Learn More: A Guide to Video ConferencingPage 2INTRODUCTION TO LEARN MORE: A GUIDE TO VIDEO CONFERENCINGWhy travel for meetings? New video communication solutions will save you time and money.Face-to-face meetings are the quickest way to get anything accomplished.But, trying to get your team members, executives, or clients all in oneroom at the same time can be a scheduling nightmare, not to mentioncostly and time consuming when you factor in traveling expenses.What if you could make a one-time purchase that could eliminate thecosts of plane tickets, gas, hotel rooms, or even trade shows? Thatsounds pretty good and will sound even better when you consider thatVideo Conferencing can do all of that plus give you greater freedom,flexibility, and powerful options for data sharing and collaboration.What follows is a useful guide showing that Video Conferencingcan be as simple and reliable as a phone call, plus at look atthe benefits of video communication for your business or homeoffice such as: Save your valuable time and eliminate costly travel expenses.User friendly systems are easy to make and receive calls.Share your data, desktop, and external video with the other callers.High video compression in today’s systems allows high quality videoeven at low bandwidths.Systems that are “standards based” guarantee interoperability withsystems from other manufacturers.Many options from personal systems, to room based, and multiplesite video conferencing options available.Your needs are as unique as your business and we offer tailoredassistance for your questions that may not be answered in this guide.Video Conferencing Systems is avirtual value added reseller thatmakes getting into and using videoconferencing simple, easy andaffordable. If at any point in thisguide you get stuck, are unsureof what is being discussed or justwant to skip the details and havesomeone select the right VoIPPhone system for you, then pleasegive us a call at 855.820.8006.One of our experienced, vendorneutral representatives will be morethen happy to walk you through theprocess of selecting the VoIP Phonesystem that is right for you.Thank you for your time andenjoy the m

Learn More: A Guide to Video ConferencingPage 3WHAT IS VIDEO CONFERENCING?Video Conferencing (aka Telepresence or Video Communication) is the next big thing in businesscommunications that will allow you to be in more places at one time.However, do not dismiss Video Conferencing as simply a high-tech replacement for the conference phone.Video Conferencing should be viewed as an eternal solution to the current shortcomings in modern businesscommunications systems and, an untapped well of ROI.It’s Like I’m Sitting Right Across From YouVideo Conferencing is the ability to communicate with other as if they were in the same room. Today’s virtualmeetings are more effective than ever – see, hear, use meeting tools, and share data with remote teammembers as if they were sitting across the table from you.Did you know that Video Conferencing technology has been aroundfor over 40 years? Until recently the cost and compatibility factorswere huge barriers to entry. As with most technology, advances areconstantly made so that even the smallest of small businesses canjoin the communication revolution.Cheaper, Smaller, FasterNow the Video Conferencing devices are smaller, cheaper, and the ability to efficiently run them over computerdata networks has really fueled the adoption of this forward-looking technology in small businesses.Increase productivity of remote workers and collaborationbetween global teams. Geographic locations don’t matter;conduct business without borders.Have environmental concerns?Reduce your carbon footprint withVideo Conferencing.Eliminate the time, cost, andpersonal fatigue associatedwith business travel.Video Conferencingallows you to:Run video conferencing over your existingdata networks using, in some cases, very littlebandwidth while maintaining high video quality.Conduct business, meetings, trainings, andmanage joint projects from anywhere and atany time keeping you close to m

Learn More: A Guide to Video ConferencingPage 4TYPES OF VIDEO CONFERENCINGSmall, Medium, or Large?Video Conferencing is like ordering your morning coffee. Do you need a small, medium, or large? And is thatfor here or, to go?Small:Personal solutions for individuals whether in-office, home office, or office on-the-go.Medium:Desktop Video Conferencing solutions for office workers, small groups, and systemsthat are generally capable of capturing and displaying more.Large:From executive offices to conference rooms, large Video Conferencing systemsaccommodate big rooms, many people, and are capable of managing trainingsessions and advanced collaborative efforts.There are many variables in a Video Conferencing solution – who will use it, for what it is used, where youwill use it, when you will use it, why you will use it and how you intend to use video.So how do you choose which system is the best for you and your organization?Read on for a more detailed description.Small – Personal, Desktop, and Cloud-Based Video Conferencing SystemsSmall, Personal Video Conferencing systems come with choices – you like choices, right? Options include aVideo Phones Desktop-Based Solutions.The least invasive way to add Video Conferencing to your business communications is to replace your standardSIP desk phone with a Video Phone. Video Phones are variably priced and can seamlessly alternate betweenvoice and video – making this double duty machine a budget-conscious

