6. Possibilities and Limitations

In this section we highlight some of the possible uses for video conferencing technology, and also look at some of its limitations (i.e. situations in which video conferencing might not be the best solution).

Let's start by looking at some scenarios where video conferencing could be used:

Scenarios where video conferencing could be used

• Ordinary meetings
• Oral exams (it's costly and impractical if the candidate or the examinators have to travel great distances to perform a 30 minute exam)
• Job interviews (especially relevant if the candidate is applying for a job abroad, and the travelling costs would be considerable)
• Corporate training (one instructor could simultaneously give training for a great number of trainees spread all over the country)
• Education, in the form of distance learning

Benefits

Let's take a closer look at the particular benefits video conferencing can offer, compared to more traditional approaches.

• Video conferencing enables contact between user groups which would otherwise not be possible, due to great distances, travelling costs etc
• Video can be used for very cost-effective communication and collaboration, and greatly reduce travelling costs
• Because most people consider video to be an exciting new medium, it can serve as a motivational factor and a good incentive for people to attend courses
• Video conferencing offers much greater interactivity than e.g. telephone conferences
• Distance learning is greatly enhanced by the addition of video lectures. Video technology enables schools spread across a huge geographical area to join forces and exchange education

It should be noted, however, that, the use of video conferencing in itself is no guarantee for success. Simply purchasing video conferencing equipment and hope for the best won't get you anywhere.

The recipe for success

In the context of video lectures, you should be prepared to put down quite a bit of effort to make them a success.

• Variation: Use balanced presentations with different video sources
• Interaction: Work very hard to activate the far end part in a video lecture
• Change monitor views every now and then (e.g. switching between continuous presence and voice-controlled camera switching)

Limitations

Simply because video conferencing is a fairly new technology, you may have a hard time getting acceptance for the use of such equipment. Inside an organisation there will always be conservative elements who oppose any radical changes, and some people will see video conferencing as a threat. For instance: Many organisations will use video conferencing as a way to cut travelling costs. But some employees greatly enjoy travelling, and will oppose any technology that reduces their travelling activity.

The most important point is this: video conferencing can never replace physical meetings. Technology can never simulate the human touch and social interaction.

In addition, you should bear in mind that the attention span is considerably shorter in a video conference compared to a physical meeting. Sessions should never last more than 30-45 minutes. Frequent breaks help sustain interest and prevent tedium and boredom.

The technical limitations of the video medium should also be taken into account:

• Network congestion can cause packet loss result in poor video quality
• Imperfections (glitches) in audio and video should be anticipated, and the participants in a video lecture should be made aware of the possibility for technical problems
• In multipart conferences, a chairman should be appointed at each location to mute the microphone whenever there are no questions or comments. This eliminates unwanted noise and echoes

To give substance to some of the points above, particularly the different scenarios where video conferencing can be used, please see the videos below.