Virtually Face To Face With Web and Video Conferencing

November 30th, 2009

Meetings always present certain communication challenges. These challenges increase considerably when all the parties involved have to rely on making multiple telephone calls to each other. When meeting with a client it can be difficult if you cannot see the client’s expressions or view a document he may be referring to. Face to face meetings are always the gold standard in effective communication but what do you do when it’s impossible to get all the participants together due to prohibitive travel costs or schedules that clash?

Many international companies find it particularly challenging to arrange seminars or conferences for a large number of participants, located in different countries. Web Conferencing and Video Conferencing is the answer. They are the ultimate virtual meeting tools that provide the look and feel of face-to-face discussions.

Web conferencing is the next step in teleconferencing. It enables online conference meetings by allowing computer users in different locations to work together, talk together and view the same material, programs and presentations.

Web Conferencing is the solution when a sudden meeting is required, but participants are in different locations across Canada or the world. Reservationless Web Conferencing means that you meet with whoever you need to, whenever you need to and all without having to spend time scheduling it online. This type of conferencing enables participants to view all applications simultaneously from different locations. The same documents are examined by all, excel spreadsheets can be reviewed and PowerPoint presentations shared.

The result of using Web or Video Conferencing translates into reduced costs, greater employee productivity, better customer service, and quicker decision-making. The bottom line is that every company wants to save money while still being ahead of the competition. The good news is that Web Conferencing, Teleconferencing and Video Conferencing save money and are highly effective communication strategies.


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Video Conferencing Is Effective And Inclusive

November 23rd, 2009

Video Conferencing is an exciting and highly effective communication tool with endless possibilities. Because it can be used in so many different settings, Video Conferencing is extremely popular. Improvements in video technologies have further enhanced the capabilities of this dynamic means of communication. Vesta Networks’ web conferencing and video conferencing infrastructure enables video users from around the globe to connect, twenty four hours a day, seven days a week.

Participating in a video conference call is quite simple. Once connected, the various participants are seen and heard on other participants computer screens. Utilized to facilitate business meetings, training courses, lectures, seminars and demonstrations, video conferencing is also found in a variety of diverse fields including medicine and education.

One of the greatest benefits of video conferencing is linking people based in rural or remote regions for a virtual face to face meeting with others. There are no travelling expenses involved and participants are spared having to brave bad weather, especially in Canada’s northern regions.

Classes in many educational institutions are offered via video conferencing to students in outlying areas, cutting down on travel time and expense. Schools have seen the benefits of taking students on virtual field trips via video conferencing and linking them with students in other parts of the country or world. Students also have access to guest speakers and experts who would otherwise be wholly inaccessible. Asking a direct question, face to face, has a much greater impact than sending an email.

One of the greatest benefits associated with video conferencing is the capability to bring numerous parties together, face to face, to brainstorm, share ideas, view a presentation, make a presentation or train employees in a new technique or procedure. All the benefits of face to face contact are enjoyed along with the savings in time, travel costs and employee productivity. It doesn’t matter if you’re based in Toronto and your client is in Sydney, with video conferencing the world is one big, accessible meeting place.

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Audio Conference Etiquette

November 16th, 2009

Audio, Web and Video Conferencing are all extremely popular means of communication today. Just as in any type of meeting scenario, there are certain acceptable practices that, if adhered too, ensure a smooth and successful meeting.
When utilizing new technology many employees may feel uncomfortable and uneasy. It is therefore best to review the etiquette associated with any type of audio, web or video conferencing before the actual meeting takes place.

Tele/Audio Conference Etiquette


You have most likely been in at least one conference call with a participant who could clearly be heard typing, opening emails or having a side conversation with someone else in the room. Worse still are the participants who call in from home and cannot be heard over the barking dog or crying child in the background.

Plan beforehand

A little planning beforehand ensures the audio conference is not an exercise in futility. If you are the facilitator, send an email out before the actual meeting to gently outline conferencing etiquette and procedure.

State your name

Remind participants to state their name before making a comment.
The one drawback with audio and teleconferencing is that participants only have audio cues to respond to. Sometimes voices can sound similar so its important to always identify yourself before commenting.

Avoid background noise

Participants should avoid moving papers or coughing. Suggest that participants mute their phones when not speaking to avoid background noise.

Avoid using your cell phone if possible

It is easier to isolate background noise when using a landline so avoid using your cell phone when participating in a conference call.

Make it clear you are in a conference

Inform other staff that you are not to be disturbed. Lock your office door or leave a note asking to not be disturbed. Mute your office phone and switch off your cell phone if possible.

Make it clear when you are leaving the conference

Remember to say goodbye to all participants before exiting the conference.

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Teleconferencing: The Smart Way To Meet

November 9th, 2009

Teleconferencing used to be a tool only utilized by the corporate elite. Today, however, teleconferencing is used by a wide sector of businesses, charities, educational institutions and social groups.

Proven to be an extremely cost effective method of bringing parties together, teleconferencing, as well as web and video conferencing are smart and efficient ways to conduct meetings, seminars, conferences and training sessions.

