Meaning of Video Conferencing in a Company

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Introduction

Videoconferencing is simply using electronic communications to hold discussions between two or more people who are in different places. The telecommunication network carries pictures and sounds and enables such communication to be carried out globally. Most companies still require meetings in spite of other technological advances in business communications. Before its introduction, when companies with a global presence wanted to hold meetings, it meant taking flights to meet at the firm’s headquarters. However, video conferencing has not only led to a reduction in transport costs but also to keeps information accurate and timely.

Employees in different locations are using it to exchange business documents and graphics. Business managers are also able to use it to both interview job candidates and keep tabs on suppliers (Black Enterprise, 1992, p. 53). Many organizations have begun realizing the real importance of video conferencing. In this paper, the use of videoconferencing services is discussed in view of Verizon Wireless Company. The issues highlighted are the overview of the company, the current issues facing it and the solutions to these issues.

Video conferencing can be done at three different levels. First, there is personal conferencing. This refers to video calls that often take place between two people who are communicating. At minimum, a video call refers to use of an audio and a moving video image through a dedicated video telephone, a computer or both to enhance communication between two or more individuals. Other additional features that may be included are File Transfers and instant messaging. These are normally found in numerous IM tools such as yahoo instant messenger, Skype, Google’s AIM and among others.

Secondly, there is business videoconferencing. It is more less common to personal conferencing but with additional features. Some of the extra features are the ability to incorporate many people within the video call, features that allow for collaboration, provisions for sharing of documents and enhanced presentation. Besides, it also has capabilities for white board, extra band width requirements and costs. The needs of group collaboration and business meetings can only be met through business conferencing and not personal conferencing. Solutions of video conferencing are not only expensive, but also require more equipment at the office and a broader internet network compared to what can be found at home. Single user solutions come along with business video solutions. These are designed for both telecommuters and mobile users. Examples of such solutions are those that come from Sony, PolyCom and many others. These solutions are specifically designed to work with those solutions that are not only advanced, but also expensive to enable communication take place at the office.

Thirdly, there is web conferencing that is designed to ensure that a video call has been transmitted within a web page or a classroom kind of context. In such a website based seminar (webinar), the presenter’s video image is normally streamed to one’s website. Webinars allow for sending of one – way video and thus making it difficult for one to send their video image back to the presenter. Example of website conferencing solutions are WebEx and Microsoft Live Communication Server. The solution also makes it easy for one to both record a session and record it to a web which allows for viewing through the video stream (Gough, 2006, p. 4 – 5).

Background of Verizon Wireless

Verizon came about from the acquisition of the GTE by Bell Atlantic in the year 2000. The new company was named Verizon after coining Veritas (name of a roman goddess) and horizon. Verizon’s wireless network supports about 70 million clients within the United States. “The company’s telepresence videoconferencing system is installed in more than 100 cities worldwide and serves a variety of audiences ranging from corporate board members to soldiers stationed in military bases overseas; more than 2.5 million students in 160 countries have received certification credentials through the company’s Cisco Academy” (Shelly, Vermaat and Quasney, 2009, p. 499).

Two telecommunication businesses are operated by Verizon wireless. These are domestic wireless that deals with both data services and wire less voice. There is also Wireline that deals in a wide range of services such as internet access, video, audio, broad band data and long distance kind of services. Verizon’s Fibre – to – the – Home broad band data is also supplied by the Wireline component. A very high Broad band link to the internet is provided by FiOS, Verizon’s largest investments. This surpasses both DSL and cable. Through this network, there can be a simultaneous provision of numerous HD video stream, high speed data and voice. Verizon Communications Inc and Vodafone have collaborated to form Verizon Wireless which serves the Domestic Wireless. Whereas Vodafone has 45% share in the business, Verizon Wireless has about 55% share. The largest wireless career in the United States is thus Verizon Wireless (Sander, 2009, p. 349).

Current Business Issues

In the United States, most large enterprises’ customers have been reviewing their strategies for video conferencing due to two main reasons: Technology Innovation and the cost of travel. Most companies did not only cut off their travel costs but also instituted a freeze on travelling. The video conferencing market is at a point of inflection as a result of Technology Innovation. In the mid twentieth century, it was believed that band width requirements for video could be reduced to T – I speeds and below by use of advanced algorithms. This was the biggest news by then. Although these products required the use of dedicated networks, for starters, video conferencing could be deployed by an average big company (Johnson, 2002, p. 22).

