When companies have to buy something, it has to be approved by management. With the cost of air travel going up, it is only right to justify the use of video conferencing system since it is more affordable to do so in the long term.

How do you justify video conferencing system?

Most companies use numbers as their basis in making a decision so if you look at the expense report and notice that a huge chunk is spent on traveling, they will realize that they can cut cost here and use the money saved somewhere else.

But doesn’t video conferencing system equipment cost a lot of money and isn’t the video conferencing system very complex? For a time but this has changed. This is because vendors no longer use ISDN lines and they have now shifted to IP networks.

This is the same video conferencing system used by the Internet thus making it easy to integrate with other video conferencing systems.

Cost of video conferencing system:

For those who are concerned about how much it costs, the price of video conferencing system equipment has gone down through the years making it more affordable for businesses.

Any room in the office can become a video conferencing facility. This is because you only need the right hardware and software so people will be able to talk with other parties.

In terms of hardware, the video conferencing facility must have a camera. It should be able to record real time video at the same time produce real time output so you can immediately respond to questions and give comments.

You will also need a microphone so you can speak into this device and your message comes out through their speakers.

Voice and sound can only be compressed if you have a processor. There are many of them around so you just have to pick the right one that is compatible with the video conferencing software that you plan to install in your facility.

You will also need gateway which happens to be the network device that connects your network to the web. Some of those available have a firewall so again, it is up to you if you want get a system that has this feature.

If you don’t want to buy the hardware mentioned separately, you can invest in an integrated video conferencing unit that already has the entire package.

As more people are using video conferencing to do conduct brainstorming, meetings and trainings so too are the number of video conferencing facilities all across the country.

Where are video conferencing facilities found?

Some of these video conferencing facilities can be found in hotels and universities. You have the option to use 3 ISDN lines to connect to another party even if it is possible to do so using just one or two. The reason why three are used though is to enhance the audio and visual quality that is assuming that whoever you are talking to can accept all three.

The video conferencing facilities in some cases are open 24 hours a day 7 days a week and charge on an hourly basis.

The cost of video conferencing:

The rates of video conferencing vary depending on who will be renting the place so if you are a student, it going to be much cheaper than the one that a corporation has to pay. Weekday rates are also much cheaper than during weekends.

With the price you pay, you also get a technician to make sure that everything is running smoothly. This person will come in handy should you be interacting with more than three sites simultaneously as he or she will make sure that there is a bridge connection.

Video conference equipment that is used in one location is different from another. If you plan to get one for the office, you should decide whether to buy a PC based system, a portable, a roll about or an installed system.

Just to give you an idea, a PC based Video conference equipment can accommodate one or two people, the portable is good for two to eight, the roll about is for three to fifteen while the installed system can be used by 20 or more participants.

Things you need to follow for Video conference equipment:

You should also get the right sized monitor so everyone will have a good view of whatever is projected on the screen.

Most video conference equipment use a 20 or 35 inch monitor but since this is still small when there are many people, the solution is to get an LCD projector.

When you have decided which video conference equipment to get, the next thing you have to be concerned about is the bandwidth because the faster it is the better so you are able to compress audio and video signals and connect in real time.

In the market today, there are so many vendors that offer almost all kinds of video conferencing equipment.

Majority of them are: if you’re a techy and are knowledgeable about IT stuff—are of high quality and can be compared to those that are made by more popular vendors.

However, not all of them offer quality products so you have to be really careful in choosing and buying your video conferencing equipment.

What you need for video conferencing equipment?

Aside from the personal computers with updated versions and high capacity memory and Internet service connection, there are many things that you will be needing for effective and hassle free video conferencing equipment.

Important video conferencing equipment:

One of this video conferencing equipment is the server hardware. Here, the minimum requirement for a server should at least be Windows 2000 or newer version. It should also have a clock speed of 1.2 GHz and RAM with 256 MB memory for the application to work efficiently. Bear in mind that the server should have a static IP address along with port 80 that is available.

A video conference is a kind interaction through devices, which allow two or more people in different places to remotely communicate simultaneously.

