White Paper

CITYIS
VIDEO CONFERENCING
GUIDE
 VIDEO CONFERENCING GUIDE

INTRODUCTION

Communication is vital in the successful operation of businesses everywhere.

Whether it is internal interaction between employees and management,
meetings with partner organisations or establishing relationships with new
clients, the importance of clear and efficient communication is paramount. The
challenges posed in these scenarios are greatly magnified in today’s globally
dispersed, on-demand business environment. But video can provide the
solution to the communications challenge.

Video conferencing is an adaptive multimedia tool that facilitates increased,

high quality interaction between people, regardless of geographic limitations.
However, it has the capability to do much more than just replace face-to-face
meetings in conference rooms. Implementing video within your organisation
can revolutionise how you conduct interviews, on the job training, feedback from
your production line and much more.

Therefore, in order to get the very best out of an investment in video

communication technology it is important to understand what it can do for your
company and what configuration will deliver the best results. That is why we
have put together this guide, to help outline some of the major points for
consideration when implementing a video conferencing solution.

For more information beyond this guide, visit the Resource Library at
CityIS.com to discover the wide range of applications that video conferencing
could have within your organisation.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

ONE SIZE DOES NOT ‘FIT ALL’

HOW TO IDENTIFY THE SOLUTIONS THAT SATISFY YOUR

BUSINESS REQUIREMENTS

It is important to identify the best solution for your business requirements. There
are different categories of video communications systems and it is crucial to
understand the benefits and limitations of each. How you answer the following
questions, will help you understand your company’s requirements in greater
detail. This in turn will aid your decision on which system is best suited to meet
your needs.

 How do you envision your company using video communications?

 What kind of information do you exchange?
 Would it be helpful to see and speak to colleagues either at their desk or at
their home office?
 How many people participate in each type of meeting?
 What bandwidth will be optimal for your communications?
 Do you want a fully integrated system or a set solution where you can use
an existing monitor?
 How many sites do you want to be able to connect in one meeting?

The answers to these questions will help you start to identify which solution best
suits your specific application. The better informed you are about your
requirements, the better a system can be tailored to be most beneficial to you
and your company.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

THE IMPORTANCE OF QUALITY AND STANDARDS

With such a diverse range of hardware and software available to someone

investigating video conferencing solutions, it is important to understand what
you are investing in. Below are some key issues relating to video conferencing
technology and how they can impact upon your purchasing decision.

CALL QUALITY

The main factors contributing to the quality of the image you will see during a
video call are:

 The quality of the codec

 The amount of bandwidth

Video communication relies on sampling and compression to generate the

picture and sound signals that are sent from one conference site to another. A
video signal is made up of a vast amount of data. For most applications, it is not
cost-effective to transmit all that information. As a solution, the codec receives
the video signal feed and samples, or takes a snapshot of portions of the video
signal at precisely timed intervals of a fraction of a second each. In addition, the
video data output is further optimised through compression.

For example, since background information in a typical conference room seldom

changes, it is not necessary to continuously transmit that part of the picture. By
saving bandwidth not needed for such repetitive information, the codec can
devote more attention to elements that change or move, such as people, and
transmit more visual data across the network. Substantial movement or changes
during a call requires the codec to do extensive processing. A better quality
codec will support superior motion handling. Additionally, the codec is
responsible for the refresh-rate of the monitor. This is measured in frames per
second, the optimum being 30 frames per second.

Having good audio quality is crucial to the success of your video conference.
The audio system is comprised of different elements; the microphone and echo
canceller for capturing the sound, the balance and maximisation of the available
bandwidth for audio data relative to video data, and the speakers. As with every
other area of video communications, the adherence to international standards is
a must. You will want to not only ensure that you will have superior audio when

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

talking to a similar system, but excellent audio when communicating with every
other standards compliant system.

SELECTING YOUR NETWORK

When selecting your network there are several factors that should be taken into
consideration. The questions you should ask yourself include:

 Who do you plan to call?

For example, are the sites you plan to call all internal? Do you plan to call other
sites not owned by your company?

 How widely available is the desired network?

