Turn to the Web for meetings: videoconferencing and online collaboration suites with VoIP can maximize the return on investment

Communications News,  Jan, 2008  by Hannah Rothman

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Videoconferencing can be implemented in two basic ways. When used as a peer-to-peer system, the bandwidth available to any one participant affects the performance and viability of the entire system. In contrast, on a centralized client/server system, where each user is responsible for his/her own bandwidth and performance, less bandwidth is required on behalf of the participants.

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Bandwidth, in fact, is the first "gotcha" related to videoconferencing implementations. As an extreme case, bandwidth that offers acceptable performance using one vendor's telepresence offering can cost as much as $15,000 per room per month. A point-to-point videoconference can require 1.5 megabits of bandwidth for a successful three-site videoconference.

Bandwidth, however, is only part of the cost. Because videoconferencing requires sight and sound, many vendors use the Internet for video and file sharing, while also requiring a conference phone bridge line for audio. The drawbacks to this model include: the cost of the conference bridge phone line; and the need to coordinate the use of an audioconference room to be used simultaneously with the videoconference room.

Finally, of course, are the pricing models: monthly flat rates versus a per-hour or per-minute rate. Typically, companies that use a monthly flat rate solution, dependant only on the number of users, discover new uses and new benefits when access to videoconferencing is unlimited. The extra collaboration between offices and clients leads to stronger relationships, and, often, more dependence on a videoconferencing solution. Just as new cell phone users may discover the value of a cell phone and sign up for a plan with more minutes, so do companies collaborate more, both within their organizations and with vendors, clients and strategic partners.

Web-based videoconferencing and online collaboration suites that incorporate voice over IP (VoIP) for audio can maximize the return on investment and allow companies to explore all of the benefits of videoconferencing and collaboration, while limiting expenses. Flat-rate pricing for this option can be as low as $5 per user per month for a group of 10 users, and even less per user for larger installations. The benefits of such a solution include: low, predictable costs; private, secure videoconferencing available for an organization 24/7; and an easy-to-use system, with no need to reserve time in advance, allowing for spontaneous collaboration.

In addition, other issues companies should consider when selecting a videoconferencing solution include:

* Does a moderator have to load video, PowerPoint presentations and other materials to a server prior to a videoconference, or can participants see what is on other participants' screens using streaming, real-time technology?

* Does a vendor's solution require software to be installed on each user's machine, or is the solution completely Web-based?

* Can participants exchange files, share applications, collaborate on documents in real time in addition to having "side," or private, conversations via instant messaging or other technologies during a videoconference?

The final issue a company should address when implementing a videoconferencing solution is whether the solution is scalable. Can the technology used for videoconferencing today continue to be used when locations, number of users or other factors within an organization change?

Peer-to-peer solutions, which are limited by available bandwidth, are also then limited in scalability. Solutions that require a vendor's software to run are scalable but can lead to technical problems when operating systems or other software changes. Web-based solutions that incorporate VoIP are scalable, stable and useful, regardless of the number of users.

In addition, a well-engineered solution will manage bandwidth under less-than-optimum conditions, adjusting the video quality (by lowering the frames per second) while maintaining voice quality and the ability to share files and applications. When choosing a Web-based videoconferencing solution, look for these features:

* no annual fee;

* no commitment term;

* unlimited videoconferencing 24/7; included audio communications (ideally, using VoIP);

* no limit, or virtually no limit, to the number of users;

* moderate bandwidth requirements; moderate hardware/software requirements;

* application and desktop sharing;

* file transfers;

* extra controls and capabilities for moderators;

* one-to-one and group chat;

* Web-based solution that can be used anywhere; and

* no hidden or additional costs.

For more information: rsleads.com/801cn-255

Hannah Rothman is a senior director with HearMe, New York.

COPYRIGHT 2008 Nelson Publishing
COPYRIGHT 2008 Gale, Cengage Learning