Larger organizations favour teleconferences because of the ease with which they can assemble participants, reduce the number of meetings required and cut traveling costs. Time is saved and productivity is increased.


Many charitable and non-profit organizations have also benefited enormously from teleconferencing technology. In Canada, field workers in remote areas are able to participate in meetings without having to incur travel expenses or brave inclement weather.


Meetings, viewed by many as a necessary evil, are an integral and vital aspect of any work environment.  Traditionally meetings were always held face to face. There is no doubt that communication is enhanced when there is visual contact, but the benefits of having a teleconference outweigh face to face contact when you consider how efficient and economical teleconferences are.

Productivity is also enhanced when participants are aware of each others’ role in a project. Teleconference meetings allow participants to get to know and communicate with others that they may not ordinarily meet. It is a smart and effective way to bring numerous parties together without the usual downtime incurred traveling to and from meetings.

Company seminars and conferences that utilize teleconferencing and web conferencing capabilities only pay for the time they use and save on accommodation and traveling expenses.

Choosing teleconferencing, web conferencing or video conferencing is the smart way to meet in Canada and across the world. With options like reservationless conferencing, toll free conferencing and guaranteed security on every teleconferencing meeting, Vesta Networks offers outstanding conferencing services.

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Web And Video Conferencing Tips

November 2nd, 2009

Conferencing is becoming as common place as email in the business and non profit sectors. The benefit of conferencing is unquestionable and its potential keeps expanding. Although teleconferencing is still the most utilized conferencing tool in Canada, many employees find it challenging not meeting face to face with colleagues or clients.

A growing frustration among teleconference users has been the inability to demonstrate a product or show a document to other participants. After all it is much easier to show a colour sample to a group instead of trying to describe the colour to them. The introduction of Web Conferencing and Video Conferencing is the solution.

Web and Video Conferencing has literally changed the face of conferencing etiquette. Teleconferencing by its very nature is faceless and allows participants the freedom to wear whatever they want and to go about doing other tasks while participating. Being on camera during a video conference requires a higher standard of performance, appearance and focus.

To ensure that your web or video conference goes well, take the time to put some things in place beforehand. The following tips will ensure that participants are relaxed and confident in front of the camera and other participants.

Check your appearance before the video conference.
We all feel more confident when we look respectable and are appropriately dressed.


Do not move around or play with items such as pens or paper clips.
Your actions are all visible and can be distracting. Keep your hands free to take notes.


Maintain eye contact and act naturally
Be natural, friendly and professional.


Watch your body language
Do not pull faces, show frustration or have a side conversation with another participant in the same room as you. It will all be seen by the others.


Greet all participants at the beginning and end and introduce new colleagues
Maintain all normal business meeting etiquette during the conference. Make sure you are off camera and the sound has been switched off before you comment about the meeting and what you thought.

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Make Your Video Conference A Success

October 26th, 2009

Video conferencing is the bringing together of participants who are located in different buildings, cities and even countries, for a meeting using real-time video. Current technologies and internet bandwidth has made video conferencing very accessible.

It is a very popular and beneficial way to meet as it saves on travelling costs, minimises scheduling challenges and offers the face to face component that is so crucial in meetings. Utilized by charities and non – profit organisations as well as big and small businesses alike, video conferencing continues to grow in popularity.

All it takes is planning and good organisation to ensure that the video conferencing event runs smoothly. No one appreciates a badly run meeting and a poorly planned meeting is even more evident in a video conference setting.

Before the Meeting:

  • Contact all participants well in advance.
  • Notify them of the date and time of the conference.
  • Distribute all documentation needed, to all participants.
  • Draw up and distribute the meeting agenda.
  • Allocate various parties to lead the discussion on different topics.
  • Ascertain if any participants will have to leave the conference early.
  • Switch on all equipment at least 30 minutes in advance to prevent any last minute technical issues.


The Conference Room Setup:

  • Ensure the room is evenly lit.
  • Avoid natural light only as it can cause shadows and distort participants’ faces.
  • Reduce and eliminate all background noise.
  • Ensure microphones can pick up the participants voices clearly.
  • Know how to position and use the camera.



Conference etiquette

  • Speak clearly and look into the camera to ensure eye contact is made.
  • Always mention your name when speaking and be clear in what you say.
  • Wait to be asked to comment instead of interrupting another speaker.
  • Have a note pad and pen to make notes and keep your hands busy.
  • Avoid all unnecessary movements and gestures.

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How to Prevent Teleconferencing Fatigue Syndrome

October 19th, 2009

Have you ever scheduled a teleconference for a large group of people and had participants cancel at the last minute or simply not call in. It is as embarrassing and frustrating as people not showing up for a catered event. When teleconferencing is used on a regular basis, participants often speak about a lack of enthusiasm for the meeting due to the lack of face to face interaction. Facilitators can incorporate some strategies to keep the teleconferencing dynamic, informative and worthwhile.

Life is busy so send reminders:
Use emails, texts, memos and phone calls to remind participants about the pending conference.

Keep it lively:
Change up the format and agenda of weekly teleconference meetings and ask different people ahead of time to cover off aspects of the agenda. Invite an expert or prominent business figure in to address the participants and advertise this fact beforehand.

