Business Video Conferencing

Both business video conferencing and Internet phone conferencing seek to manage business relationships in the most productive way, while still maintaining some sense of a personalized meeting. Each technology is involved in connecting people with each other, whether this involves employee-to-customer interaction or connecting co-workers. Usually, face-to-face meetings are vital in establishing relationships. However, large strides have been made in developing communications technologies which seek to bridge the gap, even when individuals are separated by great distances. Although further advances in these areas are inevitable and ongoing, business managers should become familiar with these tools in order to remain competitive in a global market.

First, a general overview of business video conferencing is in order. A video conference (also known as video teleconference or VTC) is a set of two-way technologies which allow people or groups which are situated at two or more locations to interact with each other. This is sometimes also called visual collaboration. The process may involve two persons in their own offices having a conversation, which is known as point-to-point, or may involve several sites (multi-point) where even groups in large rooms may interact with individuals at different sites. Besides being able to see and hear other participants, video conferencing can be used to display any other items (such as documents, contracts, artwork or training materials) which can be displayed on a computer monitor.

Advantages of this process over Internet phone conferencing are obvious. Although phone conferencing can be very useful in assembling groups via phone to convey information verbally, and technologies are continuing to develop which allow the participants to see each other and view computer displays, at this point it seems that video conferencing still has the upper hand in providing an experience which is similar to an actual meeting. However, for enabling groups to quickly come to a consensus about some matter, Internet phone conferencing is very efficient, for this allows employees to avoid the travel and delays an actual meeting would require. Also, there are some free conferencing applications which seem useful in a business context. These can be located by an Internet search.

Benefits of business video conferencing are obvious. Travel (and related expenses, such as car rentals, hotel and meal expenses) is eliminated. Rather than spending a lot of downtime waiting in airports or dealing with security procedures, events can be scheduled to make the most productive use of employees' time. Decisions can be made relatively quickly if necessary. All parties can view common documents or sales presentations. A well-prepared session can show visually the advantages of the product or service. Answer objections with demonstrations of the product's superiority by showing the item being used in real-life situations. One vital aspect of remaining competitive in a fast-moving, global environment is a quick turnaround on decisions related to bringing the product or service to market. Videoconferencing helps to expedite these matters and ensure that everyone is on the same page in efforts to reach business goals.

Videoconferencing can contribute to quality-of-life issues as well. Many people do not like to participate in work-related travel. Some may have a genuine fear of travel, or wonder about current security issues. Others just prefer to be able to go home every night to their families and loved ones. Business video conferencing can help improve an employee's work situation and allow room for having more time for family and friends. Additionally, just the amount of stress this technology eliminates makes for a happier employee.

Relationships between a businessman and customers who are located at some distance may be strengthened by this type of technology. "A man that hath friends must shew himself friendly..." says the writer of Proverbs 18:24, and what better way to do so than a quick video conference to check in with an established contact? Whether by Internet phone conferencing or videoconferencing, the businessman can keep in touch with contacts in order to keep abreast of current needs or levels of satisfaction with the product or service. Relationships with vendors or mentors can also be maintained. Although this type of interaction can not fully replace face-to-face meetings, video conferencing can be a great way to stay connected in a more personalized way in the time between on-site gatherings. Speaking of on-site, videoconferencing seems particularly helpful for businesses which have workers at some distance, yet need to keep in contact for decision-making or supervisory purposes. For example, construction companies might find it useful to receive visual updates of progress made at remote sites, and workers could receive direction at crucial points in the construction process without taking precious time away from the construction schedule.

Some issues need to be addressed regarding the use of videoconferencing. One is the fact that because of parallax (the apparent difference in position/direction of an object when the observer's position changes), a person may appear to be avoiding eye contact with the person to whom he or she is speaking. This can be unsettling to the observer, especially in a business context, where such behavior can be perceived as an indication of being inattentive or dishonest. Some systems have sought to overcome these misperceptions by using cameras mounted in the screen for more natural interaction. Another problem is that participants may become self-conscious because they know that a camera is focused upon them and every word is being recorded. This problem can be overcome simply by more exposure to this technology. As it is used on a regular basis, most people will be able to eventually consider it a tool to be used, just as any other technology. A manager can lead the way in establishing this type of climate. Make Internet phone conferencing part of the daily workflow. Since unlimited videoconferencing services are often available for a specific monthly fee, there would be no problem with using the technology for ordinary office interaction in order to establish the use of business video conferencing as a vital part of the workday process.

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