How to operate a video conferencing system?

How to operate a video conferencing system is a rare issue that should be a priority to keep the tool available at all times in order to enhance collaboration between staff members and suppliers.

Typically organizations invest to increase the productivity of their team through training often this knowledge comes from remote locations, this causes as a first impact a high pressure on it managers, fortunately at the end thanks to technology there is a high degree of success at these meetings but there are cases where it fails for a bad video that could have been a planned operation and corrected in advance, this leads to frustration and lack of confidence in the video solution.

Adding the factor that 60% of communication between people is body language,  that is why is important through a proper operation to maintain  this tool up and running implementing measures  listed below:

1.-Keeping equipments in the latest version of software.

It is important to keep in mind that manufactures are constantly developing and releasing software this is made in response to problems encountered in the field.

Keep up to date equipment helps the continuity of service and compatibility with equipment from other manufacturers.

2.-Corrective maintenance.

It is important to clean interior and exterior dust, avoiding this step can generate overheating and possible short circuits of the videoconferencing equipment.

3 .- Keep a battery backup (UPS).

It is important to maintain a backup battery that is constantly monitored and tested to ensure in case of electricity  supply failure continuity for at least 40 minutes of streaming video and not just disappear from the meeting leaving people wondering what happen with the remote site ? This creates a bad image because of lack of planning.

4.-Redundant links.

It is important to define alternative routes in case the primary fails.

For example, if the primary route is one E1/T1 Internet, alternate technology exists to send the video over DSL links.

5.-Pre-event testing.

It is important to test prior to the event the whole application with the idea in mind to find and solve any problems that would affect the scheduled day meeting.

6.-Backup videoconferencing room.

It is important to have an extra videoconferencing room with the same characteristics of the main hall, this will allow you peace of mind by knowing that you have a B plan in case of failure.

7.-Spare equipment for back up.

It is important to have backup equipment at some point you can take peaces of it  or completely replace the solution

8.-Peripheral Equipment Maintenance.

It is important to test prior to the event the audio amplification systems, microphones etc. This allows you to make the event run smoothly.

9.-Suitable temperature.

It is important to maintain a suitable environment for video equipment in order to avoid overheating.

Considering the above points you are encourage to get help of a company with expertise in video to ensure the smooth operation of the application.