Electronic Conferencing

Video Conferencing

• Hardware required
  • Tv Screens/Monitors
  • Speakers
  • Microphone
  • Webcam
  • Video Conferencing System
• Characteristics
  • Video conferencing is an alternative for face to face meetings between two or more people
  • Allows both sound and video
  • Participants of the video conference can be many miles apart or even in a different country
  • Audio and video are real-time allowing users to interact with each other
• Uses
  • Remote employee meetings
  • Staff interviews
  • Multi-person discussion
  • Remote training
  • Video conferencing has many uses that include:
• Advantages
  • Convenience
  • Cost saving
  • Better for the environment
  • Attendees do not have to travel to the event
  • Anyone within the company can attend regardless of location
  • Events can be held at short notice as travel is not required
  • Allows other members outside of the organisation to attend easily without having to visit on premises 
  • Some video conferencing software allows record and playback to allow members to review the meeting
• Disadvantages
  • The initial purchase of equipment can be costly
  • This can cause issues amongst employees when working across different time zones
  • Those using the system may need to be trained to use it effectively which can:
    • Take time
    • Be costly
  • Video conferencing systems require a strong and stable network connection
  • There can often be a delay in response times
    • The time lag is caused by the image not being synchronised with the sound
  • Poor picture/sound quality caused by the speed of connection/quality of the hardware

Audio Conferencing

• Hardware required
  • A landline phone
  • Internet Phone
  • Computer (requires a microphone and speakers)
• Characteristics
  • Voice communication only (no video)
  • Audio is in real time
  • Call management options (mute etc)
  • Participants of the audio conference can be many miles apart or even in a different country
• Uses
  • On the go business meetings
  • Allows a hybrid collection of devices such as landline telephones, smartphones and laptops (providing it is a VoIP call)
• Advantages
  • Attendees do not have to travel to the event
    • Convenience
    • Cost saving
    • Better for the environment
  • Anyone within the company can attend regardless of location
  • Events can be held at short notice as travel is not required
  • Allows other members outside of the organisation to attend easily without having to visit on premises 
  • Audio conferencing is more cost effective as it requires less bandwidth and less expensive equipment
  • Audio conferencing can integrate with many other devices and tools for communication
  • Audio conferencing provides a higher level of security as users are not sharing a screen 

 Disadvantages

• Can be difficult to determine who is the speaker
• Limited interaction
• Lack of visuals:
  • Body language
  • Users sharing visual content
• This can cause issues amongst employees when working across different time zones

Web Conferencing (Webinar /Webcast)

• Hardware Required
  • Computer (requires webcam, microphone and speakers)
• Characteristics
  • Allows both sound and video
  • Participants of the web conference can be many miles apart or even in a different country
  • Audio and video are real time allowing users to interact with each other
  • Allows virtual breakout rooms for teams of participants
  • Screen and slide presentations
  • Instant messaging
  • Document sharing
• Uses
  • Distance learning and education
  • Online presentations
  • Online team collaboration
  • Interviews
  • Customer support
  • Virtual events
• Advantages
  • Attendees do not have to travel to the event
    • Convenience
    • Cost saving
    • Better for the environment
  • Anyone within the company can attend regardless of location
  • Events can be held at short notice as travel is not required
  • Allows other members outside of the organisation to attend easily without having to visit on premises 
  • Web conferencing software often allows recording and playback features to allow members to review the event
  • Enhanced visual presentations compared to video conferencing
  • Real time collaboration
• Disadvantages
  • Requires a strong and stable network connection
  • Security and privacy concerns
  • Distractions from other activities on the device
  • Those using the system may need to be trained to use it effectively which can:
    • Take time
    • Be costly
  • Dependent on users being technically savvy and having suitable devices/network connections