If you’re going to have a meeting with people in a meeting room and one or more people calling in remotely, I recommend trying to have a remote multi-party video call, or at the very least a high-fidelity audio call, and avoid the traditional use of a phone conference bridge to a speakerphone on the meeting room table. The reality is the remote people never feel part of the meeting, and no matter how expensive the speakerphone, the audio just doesn’t cut it. There are several tools that can do a multi-party video call, including Oovoo, Sightspeed, Vsee and others, but for now I recommend Skype because it’s high quality, cheap, encrypted and already ubiquitous.
While you can just set up the meeting room with Skype on a typical laptop, it’s worth a bit of extra effort to make things run more smoothly in the meeting room, and to get good audio and video. Here are some steps to take, in rough order of importance.
- You should upgrade to the latest Skype. Use “Help/Check for upgrades” in Skype or download from their web site.
- Create or designate a “conference master” account. This account needs to have “Skype Premium” which is free for one week, and then either $8/month or $5/day. The day pass works fine if you do rare meetings. I also recommend you have some money in the Skype account for outbound calling, see below.
- The conference master should learn the UI of multi-party calling. They must be on Windows or a Mac. (Sadly, for now, only Windows is recommended.) The UI is slightly different, annoyingly. Read Skype’s instructions for windows or Mac. They also have some how-to videos. The hard reality is that the Windows version is more advanced. Don’t learn the UI during the conference — in particular make sure you know how to deal with late callers or re-adding bounced people because it can happen.
- The conference master should have a decently high-powered PC, especially if having 4 or more remotes.
- Notify all participants of the name of the conference master. Have them add the conference master to their contact list in advance of the conference. Confirm them as buddies. Alternately, if you know their Skype names, add them and get them to confirm.
- Create, in advance, a call group for the conference.
- You may wish to refer the remote callers to my guide to calling in to a multi-party videoconference or a similar document. Send them the master ID when you mail them instructions like these.
Here are the typical problems that we see if the meeting room just uses a laptop on the table for the video call:
- The camera is low down on the table, and laptop quality. It often captures backlights and looks up at people. Half the people are blocked from view by other people or stuff on the table.
- The microphone is at the far end of the table, and it’s a cheap laptop mic that picks up sound of its own fan, keyboard and possibly projector. When it sets levels based on the people at that end of the table, it makes the people at the other end hard to hear.
- You need the sound up loud to hear the remote folks, but then any incoming calls or other computer noises are so loud as to startle people.
- People haven’t tried the interface before, so they fumble and have problems dealing with call setup and adding new callers or returning callers. This frustrates the others in the room, who just want to get on with the meeting.
- Some folks have to come in by telephone, but you can’t really have a speaker phone and a computer conference talking speaker to microphone very well.
Here’s how to solve many of these problems: read more »