Video Conferencing and Webinars

Optimal holds several logistical support contracts that require planning for technical working groups, peer reviewers, workshops, seminars and national meetings. 

As the government progresses towards more of an e-environment, Optimal strives to stay ahead of the curve by utilizing cost-effective video, web-conferencing and teleconferencing technologies whenever possible.   Of course, the “optimal” way to have an information exchange is in person.

Initially, these technologies should be used internally and then on smaller scales with your audience and/or peers in an operational capacity.  For instance, it is never the best time to learn and/or use a new emergency technology system during an emergency.  Just the same, using a new video conference service and learning while conducting the call is not ideal either.

Also, plan to open up the call 10-15 minutes earlier than when it is scheduled in order to make sure that everyone can sign on prior to the conference.  Communicate to participants the correct time and time zone.

Another significant action item should be to provide conference call etiquette guidelines ahead of time, especially for larger calls and or a broader audience.  This especially is applicable when it comes to late callers who may interrupt the speaker.  All callers should also be instructed on the use of the “Mute” button, the importance of a quiet room and having lighting to their faces and not coming from behind them if a webcam or video camera is being used.

Other items to consider would be the designation of a chair, providing an agenda and making sure all materials have been disseminated to participants before the meeting.  For obvious reasons, land lines or Internet phones are more appropriate to use than cell phones.  You should have a conference line option available to those who can not or do not have Internet access or who are unable to sign on to the web-conference or videoconference. 

Video conferencing over the Internet has improved dramatically and there are several software license packages offered by firms such as Microsoft, Citrix and WebEx that enable the organizer to share documents, collaborate, provide multiple webcam feeds and to instant message.  An important feature of any video and/or tele-conference is to for the chair to have control of the call either through being able to mute participants, que up questions or being able to control other desktops during the call.

When conferencing with various offices within government agencies, pre-planning with their IT departments proves to be useful in case there are any firewalls or hardware/software limitations to consider.

If you have any inquiries, questions or comments, please feel free to contact:  info@optimalsolutionsgroup.com or 301-606-1170 and ask for Tracye or Lee.