Not all networks are available worldwide. Ensure you check which networks are
available in the geographical areas where your company operates.

 What are the costs associated with the network?

Costs will vary based on your choice of network. When looking at an IP

network, consider the implementation costs and your existing network
architecture. If considering an ISDN network, remember that you will have local
and long distance charges involved.

 How reliable is the network?

It is important to note that public Internet is not as reliable as private IP

networks.

 How much bandwidth will you require?

The capabilities of your internal network need to be considered. Also, digital

networks are available from your local telephone company in a variety of
optional configurations.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

STANDARDS & COMPATIBILITY

Since the mid-1990s, the International Telecommunications Union (ITU) has

defined worldwide standards for visual communication. These standards have
been written to guarantee compatibility between different manufacturers'
systems. When choosing your system, it is very important to ensure that it
complies with these standards, and does not offer only a proprietary method of
communication. Proprietary systems will only connect with another of the same
design. Investing in video conferencing equipment that meets worldwide
standards will ensure that:

 Your systems are equipped with the latest technology

 Your investment will not become obsolete within a short period of time
 Your system provides improved picture quality at all data transmission rates
 Your system will communicate freely with all other standards based
systems

Some visual communication systems can be compliant with ITU standards and
be proprietary at the same time. These systems may not support all features
and speeds, or the same quality image in both modes of transmission. It is
important to understand how a system will perform when it is connected to
equipment manufactured by another visual communication company. Below are
explanations of some of the most important standards with regard to network
standards. These are prime considerations since you want to ensure the best
quality call with all types of systems.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

ISDN
Integrated Services Digital Network, or ISDN, is an international
communications standard for sending voice, video, and data over digital
telephone lines or normal telephone wires. It is also known as a Basic Rate
Interface (BRI). ISDN supports data transfer rates at multiples of 64kbps (64,000
bits per second), and is most commonly used by individuals and small
businesses. Each ISDN line consists of two B-channels and one D-channel.
Each B-channel can carry up to 64kbps of data. A Primary Rate Interface (PRI)
is a type of ISDN service designed for larger organisations. A PRI includes 23
B-channels (30 in Europe) and one D-channel.

IP
Internet Protocol, or IP, is a protocol that provides for transmitting blocks of data
between hosts identified by fixed-length addresses. IP is becoming increasingly
popular amongst businesses, with an increasing trend of switching to it from
ISDN. The main drivers behind this include the points that IP delivers higher
quality video and audio, lowers running costs as system usage increases
throughout an organisation and it is easier for IT staff to manage.

H.320
A commonly used video compression standard for video conferencing over
networks that provide fixed communication paths (such as the ISDN phone
network). By defining standardised ways of performing all of the processing that
has to be done by a video conference system, systems from different vendors
can communicate with each other as long as they all comply with the standards.
H.320 references many other standards for specific tasks (such as audio coding
or video coding).

H.323
This is also a top-level standard, like H.320, for video conference systems.
H.323 is a standard for audio, video, and data communication over IP-based
networks, which is becoming more and more prevalent in businesses of all sizes.
It specifically describes how multimedia communication occurs between
terminals, network equipment, services on Local Area Networks (LAN), Wide
Area Networks (WAN), and the Internet.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

LOCATION, LOCATION, LOCATION

PLACEMENT OF YOUR VIDEO SYSTEM

The size, layout and decoration of your location can have a big impact on the
quality of your video conferencing experience. This section explains how to
carry out basic adjustments and simple tests to ensure that you send and
receive the best possible image and audio quality during your video meeting.

LARGE MEDIUM SMALL

LARGE MEETING ROOM

Volume
The microphone should be placed at the front of the table to ensure that all
speech will be detected. The best position for the microphone is at least 6.5 feet
in front of the video conferencing system, on a plain, flat surface with at least 12
inches of table in front of it.

Peripherals
The document camera should be close to the leader of the meeting, or the
designated controller of the document camera, for ease of use. Remember to
arrange all the peripherals so that one participant can reach each of them to
point, change the display, tape, or to perform other functions during the
conference.

