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The most realistic depiction of telepresence is an episode of "24" where President Palmer met with the joint chiefs via a set-up Gene Roddenberry would have been proud of. The scene had President Palmer sitting at a conference table with life-size screens on the other side of the table. These life-size images made it feel like everyone was in the same room at the same table. Telepresence is actually simple: wherever I am, make it seem like I am where you are. This is not science fiction--it is business. Business giants, such as Cisco, have released compelling studies on the validity and value of making the most of this exciting technology. Web sites such as www.telepresenceoptions.com offer articles and other research opportunities.
But what about telepresence in the real world? How can this technology make a difference in your business, where it is more challenging than ever to get face time with your clients and gasoline prices are reaching record heights?
Imagine the ability to host any meeting anywhere in the world as easily as walking into your conference room. Telepresence is an excellent way to deliver real-time, face-to-face interactions around a virtual table. The result is a unique visual conferencing environment that is able to differentiate your agency while lowering travel costs, boosting productivity and wowing your clients.
But telepresence is not just about saving time and money. This technology solution can benefit the planet as well as bottom lines. We are seeing a global outcry for environmental responsibility, and making the decision to use video conferencing technology is another way that telepresence can set your agency apart for your social responsibility.
Social responsibility is even more important when attracting Generation Y. These young people not only live online, they look for responsible business partners to help them manage their lives.
Fortunately, setting up a virtual conference room is not difficult. A quick Google search offers a number of resources that specialize in expensive video conferencing solutions. A cheaper approach is to use a computer, along with a Webcam and software, to connect to other computers.
Monitor
The larger the monitor, the greater your face-to-face experience. Sony has a new monitor that doubles as a television. Your budget should consider how much your virtual office will be used and the size of your conference room.
Software
It is important to determine needs from a telepresence system before deciding on the software solution. Your decision should consider who on your staff will use the virtual office and how many customers will be on at the same time.
Some software options to check out include:
o Mega Meeting
Mega Meeting is an attractively priced option that offers white papers, integrated toll-free conferencing and a great 30-day free trial. Pricing is based on the number of users.
o Microsoft Live Meeting
As a Microsoft product, you have the support and resources the software giant is known for. Live Meeting also has pricing based on the number of users and a free trial period.
o WebEx
WebEx is a pioneer in online conferencing. Its product includes on-demand, online meetings combining video conferencing, IM and shared desktops and applications.
o SightSpeed Business
Twenty dollars a month per person includes features such as the capability to record video and voice conferences, video mail, file sharing and multiple video viewing modes. Separately, SightSpeed also offers a free personal video chat service. With either option, you'll need to download and install an application to use the service.
o Packet8 Virtual Office
This software recently added video conferencing to its VoIP solutions for small business via the Packet8 Virtual Office Tango Video Terminal Adapter (VTA). The device uses a built-in, 5-inch color screen and a 180-degree rotating camera to capture video. Among the system's features: You can initiate video conferences by clicking to dial a contact in Microsoft Outlook. The Tango VTA costs $100 to $150. Video conferencing is a free add-on for subscribers of Packet8 Virtual Office VoIP service plans.
Conference Equipment
If you have tried a teleconference using a speaker phone, you understand the frustration when people are cut short or just not heard at all. This is because speaker phones try to be "smart" by only letting one person talk at a time.
An excellent resource is Polycom, one of the pioneers in teleconferencing hardware, which offers several excellent white papers and a virtual demo.
Webcam
Each participant in a video conference also must have a Webcam attached to, or built into, his or her computer. Laptops from Apple, Asus, Dell, Hewlett-Packard, Sony and others feature built-in Webcams. Webcams connect to your computer via USB and are available from Logitech, Microsoft, and Creative Labs for $125 or less. I personally chose Logitech's QuickCam Pro 9000, which is about $99. One reason is its two megapixel image sensors. Webcams built into laptops sometimes deliver lower-quality resolution. Two megapixel is recommended.
You will want to pay attention to the Webcam's frames-per-second (fps) rate. For the most fluid motion, look for a Webcam with 30 fps--some offer only 24 fps. Most Webcams feature a built-in microphone, but they are not recommended. For the best audio quality, consider using a headset with a microphone you can place close to your mouth so that people are able to hear you more clearly.
For most of us, our desk is a busy place. People stop by. Voicemail and e-mail require attention. And let's not even talk about our desktop. In other words, setting up a dedicated virtual conference room is a great idea.
If you have a conference room, consider creating a dedicated space that can be used for video conferencing. This area can easily have a laptop that is ready to go at all times, and an "In Use" sign that is prominently placed on the door during a conference.
Try to select a space with a friendly looking background that your clients will see when online. A portable screen could be a quick way to create a consistent setting.
When possible, even your wardrobe selection can be an important part of the success of your virtual meeting. Light pastels and muted colors show up the best. Bright, loud colors tend to make your skin look weird on screen. Avoid busy patterns, all-light or all-dark colors to avoid white balance or contrast issues.
The bottom line is that telepresence is here to stay. There is little doubt that our move to a 24-7 wired world is moving along at warp speed. For now, very few captive agents, direct writers or independent agencies are making the most of virtual communication. This means your agency has a unique and short-lived opportunity to be at the head of the line to make use of this technology in your community. Tom Baker is the Solutions coach for Advanced Automation's Solutions agencies. For the past 17 years, Advanced Automation has offered agency consulting services to address a variety of management and agency development issues. Tom can be reached at questions@advancedautomation-inc.com.