Learn More: A Guide to Video ConferencingPage 5TYPES OF VIDEO CONFERENCING continued.The most common personal solution is the Desktop-Based Video Conferencing system. In this scenario, asystem is composed of BYO devices and a computer client – either cloud-based or computer-specific. Gatheryour equipment – a webcam, microphone, speakers, headset, and internet – add the software client andvoila Video Conferencing!If you do not have these peripheral devices, or are in need of a technology upgrade, see the VoIP Supplyexperts for a complete high definition bundle solution.If instead you prefer a standalone solution, go for glory with the integrated monitor solutions. These all-inone systems are built around a computer monitor and include the display, camera, microphone, speakers,and codec. This Video Conferencing gem functions as a typical computer display monitor when not in usefor video calls!Here are some great options for video phones and desktop-based video conferencing:Grandstream GXV3140 Video Phone: The Grandstream GXV3140 is a Skypecertified IP Video phone which features a 4.3in Color LCD display, integrated webbrowser, and RSS feeds for news/weather/stocks.LifeSize LGExecutive Video Conferencing Station: The LGExecutive poweredby LifeSize is the ideal combination of an HD video communications solution and thefunctionality of an HD display, all in one sleek form factor.Polycom m100 Client: The Polycom m100 business-class video conferencing softwareapplication delivers HD-quality audio, video, and content sharing to users of Microsoft Windows OS.Cisco Jabber Video Calling: The Cisco Jabber annual subscription gives one videoendpoint unlimited video calling and directory services for a term of one year. It allowsone video call in up to 448p30* resolution on any PC or Mac with a web camera,microphone, and speakers at a maximum speed of 768 m

Learn More: A Guide to Video ConferencingPage 6TYPES OF VIDEO CONFERENCING continued.Medium – Office and Room-Based Video ConferencingFor medium-sized Video Conferencing applications that typically include your private office, larger executiveoffices and small groups you’ll want to look to a codec solution.Codec or, encoder-decoder, is the brains of the operation. This device compresses and decompresses video as ittravels to and from your location. For the medium-sized application, these palm-sized, small form factor devicesare easily integrated into a small personal office space.Even with its portable size, the codec solution is, hands-down, a higher quality solution. There are higher-qualitycamera options, PTZ (pan/tilt/zoom) camera options, greater camera controls even on the Far End (otherparticipants), video recording capabilities, and more flexible camera placement options. Wall mounting thecamera is a popular choice which offers greater freedom of movement than a webcam would in personal systems.This is a more expensive option with dramatic increases in form, function, and quality making it an easy choicefor upper management and C-level employees.Here are some great options for office and room-based video conferencing:Lifesize Passport Video Conferencing System – Focus: This system includes a videocodec and camera with built-in microphone designed to offer true HD videoconferencingcapabilities over the internet. The fixed camera has a wide angle lens with a 70 degreefield of view.Lifesize Passport Video Conferencing System - MicPod and PTZ Camera: Thissystem includes a video codec, PTZ (Pan/Tilt/Zoom) camera, and a microphone pod eachof which is designed for true HD videoconferencing.Cisco SX20 Quick Set with 4x Camera: The Quick Set SX20 with 4x camera includesthe SX20 codec, Cisco PrecisionHD 1080p 4x Camera, Cisco telepresence table Microphone20, a remote control for the codec and power supply and cables. It is everything you needfor a large executive office or small conference roomPolycom HDX 6000-720V Room Teleprence: This Polycom codec system features a4X digital zoom 1920 x 180 EPTZ (Electronic pan/tilt/zoom) camera with internal stereomicrophones that can deliver RealPresence high definition video to classrooms, meetingrooms, and other