Take Attendance:
Have everyone introduce themselves as a means to ascertain who is not present. Participants generally do not want to be absent without a reason especially not in front of colleagues.

Toll Free Conferencing is key:
Participants will be more likely to participate if the call is free

Consider calling participants:
If absenteeism is a problem, organize the teleconference in such a way that you call participants instead of them calling in.

Schedule weekly conferences on the same day at the same time:
Try to avoid constantly changing the date and time for the Teleconference .Once it becomes routine it’s easier for participants to remember to attend.

Part of a facilitator’s responsibility is to ensure that participants are engaged and prepared for a teleconference. Incorporate humour and encourage all participants to contribute in the meeting. Ensure that the agenda is strictly followed and that the conference does not run over time.

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Teleconferencing Opens The Way For Charities and Schools

October 12th, 2009

Teleconferencing has revolutionized the way charities and non- profit organizations communicate with staff and their large volunteer base. Volunteers are often located in many different regions and it can be quite impossible for them to attend a meeting in another city.

Most volunteers are employed elsewhere and cannot take the time off work to attend the many scheduling and project meetings that charities hold.

Utilizing teleconferencing has made it possible for many Canadian organizations to maintain a strong communication link with their volunteers without incurring huge costs. In turn that amounts to more funding being freed up for the charity’s actual projects.

Teleconferencing as well as web and video conferencing are all used to facilitate board meetings, project planning and the planning of fundraisers. Toll free teleconferencing is available in certain countries enabling oversees participants to join the meeting without incurring prohibitive international calling rates.

Many non - profit organizations offer crisis intervention and assistance when natural disasters occur. Because reservationless teleconferencing is available 24/7, these organizations can, at any moment, call a meeting and get all necessary parties on board to launch an immediate plan of action.

Additional features that come with the teleconferencing technology further enhance meetings. The entire conversation can be recorded, downloaded and transcribed. This makes taking minutes of the meeting so much easier and more accurate.

Schools and tertiary educational facilities are beginning to appreciate the unique opportunities available through Audio and Video Conferencing. Several schools in different countries are partnering to give their students a virtual international understanding and to expose them to a different language and culture while preparing them to use technology that they will later encounter in the world of business.

Pupils use video conferencing, interactive whiteboards and email to communicate with each other. Global collaboration at the school level is gaining in popularity as the benefits and cost effective nature of teleconferencing and videoconferencing becomes more and more widely known and utilized.

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Teleconference Tips for Effective Meetings

October 5th, 2009

Holding a teleconference at the outset of a project is an excellent and effective communication strategy. Communicating via teleconference allows all participants, regardless of where they are located, to have an equal opportunity to discuss ideas and proposals. Successful project development requires all parties to be on the same page and teleconferencing, web conferencing and video conferencing facilitate effective solutions.

Teleconferencing is equally effective when critical action items need to be discussed and time is limited or the various parties are dispersed throughout Canada. To make the most of your teleconference and to ensure that all participants leave the conference with a clear understanding and mandate, it is vital that significant planning goes into the organization of the teleconference.

Here are some crucial tips for teleconference success.

· Remember that a teleconference requires planning and forethought

· Determine the goal and focus of the teleconference.

· Develop an agenda

· Make the agenda available to all participants prior to the conference

· Clearly set out all expectations for the participants

· Clearly set out the duration of the teleconference and time constraints

· Provide all participants with contact details and necessary call codes

· All supporting documents must be sent to participants

During the Call the Facilitator should:

· Welcome all participants and introduce any newcomers

· Review the agenda

· Ascertain any time constraints

· Review teleconference etiquette

· Introduce the topics for discussion

· Encourage quieter participants to voice their opinions.

· Keep the discussion on topic

· Review all decisions and action items

· Review and clarify next steps

· Thanks all participants for their involvement

Following these few strategic tips will ensure that the teleconference participants leave the conference call satisfied and informed. Teleconferencing is an excellent communication tool when used properly. All it takes is good planning and a clear idea of what is to be accomplished.

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Vesta Teams Up With Not-For-Profit in Africa

June 16th, 2009

Teleconferencing is NOT just for corporate users. Twenty years ago teleconferencing was a service that only large corporations could afford, but now not-for-profit organizations can experience the vast benefits of teleconferencing. Teleconferencing, web conferencing and video conferencing services help organizations to easily mobilize participants and coordinate plans. Vesta Networks is aware of the rising travel costs and limited budgets of most non-profits, as a result offering inexpensive rates to suit these needs.

An amazing not-for-profit project that Vesta Networks was a prime sponsor of was recently featured in a documentary on CBC. It details Village Galleries and their work with the Maasai communities in Tanzania. This initiative placed 50 digital cameras in the hands of Maasai children, men and women as part of a Maasai cultural preservation project. Please enjoy the following CBC documentary and feel free to visit Village Galleries at www.villagegalleries.org.
Click for Video


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Posted in Canadian Telcom, Telecommunication News, Teleconferencing, Uncategorized, Vesta Networks, Video Conferencing, Web Conferencing | 1 Comment »

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