There are a number of important steps to ensure that your videoconference session is successful.
Plan well ahead of the scheduled session, especially if this is the first time you use the VC room or the first time the remote site has been contacted.
General procedure
- Determine which site is to host the session (generally using his/her preferred software)
- If hosted locally (e.g. in CoViz1 or CoViz2 room), select the appropriate software:
- Jabber if only face-to-face discussion is required
- Jabber if only host is to share a document or desktop (not possible with Jabber Guest)
- WebEx (not Jabber) if the remote site is to share a document or desktop
- WebEx Collaboration Meeting Center or Room (not WebEx Meeting) to connect to the SIP-compliant CoViz1 or CoViz2 system.
- State clearly to remote session attendees what hardware and/or software is required, e.g.
- web browser with Jabber / WebEx plugin (to be downloaded on first usage)
- computer connected to internet via a cable (preferably not wifi)
- headset (headphones and microphone), especially if audio is problematic
- software compliant with Cisco SX80 system (not free Skype)
- Provide details of how to connect remotely to the session (see above); this may also be generated automatically by the session reservation system (e.g. WebEx).
- Make the appropriate selections on the room’s main control panel:
- if using the CoViz1 room, on Wacom screen choose “Videoconference” for the screens and sound
- if using the CoViz2 room, make the appropriate selections on the Crestron controller
- General information regarding remote connection is initially displayed on the screen(s).
- Sharing of a local laptop’s document or desktop can be achieved by connecting the laptop to the SX80 via the supplied cable (with VGA connector). Alternatively, in the CoViz1 room, select “Computer” as the source for the right-hand screen, and use the back camera to capture the screen contents and the speaker.
- A minimal knowledge of the control system (SX80 Touch 10 in CoViz1; Crestron in CoViz2) allows:
- volume control / muting
- selection and adjustment (pan, zoom, tilt) of cameras
- Test the complete system with the remote site(s) well before the actual session. Make sure that all the required functionality is available.
Recording a video-conferencing session
Advanced video-conferencing software generally enable recording of a session, with the recorded file stored somewhere in the Cloud. This is to be avoided if the content is sensitive.
A simple alternative is to use a recording software to obtain a screenshot of the local computer’s screen and record directly to the computer’s hard drive. Convenient free solutions are:
- Apple QuickTime Player 10, which can record both the image and sound.
(Select File/New Screen Recording in menu; don’t forget to select the appropriate microphone in the small “Screen Recording” window.) - Open Broadcaster Software, which is a flexible open-source software for video recording and live streaming. It allows a scene to be defined containing potentially multiple inputs. (On Mac OSX, capturing the system audio can be achieved by installing e.g. Soundflower.)
Further information
Additional information is available that provides more details of how to operate the CoViz1 videoconferencing equipment:
- ACCES CoViz Facility User Manual (including Videoconference Quickstart Guide)
- Cisco Touch10 User Guide for details for using the SX80 control panel
