Scared to travel? Try videoconferencing<\/p>\n
Vishnu Mahmud, Contributor, Jakarta, vmahmud@yahoo.com<\/p>\n
With terrorism and severe acute respiratory syndrome (SARS) in
\nthe headlines, business travel is no longer an option for many
\ncorporations. Yet, meeting face-to-face is vital to begin and
\nmaintain business relationships. It's not so much as hearing the
\nvoices but seeing the body language. The smallest movements by a
\nperson can speak volumes to the tutored eye.<\/p>\n
So why not videoconferencing? People have always dismissed
\nvideo communication technology, saying it is not ready for prime
\ntime but if properly planned, it can be a highly effective tool.
\nIn addition, the costs of a videoconferencing session is a lot
\nless then business travel that includes visa fees, airline
\ntickets, hotel costs and lost productivity during travel.<\/p>\n
So why not try it?<\/p>\n
There are quite a few places in Jakarta that offers
\nvideoconferencing facilities, such as C.E.O. Suites
\n(www.ceosuite.com) or world-class hotels such as the Grand Hyatt
\n(www.hyatt.com) or the Inter-Continental MidPlaza
\n(www.intercontinental.com).<\/p>\n
Said Ma'ruf, assistant business center manager for the Jakarta
\nInter-Continental MidPlaza, said the hotel has hosted dozens of
\nvideoconferences on their premises. In partnership with Indosat,
\nthe hotel is ready to host any videoconference request from
\nclients and can assist in planning the meeting.<\/p>\n
Hotels can be an ideal videoconferencing location as they have
\nother facilities that can be useful for a power meeting, such as
\nrestaurants, spas and other hospitality amenities.<\/p>\n
Videoconferencing involves two hardware units communicating
\nbetween high-speed telephone lines. The technology has matured,
\nand comes with a variety of facilities that can assist in
\nconveying key messages to clients or partners.<\/p>\n
Most countries have videoconferencing facilities so it should
\nnot be too difficult to locate an appropriate
\nbusiness\/communications center near the other party. Check the
\ninternet if your client\/partner overseas needs assistance. A
\ntelecommunications provider usually has one available.<\/p>\n
Here are a few tips for hosting (or receiving) a
\nvideoconference meeting:<\/p>\n
* Find out the other party's hardware capabilities and agree on a
\nbandwidth. The higher the bandwidth (e.g. 384 Kbps), the better
\nthe quality of the picture shown. However, if your hardware
\nsupports a higher bandwidth while the other party can only
\nsustain a lower one, then the connection will default to the
\nlowest common denominator.<\/p>\n
* Always make sure you have a few contact numbers (a landline if
\npossible, mobile phones sometimes are out of reach) of the other
\nparty overseas in case of problems with the connection.<\/p>\n
* A few days prior to the call, insist on a test of the video
\nconferencing equipment by calling the other party. Both parties
\nshould try to call and receive to find the optimum audio and
\nvideo levels.<\/p>\n
* Make certain there is no confusion on the time of the call. In
\norder for video calls to connect, both ends must have their
\nequipment turned on. A surprisingly large number of
\nvideoconferencing calls fail to connect because one party was not
\nready to receive.<\/p>\n
* Most videoconferencing fees are by the hour (if you initiate
\nthe call) so make sure an agenda is drawn up and approved in
\nadvance.<\/p>\n
* Some videoconference hardware has special features such as
\nrotating cameras and zoom capabilities. This allows users at both
\nends to see clearly who is talking. In addition, premium
\nfacilities also allow you to connect a laptop to share
\npresentations for all. Optimize your use of them!<\/p>\n
* Have a technician (or someone who is familiar with the system)
\nto stand by in the room to ensure the video conferencing proceeds
\nsmoothly. If nothing else, they can operate the camera to pan and
\nzoom at the appropriate speaker (if applicable). This is very
\neffective in conveying body language.<\/p>\n
* When talking, address the camera that is usually located by the
\nTV screen to ensure the illusion of a face-to-face conversation
\n(zooming in would be nice).<\/p>\n
* Usually, videoconferencing microphones are highly sensitive and
\ncould catch the slightest whisper. Don't shuffle papers
\nunnecessarily.<\/p>\n
* If you have other visuals, such as books or product samples,
\nprepare them in a specific area where the camera can zoom in on
\nit. Have adequate lighting prepared.<\/p>\n
* Make sure to have a backup teleconference hardware and an IDD
\nline just in case the videoconference fails to connect or
\ndisconnects prematurely.<\/p>\n
Although it may be difficult at first to get used to this new
\nkind of technology, videoconferencing does offer tremendous
\nbenefits. More people can participate in meetings instead of
\nbeing restricted by travel budgets, no more long lines for visa
\nor security checks, and definitely no travel delays or lost
\nluggage! Of course, you can't go sightseeing after the meeting,
\nbut in these times of crisis, better safe then sorry.<\/p>",
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