That was by that time. Other companies have taken over the first generation companies that pioneered these advances. For example, the Compression labs firm was bought by VTEL in 1997 while PolyCom took overt Picture Tel. Integration of video over IP is the latest advancement. The products and services offered by companies such as PolyCom and WireOne are those that enable video over IP. Also, the consolidation of video and data networks is being undertaken by many businesses as a justification of the IP VPN services. This may show how near the era of the video rather than IP is near. Although most companies have installed equipment that supports this, most of them are still hammering out with issues of functionality (Johnson, 2002, p. 22).

Ease of use has become the main concern. This has made using video conferencing services expensive since one has to hire a number of technicians to show them how to it is operated. The outcome is that rolling out video conferencing services at a global level now requires advanced engineering, especially that of the human kind.

Recommendations for the Executive Committee

To be able to effectively deal with this, the network executive of Verizon Wireless is supposed initiate a couple of responses. First, there is need for upgrading of the firm’s video conferencing services. This is because technology has come along with several options that were not there some years back. Thus upgrading will make the company remain at the top of the market (Johnson, 2002, p. 22).

Secondly, the executive is supposed to obtain a vivid idea of not only how it is going to be used, but also who is going to use it. Whereas engineers and developers will require complex user interfaces and performance that is steady, senior executives would prefer instructions that are simple and a very clear quality. Moreover, if vendors can not help enhance the ease of functionality of video conferencing services, it is prudent to push back. This is because playing in the field of video conferencing requires a company to embrace ease and simplicity in the functionality of its products and services (Johnson, 2002, p. 22).

Thirdly, there is need to employ use of 3G devices. Apart from enabling companies to speed up the work that users do on their handheld gadgets, it will also ensure that a whole raft of new capabilities have been put in place. In the first place, the existing applications will be sped up enabling users to have a full access to both the wireless internet and intranet. Due to increase in speed of wireless networks, there is a possibility of broadening data capacity to move it wirelessly and ensuring that the entire synchronization process is transparent. This high speed will enable sales people to easily reach out to already updated inventory files and be able to attend to clients accordingly. This will also open room for many applications. Apart from the available desk top applications, it will be possible to initiate those applications that can suit mobile devices. 3G applications will also allow for operation of interactive video. The bandwidth for mobile video conferencing can be provided for through mounting of a camera on a handheld device (Anon, 2001, p. 75). Furthermore, the ease and speed issues can be solved by adopting the use of different video conferencing systems as highlighted below.

Use of the three Video Conferencing Systems to solve the High Cost issue

There are three categories of video conferencing systems that are currently available. They include desk-top system, Rollabout system and set-top system. Although video phones and portable systems may be argued to be effective, they do not provide cost effective solutions in answering the current business communication needs.

Desktop videoconferencing systems

Desk top systems encompass a personal computer whose monitor has a small camera mounted above it. They suit three types of individual users. First are those who want their personal computers to be added with simple picture phone capabilities. The second set of users is of those who may want, in addition to the simple face-to-face communication, use interactive computing, document and application sharing. Thirdly, there are those users that prefer a combination of face-to-face communication and desktop delivery video programming.

Advantages of desktop videoconferencing system are its simplicity in usage, affordable cost, and integration of broadband video and computer applications into video conferences can be enabled by numerous systems. The main disadvantage is their limited use. Only one or two people can use them at a given time. Apart from their high – end units, they have a limited picture and audio quality (Rhodes, 2001, p. 61 – 62).

Set top systems

These famous units are an integration of speakers, network interface, camera, microphone and other components in a single box that makes them sit on top of a television set or monitor. They are suitable for people in small groups or routine meetings. Initially, the units were aimed at the low cost work group market but they keep growing to become not just bigger, but also more powerful. Many Rollabout systems in cost and capability can be equated to form the latest offerings in this category. Some of the latest set top systems are web servers that are in-built to enhance both remote systems management and presentation capabilities.

Advantages of these systems are that they are not only simple to set up, but also economical, easily used and powerful enough to be operated by normal users. The main disadvantage of this system is that the capability of many set tops for future upgrading and expansion is limited (Rhodes, 2001, p. 63).

