halfway knows what he’s doing–I can only imagine how it feels for someone who’s trying out video conferencing for the first time.

That might be about to change, though. Two companies have announced plans to develop a high-definition video conferencing device that connects to a flat panel TV and allows people to interact over a standard consumer-level Internet connection. Just plug it into your TV and network connection and start talking. There’s still quite a bit we don’t know about this new product, such as price and compatibility with other conferencing devices, but on the surface this could be the magic video conferencing device we’ve been waiting for.

By Aaron Sumner | March 24th, 2008 | View Comments

Recording conference calls with TalkShoe

This afternoon a few of us experimented with TalkShoe, an online conference call recording application. It’s not perfect, but it has promise. If you ever wanted to host your own call-in program, here’s your chance.

With TalkShoe, anyone with a browser and a decent Internet connection can listen to your show. You can also download a program and add your own voice to the conversation. This application also allows the host to mute and unmute other speakers, kind of like a switchboard. We had problems with this software but eventually got it up and running. If you’re not by a computer, no problem–you can also participate by phone over a (toll-based) conference line. We had better luck with this.

TalkShoe is currently free–not sure if that’s going to apply forever but for now it gives us a chance to experiment with it and see what we might do with this technology. One possibility I’m thinking of is hosting the StrateReaders conference calls with it, and providing the recorded calls to anyone who’d care to listen later. What other things might CRL do with this?

By Aaron Sumner | February 14th, 2008 | View Comments