Video conference is also called video meeting or audio-video remote meeting. It’s different from a videophone because the technology is focused on the conference not the individual.

Basic information of video conference:

The most primitive type of video conference equipment is the television. Though the transmission of information was one way there is feedback after transmission. The cycle of information and the process of feedback are fulfilled by the television that qualifies it as video conference equipment.

Since the development of digital telephony and internet based services like software, such as NetMeeting, MSN Messenger, Yahoo Messenger and other instant messaging web plug INS that allows transmission of messages real time through the internet. The Internet has become the most important tool for video conference and other instant messaging services.

Because of the sheer speed that the Internet has within it self and the ability to transfer information real time most of the web based video conference centers puts most of its resources online.

Online video conferencing can only work after you set up your computer with an Internet connection and a few other items.

Online video conferencing include camera, microphone, speakers and teleconferencing software so you are able to talk to each other and send data files.

Features of Online video conferencing:

The ability of online video conferencing technology to share data enables both sides to see the same thing and input revisions instantaneously.

This is known as document sharing or collaboration that happens to be a standard feature in most online video conferencing packages today.

For those who want more than point to point document sharing, there is multi- point document sharing. This means having three or more participants work on the same thing all at once.

The best part with point to point or multi-point is the fact that the users do not have to stop what they are doing during file transfers so they can carry on with the rest of their work.

Another feature with online video conferencing is real time chat. You may already be familiar with this if you have ever used IRC or yahoo messenger in the past as it allows you to send short text messages. If you are speaking to one party and have to respond to someone else, you can use this without cutting anyone off.

People are always hesitant about change. For business owners—who want to utilize and take advantage of the benefits of modern technology—it can be hard for them to introduce and explain video conference to their employee majority will resist the idea.

This is because some people in the company—especially those who have been working there for so long—are not open to the world of new routines and adjustments especially involving technology. But, there is still a way to do this—by explaining how video conference works.

Video conference in layman’s terms:

To make people understand what video conference is, you must make them understand how video conference works. Basically, video conference refers to a communications technology where video and voice are integrated to be able to connect to other people or users that are in other areas.

The idea behind video conference is to break the barriers in communication by creating a way where in people in two different places can talk and see each other as if they were in the same room at real time. Real time refers to the duration where conversation in updated and the parties can exchange thoughts and communicate without so much delay.

Videoconferencing has been one of the most sought after technologies that are being used today not only in home setting but also in medium to large scale businesses.

If you are one of those who are planning to take advantage of this relatively new means of videoconferencing communication, two of the major factors that you should consider are the financial costs and benefits of video conferencing.

More and more people are now into videoconferencing because they are finally seeing its benefits and advantages. However, no matter how advantageous videoconferencing is, there will still be major things to be considered to ensure that you will benefit more than you have spent for the technology.

Financial cost of videoconferencing:

Videoconferencing refers to a means of communication that enables two or more people to a conversation in a real time. Videoconferencing involves the use of a high capacity personal computer, a web camera, a microphone, and high speed broadband connection to the Internet.

Aside from these video conferencing equipment that have been mentioned, essential tools for making a videoconferencing work are the equipment to be used, the videoconferencing systems, and the videoconferencing services offered by various people that are in the field of Information and Technology.

If you are one of those who are having a hard time how to explain video conferencing, you can start by studying the process on your own.

You can research and get information by browsing the Internet, computer books, and Information Technology magazines.

How to explain video conferencing?

Once you have done this, you can explain video conferencing easier. To make people understand what is this new technology and means of virtual communication, you must:

1. Explain the definition of video conferencing.

By definition, “video conferencing” refers to a relatively new means of communications technology that involves voice and video in connecting users that are the different places. Here, all the parties involved will be talking to each other face to face—as if they were all in the same room.

People who will video conferencing need a personal computer, a web cam, a microphone, and a broadband Internet connection to be able to make the virtual communication work.

Here, the participants or users can hear and see one another in real time, thus, allowing normal conversations like that those of voice communications technology—only both parties can see and hear what they people is saying or doing at the same time.