Positioning
Position the video conferencing system in such a way as to avoid the possibility
of someone inadvertently walking into the camera's field of view when entering
the room. Other than the conference participants, there should be no moving
items in the sent image.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

To help ensure the most natural meeting environment, position the camera on
the top centre of the receiving monitor. The camera should point directly at the
meeting participants to guarantee eye contact with those at the far-end.

Lighting

 Avoid direct sunlight on the subject matter or camera lens as this will create
harsh contrasts
 If light levels are too low, you may need to consider using artificial lighting
 When using artificial lighting, "daylight" type lamps will produce the most
effective results. Avoid coloured lighting
 Indirect light from shaded sources or reflected light from pale walls often
produces excellent results
 Avoid harsh side lighting or strong light from above as this may put part or
all of the subject matter in shadow or cause silhouetting

Background

The appearance of the picture background is very important but easily

overlooked. It is important to remember that the camera shows what is behind
you when in a video conference. To ensure a suitable background, we
recommend the following:

 Use a neutrally coloured background with a medium contrast and a soft

texture, such as a plain curtain with no heavy patterns or strong colours that
may adversely tint the whole scene
 Avoid moving backgrounds such as curtains in a draft, moving objects, or
people walking behind you, as this may both reduce image quality and
distract the attention of those on the far-end
 Do not place the camera facing a doorway

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

SMALL MEETING ROOM

Layout

A desktop video system is designed to work in a normal desktop environment,

but there are always things that could improve the quality.

Here are some considerations:

 Try to have the camera pointing in a direction that gives you a calming
background. Avoid movement in the background, as this normally will have
nothing to do with you video meeting
 Avoid direct sunlight on the subject matter or camera lens as this will create
harsh contrasts
 The video conferencing system should be placed about 60-100cm away
from the person. Depending on screens size and what feels natural. The
key thing is that the user is comfortable
 In an open office environment, we recommend a headset for privacy. Using
the loud speaking functionality might disturb your colleagues
 The unit should be set to Automatic answer, but with the mic muted
 The unit should be a part of your normal day to day tools, and should be
located close to you computer screen. This way you will not need to move
during a video call, allowing you to use your PC and your desktop system at
the same time
 If poor lighting in the room, you may need to use artificial lighting
 If you have a lot of direct light or spotlight in the room, you might get
shadows in your face, and there might be a good idea to get some kind of
indirect light

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

PROFESSIONAL SOLUTIONS AS STANDARD

When purchasing a final solution, you want your investment to be worthwhile.

Below are just some of the standards that we feel video conferencing systems
should meet to ensure user satisfaction and productivity:

RELIABILITY AND QUALITY

 Systems that work every time

 Standards implemented to deliver the highest performance

STATE-OF-THE-ART TECHNOLOGY

 Innovative engineering design

 Manufactured under the ISO 9002 certification
 High mean time between failures

EASE OF USE

 Clear concise menu prompts and intuitive user interface

 Easy to install, maintain and service
 Intuitive systems that encourage natural interaction

VALUE

 Standards based for worldwide interoperability

 Non-proprietary solutions for superior video and audio
 Feature-rich products that are competitively priced
 Systems that are optimised for both high and low bandwidths
 Software upgradeable
 Features and functionality that meets your needs at a competitive price

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

VIDEO CONFERENCING FAQ’S

What is video conferencing?

Video conferencing is a live connection between people in separate locations
for the purpose of communication, usually involving audio and often text as well
as video. At its simplest, video conferencing provides transmission of static
images and text between two locations. At its most sophisticated, it provides
transmission of full-motion video images and high-quality audio between
multiple locations.

What is unified communications?

Unified communications is a concept where multiple modes of business
communications can be seamlessly integrated. Telephony, video conferencing,
instant messaging and collaboration tools work together to provide a solution
where individuals can locate colleagues, select the most appropriate method of
communication, access real time information and expert advice and collaborate
on a document together.

What components are required for a video meeting?

