Singling Out Your Software To Go The Videoconferencing Route

Video conferencing has long since been replacing the business trip. Gone are the days when harried executives had to pile into business flights and disperse all across the country in an effort to catch up with a company’s latest product launch, or to thwart or initiate the latest company takeover. As a matter of fact, many businesses are realizing that video conferencing will save a lot of money. No longer do business trips have to be planned, hotel rooms be booked, and meals be purchased. Car rentals will no longer have to be paid for, and the administrative time and cost that it takes to plan and execute a successful business trip are being saved. Gone are the days of forgotten presentations, lost luggage, and time outside of the office. Video conferencing is a new time saver that is also turning into a big money saver.

Of course, video conferencing is not something that the average PC is set up to do, and it is necessary to purchase some peripherals to enable this process. On the hardware sides are:
• A high-end soundcard. This will permit the proper functioning of microphones as well as speakers.
• Good quality microphones that will change the sound waves into electrical signals. A good quality microphone should be able to filter out much of the background noises that can be heard at any meeting, such as chairs scraping the ground, feet shuffling, etc.
• A set of speakers that will transmit the voices of the participants.
• A web cam that will take in the images of the meeting. The options here include the continuous stream of video, or the interval system that takes pictures every few seconds and then replaces them.
• A computer monitor or dedicated television set that displays the other members of the meeting.

Of course, none of this hardware will function adequately if the proper software is not found. To this end, here are some software needs you will encounter when preparing your PC for video conferencing:
• Server software that will run the video settings. This kind of software will ensure that your conference does not fail due to firewall or routing problems but permits all data to be sent via a specified server that uses only one fixed IP address. This makes if compatible with many firewall systems and will not end your conference before it even had a chance to begin.
• The audio portion also requires specialized software that will permit you to work your microphones, speakers, and help the sound to come through clearly and distinctly. If more than one person happens to be speaking, you do not want to run the risk of loosing one voice.
• A special PowerPoint software package permits you to share your presentation in real time. Gone are the times of fuzzy screen shots and endless reloads, since only updates are now transmitted. Additionally, the writing is crisp and clear.
• Sometimes included in other video conferencing software applications, a record and playback feature will permit you to save the entire conference for future use or replay. For example, you may wish to replay the conference in its entirety at the next all employee meeting, but don’t want your employees to state at a blank screen as they only listen to the audio of the meeting. For this reason names such as Macromedia flash, Windows AVI and the famous QuickTime will allow for continuous multi-faceted replay of the entire meeting, complete with video, audio, and any visual aids that were used.

As you can see, video conferencing is indeed a harmonious working together of hardware and software. Prior to purchasing any new software, be sure to ascertain the needs of your hardware. It will not serve you well to purchase the latest in software applications only to find that your hardware is not compatible. At times it may be frustrating to cobble together the various hardware and software needs, and for this reason many manufacturers now offer bundled services that combine a variety of hardware and software applications. This will also permit you to choose which kind of setup is the most advantageous for your business or personal use.