Desktop Videoconferencing Guidelines
Introduction
Desktop videoconferencing (DVC) brings video conferencing to the personal computer if the computer has sufficient power to participate. Requirements are a high definition video camera, a good quality audio microphone, speaker and additional software called Microsoft Communicator to be installed on your computer. DVC at CSU provides the ability to connect to traditional scheduled room based video conferencing meetings as well as conduct ad hoc desktop video conferencing meetings with other desktop video conferencing participants.
Desktop Videoconferencing VS. Traditional Room Based VideoConferencing
DVC is different from room based video conferencing in a number of areas:
Accessibility:
DVC is much more accessible than room base video conferencing. You don't need to book facilities ahead of time to conduct conferences with other DVC users. You can join into a pre booked room based videoconference from your desk without having to go to a fixed videoconference room.
Quality:
DVC is limited by the processing power, audio capability and video capability of the personal computer. The quality of the audio captured by a microphone is where the biggest difference is. Trials indicate that the audio while suitable is less consistent and sometimes not as clear as in a fixed room setting. The screen for viewing is also usually smaller than in a room based videoconference.
Automation and Ease of Use:
DVC is not automated like the room based video conferencing system. You will need to operate the Microsoft Office Communicator software on your computer to participate in DVC. The software is not difficult to use, however it's not as simple as walking into a videoconference room and having a videoconference meeting start automatically.
Support:
The level of support that can be sustainably provided to DVC is different to that provided to room based videoconferencing. The priority support service currently provided to room based videoconferencing can not be provided to desktop videoconference users. If you have a problem when using DVC the support provided will be the same as for other desktop software applications such as email or Microsoft Office. You will need to make alternate arrangements if you want to participate in a scheduled meeting (see support section below) but are having problems with DVC. Support can be requested by logging a non urgent job with the service desk to resolve the desktop videoconference issues.
Meeting Experience:
The experience of using DVC is different from room based video conferencing. Often it's not possible to see all participants on the screen at the same time, which the meeting chair will need to consider when conducting the meeting. Establishing and starting an ad hoc desktop videoconference meeting requires the organiser to invite and then connect the participants.
Support for Desktop Video Conferencing
Desktop Video Conferencing will receive the same priority support as other desktop applications. It is not possible to provide the high priority urgent support service that is given to pre scheduled room based videoconferencing.
If you cannot connect to a conference you should:
- Relocate to a fixed room already booked into the videoconference or
- Obtain the conference ID and phone number to call from
http://www.csu.edu.au/vcbookings/ and join the videoconference via audio or - Reschedule the conference for another time or
- Conduct an audio conference in place of a DVC.
You should then log a job with the DIT service desk for help resolving your DVC problem.
When should Desktop Video Conferencing be used?
DVC is similar to but has differences from traditional room based conferences. The quality of the image and sound is not as high using DVC, ease of use, automation and support provided are also not as high. You should use DVC when you want the benefits of access and convenience from your desktop and are prepared to accept a different meeting experience in return.
When to use DVC:
- When you do not have convenient access to a room videoconference facility but wish to participate in a room based videoconference meeting
- When you want the convenience of joining a traditional room based videoconference from your personal computer
- When you would like to run a one on one desktop videoconference session with another DVC user
- When you would like to run an ad hoc multi person videoconference meeting with DVC participants only (no videoconference room booking required)
When NOT to use DVC
- When you wish to conduct or participate in a formal meeting that requires the quality and automation of a scheduled room based videoconference
- When you wish to conduct an important videoconference meeting that requires high priority support services in the event of problems
- When there are large numbers of participants, these videoconference meetings should be conducted in videoconference rooms
How to Use Desktop Video Conferencing
DIT has developed a "Quick Reference" card and a more detailed PDF file. The instructions are simple and easy to follow. The main instructions for Microsoft Office communicator are covered in the IT Induction manual [.pdf] and also on the DIT Self Help page.
Ordering Desktop Video Conferencing
Desktop Video Conferencing products are available from the CSU Computer Shop website.
Choose Desktop Video Conferencing from the menu. All products and prices are available on the site. Order using the order form provided.