Time-saving screens

By ANGELA McCARTHY

You have a new product presentation to deliver. The day before the meeting you're told the big boss can't make it from Australia so he has requested a video conference.

You receive the call you've been hoping for. An international corporate is keen to interview you. Oh, and the interview will be a video conference.

Your boss beams into the meeting room with a welcoming hello from her home at the beach and a comment on the tie you're wearing. You wonder what colour her toe nails are today ...

Participating in videoconferencing takes some getting used to. I learned this when invited by Tammy Hendricks, Telecom conferencing category manager, to speak to her Wellington counterpart, Keith Block, by videoconference at Auckland headquarters.

It is odd having a conversation with the TV screen instead of passively watching, particularly when your image is in one quadrant of the screen. Very disconcerting.

Hendricks explains this "continuous presence" is useful in situations such as presentations where you are keen to closely view people's responses to ideas.

Fortunately, continuous presence is an optional extra and, after Hendricks had removed us from the screen, I found it easier to participate. But it definitely required more concentration than face-to-face and, well, Keith Block never did seem quite "real" to me.

Talking to a TV screen may sound peculiar, if not Brave New World-ish, but it is a form of communication that is growing internationally as the business world reassesses travel around terrorism fears and health risks in the form of Sars, says Hendricks.

There is also an increasing interest in cutting down on interminable hours away from home in airports, taxis and hotel rooms. If you can have the same meeting via a TV, why not?

And companies see videoconferencing as a more cost effective way to keep in touch with regional and international branches.

Initially, larger multinationals booked Telecom's videoconferencing suites, says Hendricks, but small and medium businesses ae now becoming interested.

Many larger companies are setting up their own suites, tapping into Telecom to "bridge", using a multiconferencing unit to connect three or more parties into a conference.

Increased use is partly because units have become more affordable, says Glen Keoghan, sales consultant with equipment provider, Vidcom.

"Ten years ago the cost was around $80,000 to $90,000. Now you can get a standard unit for $9000 with upgrades taking it to $20,000."

The traditional ISDN connection is the easiest way to ensure a good connection and still provides the best quality international connections, particularly with multiple sites, says Keoghan.

However the cheaper IP connections are becoming more popular. "But you need enough bandwidth so your connection isn't affected by other traffic."

Vidcom client Vodafone has moved from a single-room suite to IP systems that can be used across multiple rooms around the country.

Vodafone's Michael Stanton-Jones says uptake is increasing and it is particularly useful for people who need to be in continual contact with Australia.

Although considered a good alternative to face to face meetings, Stanton-Jones says large meetings don't always run as smoothly as they could because they're still learning about the technology.

The most common mistake? Talking to other people in the room, rather than to the people on the screen.

Fonterra has its own videoconferencing facilities in boardrooms and suites. A spokesperson says it is cost and time effective and they use it frequently.

It was how Fonterra introduced new chief executive Andrew Ferrier to New Zealand media from Canada in September. International and national meetings are often by videoconference.

Recruitment companies, such as Hudson Global Resources, are regular Telecom customers, says Hendricks. New Zealand general manager Greg Thompson is enthusiastic about the technology.

The company has suites at all branches that are used for meetings and seminars as well as recruitment interviews.

"It is a cost effective way of ensuring everyone participates and is a much better way of debating issues than audio conferencing," says Thompson, adding that it is also an excellent way to recruit on a global scale.

"But we have to break down barriers by educating clients about use and also briefing them properly so they get the best out of the hour."

The biggest difference? Face-to-face meeting rules don't totally apply with video interviews, says Thompson.

"Interviewers need to be even more prepared and more structured. Time has to be allowed for the answer and to ensure the candidate is comfortable.

"If you have to tell a candidate to repeat something because you accidentally talked over them you can put them off because they may have said something really pertinent and struggle to put it succinctly again."

Providing questions and an outline of the process to the candidate beforehand helps to alleviate some of the uncertainty and normalise the process, he says.

Although a strong advocate, Thompson has found resistance within the company.

"It is important the leadership make people aware that it is a valid form of communication and the commercial reality is that is saves us money."

Hendricks agrees, saying companies need policies that establish videoconferencing as a valid communication tool, provide training and outline best practice.

"People talk about looking stupid but usually it is fear of the technology. The more people use it the more forgiving they become."

Gerrit Bahlman, director of IT and organisational development at Massey University, says videoconferencing is extremely useful administratively and educationally for Massey, a multi-campus university offering extramural study.

But he says it does require a slightly different approach. Issues to overcome include ensuring equitable access for participants.

"If the focus of the discussion is sustained within a group at one end of the video conference then members at the other end hang outside that interaction.

"One speaker can effectively dominate the interaction because it is difficult to interject, so you need to develop an awareness of this and deliberately allow for interjection."

To overcome a "second-class citizen" effect, Bahlman suggests ensuring the video conference TV screen is the focus of the meeting.

"The speaker needs to be on the screen and everyone needs to work with that focus point."

Another area to consider is delivery of documents and presentations.

"Depending on the type of use there are specific techniques required - even the simple stuff, such as the size of the image you are projecting, can contribute to the impact and effectiveness of the meeting."

It seems videoconferencing is a growing area as more businesses turn to using it.

I know that if I had to choose between a videoconference meeting or spending days away from home in airports, taxis and bland hotel rooms, I would opt for a videoconference every time.

VIDEO TIPS


* Make sure people don't sit in front of windows or glass (it can cause the subject to be silhouetted). Whiteboards can also cause glare.

* Don't wear a colour that blends into the room's wall colours.

* Turning your back on the camera means you're turning your back on the other participants. This often happens when someone turns to use a whiteboard.

* Sit around a table, not at one end. This avoids a sense of isolation among groups involved.

* Practise beforehand so you understand the controls, for example when presetting for close ups.

* Start meetings with everyone being introduced. Then before you speak you introduce yourself again, "Hi, Tammy here, just want to ask a question ... "

* Speak a little more slowly and allow time for responses.

* Don't rustle paper or click pens as many of the cameras follow any sound.

* Always fax or email your meeting outline or power point presentation to the audience before the conference so if there is a hiccup, they still have information.