Learn More: A Guide to Video ConferencingPage 7TYPES OF VIDEO CONFERENCING continued.Large – Conference Rooms, Training Sessions, and Multiple SitesLook to large Video Conferencing solutions for the highest quality collaborations with the most features andfunctions to accommodate the highest amount of people.Your Large solutions each come with a codec that can incorporate enhanced features not typically found in thesmaller solutions – such as multi-way calling, dual display capacity, and audio options.With large Video Conferencing systems you’ll get more microphones or a full omnidirectional conference phoneto cover a broad area, top-of-the-line PTZ (pan/tilt/zoom) cameras, multiple display capabilities, and a robustvideo codec with every imaginable input/output to connect peripheral devices (laptops, DVD players, etc.).A distinct advantage of the large codec is its ability to host multiway calls. With Embedded Multipoint it’spossible to hold a video conference that includes up to eight (8) different remote sites.Other features include secure data-sharing when working on projects or giving a presentation, transcoding toensure that everyone gets the best possible connection, and far end controls of your camera. In classroomsettings, for example, participants with far end control of the PTZ camera means that students can zoom in ona particular area of interest such as the video presenter’s whiteboard for greater detail.Here are a few large systems that fit the bill:LifeSize Room 220: For multipoint video conferencing that’s Microsoft OCS and Lyncqualified, the LifeSize Room 220 is a full video communications system.Polycom HDX 7000-720: Expanding the utility of visual communication quickly andeasily, Polycom HDX 7000 series systems are ideal for education, medical, enterprise andon-demand collaboration applications.Cisco SX20 with 12x Camera: Turn any flat panel display into a flexible, powerful andsleek TelePresence system with high definition video quality, multiparty conferencing anda 12x zoom HD camera.Overwhelmed?If this all sounds like a lot to take in, we’re here to help! Remember, too, that a video conferencing system willpay for itself. Video Conferencing creativity will boost your ROI in more ways than reducing your travel

Learn More: A Guide to Video ConferencingPage 8VIDEO CONFERENCING APPLICATIONSFor Who Is Video Conferencing For?If you’re interested in Video Conferencing and you are not sure how this technology will benefit your organization,take a look at these applications and you’ll see that just about every business can take advantage of a videocommunication solution.Accounting –Clients can stay at home eliminating the “I left it at home” issues. With VideoConferencing, you and your client can data-share important documents and online financialinformation as needed without the headache of printouts and incorrect documentation.Education – Host a special guest specific to the lesson plan – like an architect to show yourmath class that the Pythagorean theory really is useful. Have a super-fun career day withactual astronauts, doctors, and zoologists. Keep long-term illness children in school remotely.Healthcare – How many times has a parent called the pediatrician in the middle of thenight and attempted to describe the physical effects of an illness – how big, exactly, is therash? Also, physicians can reach remote and immobile patients who have a basic cable orDSL internet connection in full HD when they cannot get to the doctor.Higher Education – Conduct college interviews with multiple staff and without the travel.Offer more collaboration to your students with special guest professors, industry-specificmentoring, and thesis interviewing.Insurance – Adjusters can take video images of scenes involved with claims eliminatingthe need to take pictures plus you can interview claimants in separate locations withoutmajor scheduling conflicts.IT Firms/ Tech Support –Forget the phone frustration – have your clients show you theproblem. You can see for yourself if the unit is powered-on without having to ask themand risk the .com

Learn More: A Guide to Video ConferencingPage 9VIDEO CONFERENCING APPLICATIONS continued.Legal – Record client depositions and witness interviews, even at a distance, with VideoConferencing. Witnesses can take the stand at a safe and protected distance. Children cantestify in custody hearings in the comfort of their own homes, etc.Manufacturing – Forget the 3-D software; put the prototype on camera so your colleagues,investors, and clients can see it in action.Private Investigation – Report to your clients and get directives in real-time with HD videoand data-transmission.Research – The brightest minds are widely dispersed over the planet. Your research shouldnot be limited by time and space - collaborate face-to-face on demand. Share focus groupactivity visually and avoid subjective misinterpretations.Search and Rescue – When disaster strikes, people need to spring into action. Do not waitfor the specialist to jump on a plane while lives are at stake. Survey damage immediatelybefore it worsens. Consult with engineers, rescue-specialists, and physicians. Connect withfamily and friends after rescue to ease the risk of PTSD.SMB – This is generally the field in which the use of Video Conferencing is expected. Besidesconducting meetings and job interviews, businesses can host client presentations, consultwith experts, and meet with investors. What is your company’s sick child policy? Youremployees can work from home and not miss the whiteboard activity of the morning meeting.Virtual Employees – With Video Conferencing you can have one desk attendant for severalcompany locations. Multicast your attendant’s image, and visitors will be greeted with aconsistent friendly face.As you can see, there are a great many ways to employ Video Conferencing – no matter the

