Checklist for organisations evaluating video conferencing
The traditional drawback to video conferencing has been the expense. Not only have you
had to purchase the equipment, but the need for high-quality, high-bandwidth data
connections to ensure good picture quality have come at a price.
With the advent of IP networking and IP telephony solutions however, video conferencing
has become more widespread and more affordable than ever.
According to a 2005 report by industry analysts Frost & Sullivan, video conferencing
has experienced significant growth in the Asia Pacific region during the past three years.
The government sector alone accounted for almost 30.6 per cent of total video
conferencing revenues in 2004. Healthcare and education are other sectors that have
experienced significant growth in the adoption of video conferencing.
Enterprise and government however, will lead the charge in video conferencing take-up
for the next three years to 2009 as they look at ways to increase communication and reduce
costs.
The following checklist has been developed by Sony, a leading provider of video
conferencing systems, to help businesses and government organisations address key
considerations when purchasing a video conferencing system.
1. What is included in video conferencing systems?
Basic systems generally include a video camera, microphone, CODEC, video monitor,
speaker and network connection
2. What is a CODEC?
A CODEC is the equipment that processes video and audio signals, and manages the
communications. The CODEC converts analogue audio and video signals to digital signals and
then compresses them before transmission to external sites where they are decoded,
expanded and played out on the monitors and speakers.
3. What does video conferencing enable me to do?
Video conferencing provides live video and audio feeds between two (or more) sites
enabling you to interact, face-to-face, with staff, customers, partners or other
stakeholders who are offsite.
Uses for video conferencing range from meetings and training courses through to distant
learning and telemedicine.
Video conferencing also enables you to share a range of electronic resources such as
documents, digital photos, high-res still images, electronic whiteboards or PowerPoint
presentations.
4. What do I need to consider before purchasing video conferencing
equipment?
As well as important decision-making factors such as budget, value, support and
integration with existing technologies, other considerations when purchasing video
conferencing equipment include:
- Room configuration – the audio in each system is specifically designed to suit its
environment and application. For example, large rooms or auditoriums may need extra
microphones or a sound reinforcement system.
- Number of sites or users to be connected into meeting – additional software may be
required to connect more than 10 sites.
- Network selection – different equipment is required depending on whether you are running
your videoconferencing system across ISDN or your IP network. Any changes to network
selection should therefore be planned well in advance.
- Bandwidth requirements – you will need to have a minimum of 256K each way (commonly
known as upstream & downstream) in order to have a 128K point to point videoconference.
Rule of thumb is to allow for at least 20% ‘headroom' above the speed with which you are
conferencing at all times to cater for ‘background processing'.
5. What standards should I look for?
Standards are important for video conferencing as they allow systems from different
vendors to communicate with one another.
There are two key standards to be aware of:
- For ISDN look for compliance with the H.320 standard
- For IP networks look for compliance with the H.323 standard
Many systems today however, are both H.320 and H.323 compatible which enables them to
work on both ISDN and IP networks. These are the most popular systems on the market today
as they protect a user's investment from any network changes in the future.
H.320 and H.323 are ‘umbrella' standards and are comprised of a number of other
standards that ensure connectivity, video and audio.
6. Can I include other resources into a video conference?
Most video conferencing systems support at least one extra (auxiliary) video input,
apart from the main camera.
This input can be used to connect a document camera so you can include hardcopy
documents, objects, OHP slides, printed photos, medical images or 35mm slides into your
video meetings. You can also connect a VCR or Handycam to replay video footage.
Sony systems include a Memory Stick slot to enable the storage and transmission of JPEG
images from a PC or photos from a digital camera, store personal or confidential phonebook
entries and in some models even allow you to record an entire video conference.
To connect your PC or notebook directly to the system most vendors will require you to
purchase additional equipment.
With this in mind, before you purchase a video conferencing system, you need to be very
clear about how your organisation will use it.
For more information about video conferencing systems contact Macquarie Telecom at:
videoconferencing@macquarietelecom.com | 