Rollabout Systems

Rollabout systems normally encompass a combination of audio, video electronics and control systems mounted on a cabinet that is wheeled and placed on top of one or two monitors and then crowned with a camera that is tilt. These systems have been the work houses of the video conferencing community for at least 15 years. Their integrated nature make them easy to be used by a diverse range of applications such as in boardroom, work groups and distance learning, among others (Rhodes, 2001, p. 63).

Their advantage is that first their use and installation is simple. Secondly, they can be easily expanded or adjusted to fit changing needs. Thirdly, customization of audio, graphics and camera subsystems can be carried out to come with the best results for particular contexts and applications such as mass presentations or remote training.

Their shortcomings are that they do not only have a higher buying price in comparison to set – up systems, but also setting them up and moving is difficult (Rhodes, 2001, p. 64).

Proposed Solutions

The above discussed recommendations can be summed into a single enterprise system. The solution will require the interfacing of the three types of videoconferencing with the four levels of video conferencing. Accomplishing this will not only require Verizon wireless to carry out intensified training and hire relevant expertise, but also be ready to meet extra costs for facilities required. Verizon wireless can effect these developments into their business within the next three years.

Supportive equipment (hardware and software)

Both single user and video based solutions will be required for the full installation of business videoconferencing. Although clients are required to obtain PCs and video telephones to engage in personal videoconferencing, Verizon wireless may be required to step up its internet provision to match the increasing demand for the same in the market. Statistics show that out every three people one is thinking of communicating with, two of them have computers with high speed internet connection. Communicating through video calls will therefore form a very effective mode of communication for these people. Given that elderly people or may either not be computer literate or own a computer, it is thus needful for them to use a dedicated videoconferencing device. Therefore, the company should aim at installing the same or compatible solution in every location where people are to participate in making video calls. The PCs and other hardware that can support the use of the four types of videoconferencing have been use.

Training

Since the installation of most of these video applications is new, Verizon Wireless will be required to train its employees on the same. The employees through the guidance of the operations and human resource manager will therefore be required to take at least two hours in day for two months to go through the training material. The training material will be availed through power point presentation. The training will therefore be instructor – led since most of the applications are new.

Support, implementation and upgrading

The video application software will be installed to the personal computers of the users through the internet. Since the video calls are a highly demanding application that requires very effective and high speed internet connection, it will therefore be necessary for the company to upgrade its applications to 3G network. This will not only ensure high speed internet connection, but also ensure that there is a great raft of new capabilities into the applications. After upgrading these applications to the required frequency, Verizon wireless’ clients will have to be informed of the on the availability of the upgrade through their emails. Considering the fact that Verizon wireless is a service based firm, it will be costly to have a single devoted team to supporting the application. This will call for the rotation of the technical personnel to ensure that the application is maintained.

Duration and Costs

The solution is supposed to be designed, developed and implemented within three years. Training and designing within one year, upgrading and installation to be done in one and half years and, implementation and notifying clients within six months.

]Apart from the already available PCs to support desktop system, set top system and Rollabout systems, the company has been using a network. What will be required is cost of upgrading it to 3 G application. The cost of the resources is also will not also be much since Verizon wireless has personnel and technicians who are VTC – savvy and it will take them two to four hours to connect relevant videoconferencing software as well as be able to configure hardware, software and network interface. Verizon wireless can not only reduce costs by using the human resource and operations personnel to conduct the training, but also by using rotation of consultants that come on bench.

References

Anon. (2001). Advertising Supplement: All the necessary Wireless Speed. CIO, Vol. 15, No. 1. Web.

Black Enterprise. (1992). Next Best Thing to being there. Web.

Gough, M. (2006). Video conferencing over IP: configure, secure, and troubleshoot. NY: Elsevier. Web.

Johnson, J.T. (2002). Video over IP: the time is (sort of) nigh. Network World, Volume 19, Number 35. Web.

Rhodes, J. (2001). Videoconferencing for the real world: implementing effective visual communication systems. Woburn: Focal Press. Web.

Sander, P. (2009). The 100 best Stocks you can Buy 2011. Avon: Adam’s Media. Web.

Shelly, G.B., Vermaat, M. E. and Quasney, J.J. (2009). Discovering Computers 2010: Living in a Digital World, Introductory. Boston: Cengage learning. Web.

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