Learn More: A Guide to Video ConferencingPage 10HOW DOES VIDEO CONFERENCING WORK?Does This Camera Thingy Actually Work?We’ve thrown a few technical terms at you and introduced you to the basics of Video Conferencing systems but,how does it actually work?Describing a Video Conference can be as basic as an IP address -to-IP address connection and as complexas fully-immersive Telepresence with a musical score, a full data presentation, and full-heighted conferenceparticipants. It is somewhere in the middle that most Video Conferences fall, and so this is the imagery I will use.Calls Remain UncomplicatedIt is incredibly important to note that thereis no complicated call initiation with VideoConferencing systems because they’re alwayson, unless you turn them off. Like a voice-onlytelephone, Video Conferencing systems areperpetually available for incoming and outgoingvideo calls. You can choose to set your systemto auto-answer incoming calls or to manuallyaccept incoming calls.Connecting InterfaceIf you are using a desktop-based system,like the Polycom m100, or a monitor-basedsystem such as the Cisco EX90, your computerperipherals are the functioning interface withthe Video Conferencing software. If you’reusing a hardware codec such as the LifeSizeRoom 220, you have options for accessing theVideo Conferencing software. Interfacing deviceexamples include a remote, a phone, an LCDscreen, and your iPhone. Each manufacturervaries, and some offer more than one choice.DISPLAY(S)VIDEO OUTCAMERAVIDEO INCOMPUTERVIDEO OUTCODECPHONEAUDIO IN/OUTMIC INSERVER/DATAINTERNETCodecEach potential Video Conference participant will have access to Video Conferencing software that will interpretthe data back and forth. Some of the software is hosted, as is the case with a LifeSize Connections client, andsome is desktop-based such as the Polycom m

Learn More: A Guide to Video ConferencingPage 11HOW DOES VIDEO CONFERENCING WORK? continued.Further still, some software is housed in a piece of hardware known as a codec like you’ll see included with theCisco Quick Set SX20 system. No matter the method of interpretation, the data is transmitted over the internet.At each end of the data transmission, the software will encode to send and decode to receive – thus the termcodec.FirewallWith multiple locations involved, the participants must consider the hurdles of firewall and NAT traversalwhich are protective layers in a network to protect your hardware (and data) from outside threats. SomeVideo Conferencing avenues have built-in firewall traversal while other systems offer hardware-based firewalltraversal. If you are using a system that does not have built-in firewall traversal you can open ports in yourfirewall (on both ends) to allow for video data to pass freely from one system to another. It may soundcomplicated but not to worry, step-by –step instructions are included with each system.Standards-BasedThis is a term heard frequently when discussing Video Conferencing. A system that is Standards-Based is onethat uses the same set of communication rules as defined by the International Telecommunications Union(ITU) to guarantee interoperability with other systems by the same and other manufacturers. These rulesinclude the use of both SIP and H.323 to connect video calls.Video CompressionHow does all that data make it back and forth and at such a low bandwidth? The magic of Video Compressionmakes it possible. Your codec handles the encoding and decoding either end. Video is merely a series of stillimages played at a rate that recreates natural movement. There is an indiscernible lag in the Video Conferencewhich is so tiny that it is not detectable. This fact allows your brilliant Video Conferencing system to detectrepetitive images, such as the picture on the wall behind you, and reuse the already-sent data for encodingand decoding images instead of resending all the image data for every shot. This helps to minimize the amountof bandwidth needed for a Video Conference. Note: When your Video Conferencing system detects a drop inavailable bandwidth, it will automatically adjust to avoid holes in your video call.Data-SharingWhile you are in a video call, participants can share data with the other participants through a feature creativelycalled Data-Sharing. If you are using a desktop-based system, you can share your desktop with the othercall participants. If you are using a room-based system, you can attach an external video input – such as acomputer, a DVD player, a DVR player, a VCR (yes these still exist), or an additional camera for use with awhiteboard. You can begin and end a data stream at any point during a Video

Learn More: A Guide to Video ConferencingPage 12WHAT’S INCLUDED IN A VIDEO CONFERENCING SYSTEM?What’s in the Box?There are several bits and pieces comprising a Video Conferencing system. Here’s a rudimentary list ofcomponents that you may be working with:Codec:The brains of the operation. The codec is the hardware and software combinationthat controls the sending and receiving of Video Conferencing dataControl Panel:This control interface allows the participants at a given site to place video and voicecalls, share data, and input information into the codec such as license keys andfirewall configurations.Camera, Input:The camera is how the other participants can view your site. The camera is an integralpart of the Video Conferencing experience, although not absolutely necessary ifyou are only viewing a presentation – such as with Guests who are watching yourpresentation who may not have a robust video system at their location.Computer, Input:You can connect your computer to many Video Conferencing systems in order toshare presentations, videos, and other .com

