There are many conferencing and virtual meeting tools, but most can be placed in one of two distinct categories:

Conference room video conferencing, where two or more groups exchange information using one or two-way visual (image) and two-way audio (voice) transmission. Typically, wired conference rooms are voice activated. The person speaking dominates the audio lines. Students can see the instructor, and the instructor can often view the class groupings, sometimes with the capacity to focus in on the person speaking.

Computer conferencing, where exchange information using one-way visual (image) and two-way (voice) transmission is employed. If all computers are equipped with cameras, peer to peer exchange - such as instructor to student and student to student - allows both image and voice exchange.


This training delivery vehicle offers a live, immediate and synchronous experience, presenting a good discussion format in real time, with equipment that is relatively easy to operate.

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Implementing a Video Conference

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Large companies with staff working in remote geographic regions can justify the cost of installing and maintaining expensive video conferencing equipment given the travel and living costs savings obtained. Rather than flying participants in to 'face-to-face' classroom training sessions, video conferences can be set up for a fraction of the cost, particularly if public conferencing facilities are available both locally and remotely.

Heritage College in Ontario Canada, has delivered Small Business Development distance training in partnership with the James Bay Cree School Board to adult learners since 1997. As much as 300 hours of training programs are delivered by video conferencing to the remote Cree communities of northern Québec, communities that are 750 to 1,800 kilometres north of Hull, Quebec, where the college is located.

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Video Conferencing Tips

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Video conferencing over the Internet requires substantial bandwidth and a somewhat powerful desktop computer. Do not use video conferencing to present information that could just as easily be sent via e-mail.

Yvonne Marie Andres of the Global SchoolNet Foundation offers the following ten suggestions for running more effective video conferences:

Lighting

A video conference implies that we can view the speaker or the presentation. The better the lighting, the better the viewing experience. Lighting for a video conference is much like lighting for good photos:

• Do NOT rely on overhead lights
  (fluorescent lights are the worst!)
• Do NOT have a window directly behind the speaker, for they will appear as a dark shadow
• Do NOT try to squeeze more than three people into your window. It is important to be able to see the speaker's facial expressions as they talk
• DO have a portable light that you can shine on the speaker "spotlight" fashion (a portable flashlight can be very effective)

Cue Cards/Eye Contact

If the speaker is reading notes, the viewer sees only the speaker's forehead. The speaker should look directly into the camera as they speak, as newscasters do. Print your notes in large font on cue cards. A person holding the cue cards should stand behind the camera, so the speaker appears to be looking into the camera as they read their notes.

Audio


Sending audio over the Internet is still a bit primitive. On good days audio can be very clear, but on busy days, audio can be choppy. Here some pointers to improve your audio transmission quality:

Pause your picture

• Speak verrrrry slooowly to avoid losing entire words
  
• Speak loudly and enunciate clearly
  
• Vary the tone of your voice

Photos and Props

Presenters should think of themselves as storytellers. Use photos and props to enhance your material. Hold photos in front of the camera and pause the picture. Then tell the story that goes with the picture. This approach is much more effective than watching an endless talking head.

Interactivity

The main reason for using live video is for interaction. CU-SeeMe is NOT recommended for one-way broadcast. Television does a much better job. When you are presenting, stop after every ten minutes (or less) to allow for interaction.

Appearance and Attention

Remind learners that they are on camera, even when they are not speaking. It is very distracting to see viewers fidgeting, yawning, or talking amongst themselves. It is proper etiquette to give your full attention to the event. If you must divert your attention, pause your picture, so that the other participants are not distracted.

Some clothing shows up better on screen. Experiment before the event to see what looks best.

Moderator

The conference moderator plays a major role in a good video conference. The moderator makes the welcoming comments, cues each participant when it is their time to speak, keeps the pace of the conference moving, and brings the conference to a close. If you are the moderator, lead the conference. If you are a participant, please watch and listen to your moderator carefully!

Video Clips

Here are some tips on video clips:

• It is fine to use very short (less than 2 minutes) video clips to enhance your presentation
  
• Keep in mind that the video looks much slower to the viewers than it does to you

Rehearsals

Rehearsals are a very good idea. Your students should practice in front of the camera and critique one another several times before an event!

The Show Must Go On!

A live video conference is a show...and it must go on regardless of technical difficulties! If one of your participants crashes, times-out, or disappears, it is up to the moderator and other participants to fill in for them. Usually, the missing participants find their way back.

(Yvonne Marie Andres. "Elements of an Effective CU-SeeMe Video Conference." Global SchoolNet Foundation.Web page. www.ga.k12.pa.us. 28 February 2002.)