The minimum required components at each endpoint of a video meeting are a
microphone, a camera, a codec, a monitor and a speaker. The camera and
microphone capture the image and sound; the codec converts the video and
audio into a digital signal, encodes it and sends it out. The codec at the other
end decodes the signal and distributes the video and audio to the monitor and
speaker.

What is virtual collaboration?

Virtual collaboration is where two or more people work together to accomplish a
task without being in the same location. Virtual collaboration is made possible
through video conferencing and other technologies.

What is high definition?

High-definition refers to any video system of higher resolution than standard-
definition, and most commonly involves display resolutions of 1280x720 pixels
(720p) or 1920x1080 pixels (1080i/1080p).

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

What is the difference between video conferencing and video

teleconferencing?
Video conferencing is the same as video teleconferencing. The phrases are
both used to describe a meeting between parties in different locations wherein
the meeting participants use communications equipment to both see and hear
one another as they interact.

There is similar usage for phrases associated with teleconferencing.

Teleconferences are called both audio conferences and teleconferences. In
each, three or more telephone callers are linked together in a telephone call
with all parties hearing one another and some or all parties interactively
speaking.

What is a codec?
Codec stands for "Coder/Decoder". It is a piece of equipment or software that
both encodes an audio/video signal from an analog source (like a camera or
microphone) and decodes the digital signal for replay as an analog signal (to a
monitor or speakers).

What is a gatekeeper?
In the H.323 world, the gatekeeper provides several important functions. First, it
controls access to the network, allowing or denying calls and controlling the
bandwidth of a call. Second, it helps with address resolution, making possible
email type names for end users, and converting those into the appropriate
network addresses.

What is an MCU?
A multipoint control unit is a device that bridges together multiple inputs so three
or more parties can participate in a video conference and can simultaneously
pass data, voice, or video. The MCU uses fast switching techniques to patch
the presenters to speaker's input to the output ports representing the other
participants.

What is rich media conferencing?

RMC takes advantage of the Internet's reach, interactivity and ability to integrate
multiple forms of media to add the extra dimension of context and
personalisation that takes you one step closer to a true 'virtual' meeting
environment.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

What is H.320 video conferencing?

A commonly used video compression standard for video conferencing over
networks that provide fixed communication paths (such as the ISDN phone
network).

What is H.323 video conferencing?

H.323 is the name of the standard for video conferencing using an IP network
as the communications link. H.323 video conference communication uses the
Real-Time Protocol (RTP/RTCP) and it enables the use of video conferencing
over IP networks, LANs and the Internet. Each system connects to others by
dialing an IP Address rather than by using a telephone number.

What is SIP?
Session Initiation Protocol (SIP) is a signalling protocol, used to set up and tear-
down multimedia communication sessions, such as voice and video calls over
IP (Internet Protocol). The text-based protocol incorporates many elements of
HTTP and SMTP allowing for easy inspection by administrators and can be
used for creating, modifying and terminating two-party or multiparty sessions
consisting of one or several media streams. The modification can involve
changing addresses or ports, inviting more participants, adding or deleting
media streams, etc.

What is VoIP?
Voice over Internet Protocol (VoIP) is a term for a group of transmission
technologies for delivery of voice communications over IP networks such as the
Internet. The basic steps involved in originating an Internet telephone call are
conversion of the analog voice signal to digital format and
compression/translation of the signal into Internet IP packets for transmission
over the Internet; the process is reversed at the receiving end.

What is Teleworking?
Teleworking is a term which refers to substituting telecommunications
technology for any form of work-related travel. Teleworking is facilitated with
tools such as virtual private networks, conference calling, Video conferencing
and voice over IP.

What contributes to the quality of a video call?

The main factors contributing to the quality of the image you will see during a
video call are the quality of the codec and the amount of bandwidth.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com
 VIDEO CONFERENCING GUIDE

How much bandwidth is required?

Essentially, the bandwidth required will vary depending on the application and
exactly what is being shared. Some video conferencing IP software adjusts the
system's bandwidth automatically to accommodate the need for more or less
bandwidth.

CityIS Ltd.
T: 0844 846 0555 E: sales@cityis.co.uk W: CityIS.com