Learn More: A Guide to Video ConferencingPage 13WHAT’S INCLUDED IN A VIDEO CONFERENCING SYSTEM?DVD Player/VCR, Input/Output:Yes, they do still make VCRs! Some Video Conferencing systems allow you to connecta peripheral device to share, and record, videos.Display, Output:This piece of the puzzle is where you view the video output. There are options for adisplay – your computer screen for a desktop-based solution, a video conferencingendpoint that also doubles as a computer monitor, an LCD television, or a plasmatelevision (best for fluid motion). Many of the Video Conferencing solutions offer theDual Display option wherein you can attach another display to the codec and choosedifferent layout configurations to optimize the screen’s real estate.Microphones/MicPods/Conference (Saucer) Phones:Microphones are either one-way or omni-directional. One-way directional meansthat audio is only picked-up on one side of the microphone and an omni-directionalmicrophone can pick-up sound in any direction. MicPods function as one-way audio,meaning that they serve only as a microphone and not as an audio output, have apickup range of 10 feet, and can be daisy chained to increase your pickup range inlarge rooms.Mounting Options:Your Video Conferencing equipment can be perched on a table, wall mounted, or aVideo Cart can be used to keep the equipment mobile (in a hospital setting for

Learn More: A Guide to Video ConferencingPage 14CONCLUSIONVideo communication is fast becoming a viable mode of business interaction. It’s difficult for many businessesto budget for travel expenses and they’re now beginning to see that it’s easy to realize the return on a videoconferencing investment – the system pays for itself in mere months and then continues to make the bottomline smile with each and every virtual meeting held thereafter.Increasingly, employees are either working from home or telecommuting on a regular basis. If you have asatellite office on the other side of the country or overseas, what’s the best way to effectively work as one unit?(Hint: The answer is Video Conferencing!)Video Conferencing will easily and efficiently keep your team members in touch and your projects on trackbecause emails and conference phone calls can be very cumbersome.It’s much faster to simply show someone what you’re talking about through video!Need Help?We here at Video Conferencing Systems appreciate the time you invested in Learning More about VideoConferencing systems and hope that you have found this content helpful.Featuring video solutions from ever major manufacturer, Video Conferencing System combines a robustproduct catalog with live, certified sales and support associates alongside a nationwide network ofprofessionals to provide you with in-person consultations, demos, installations and on-going support –adding you as a customer would be a great privilege.Ready to take the next step in adding Video Conferencing to your business communications solution? Weare here to help! If you ever find yourself confused, frustrated or simply in need of expert advice, pleasedo not hesitate to give us at a call at 855.820.8006 – we will do our best to give you honest, accurate andhelpful information that will help you make the right choice.Thanks again for your time– The Video Conferencing Systems m

WHO - WHYPERSONALBESTDESKTOPCODECGOODCubicles/Office WorkersJabber VideoM100LG Executive Less expensiveEX60HDX 4002Desktop Mass-DeploymentEX90HDX 4500ConnectionsSoHo/Executive OfficesEX90HDX 6000-720VPassport Greater Camera ControlSX20 Quick SetHDX 6000-720Express 220SX20 Quick SetHDX 6000-720VExpress 220H110HDX 7000-720Team 220H310 Host Multiway callsHDX 7000-1080Room 220HDX 8000-720—H110 Higher Quality Move About the Room2 SITESROOMPOINT-TOPOINTHOST AMULTIWAYCALL Participate NOT HOSTHDX 6000-720multiway callsHDX 7000-720HDX 7000-10803 or More SITESSX20 Quick SetHDX 8000-1080V O I P S U P P L Y V I D E O C O N F E R E N C I N G [email protected] V O I P S U P P L Y . C O M 1 ( 8 5 5 ) 8 2 0 - 8 0 0 6

However, do not dismiss Video Conferencing as simply a high-tech replacement for the conference phone. Video Conferencing should be viewed as an eternal solution to the current shortcomings in modern business . microphones that can deliver RealPresence high definition video to classroo