Virtual meetings are the suboptimal reality of most information workers' lives. They save on travel time and costs, but they deprive meeting-goers of a host of non-verbal signals that help us understand each other. Without the body language, the information stream goes down from broadband to dial-up, the signal to noise ratio goes up, and the possibility for miscommunication accordingly rises.
And it's not just the visual cues that are missing. The quality of most phone lines and digital voice lines are quite poor, so a huge amount of vocal tone is also lost, and the resulting loss of nuance makes virtual meetings even less satisfying and more difficult.
So what's to be done? Here are five steps you can take to help put some of the richness back into a virtual meeting.
1. Recognize that virtual meetings are suboptimal and plan accordingly. Do the less important things via virtual meetings whenever possible. Save the emotional stuff for face-to-face meetings, because it's emotions and attitudes that are conveyed mostly via body language. So if you're kicking off something important, or celebrating a big win, bite the meeting bullet and bring everyone together. In the virtual meetings, do the routine information-sharing stuff. Trying to solve disagreements or rev people up via a digital phone line is pure folly. Our emotional investment in a phone call is simply less than in a face-to-face meeting, and the lack of visual and tonal information makes it much harder to get key messages across.
2. Plan the virtual meeting in 10-minute segments. Recent evidence suggests that attention spans may be about 10 minutes long in this computer-addled, information-overloaded age. Our attention spans are certainly no longer on a phone, so plan your meeting in short segments and take breaks in between. The breaks will allow people to re-engage.
3. Pause regularly for group input. One of the first casualties of a virtual meeting is group participation. The overwhelming tendency is to put the phone on mute and take care of other chores while half-listening. You can keep the group involved by going around the phones asking for input. In a face-to-face meeting, you're able to tell how people are doing by monitoring their body language. In a virtual meeting, you need to stop regularly to take everyone's temperature. And I do mean everyone. Go right around the list, asking each locale or person for input.
4. Label your emotions, and ask others to do the same. Lacking visual cues, we have a very hard time reading other people's attitudes, so make yours clear and train other people on the call to do the same. Say, "I'm excited about this next bit of news, because it means that.." Or, "Jim, I'm really surprised to hear that third quarters numbers aren't improving. Surprised and worried, actually. How are you feeling about them?" You've got to put back in what the phone lines are removing.
5. Don't neglect the small talk — but use video. Face-to-face meetings keep a group tight and cohesive through all the non-verbal signals of solidarity and for the ability of groups to share emotions. That's much harder to do via virtual meeting. So put the fun and sharing in through small talk — but make it video small talk. Get the group to send each other 30-second or 1-minute clips of what they're up to or what the weather's like where they are. Technology makes these clips easy to do, and they help remind people of the visual existence of each other even when not physically co-present. Put some of that money you're saving on travel to good technological use.
Virtual meetings will never replace the need for humans to exchange emotional and unconscious non-verbal information through face-to-face exchanges, but they can be made to do for all but the most important purposes.
Videoconferencing is the conduct of a videoconference (also known as a video conference or videoteleconference) by a set of telecommunication technologies which allow two or more locations to communicate by simultaneous two-way video and audio transmissions. It has also been called 'visual collaboration' and is a type of groupware.
Videoconferencing differs from videophone calls in that it's designed to serve a conference or multiple locations rather than individuals.[1] It is an intermediate form of videotelephony, first deployed commercially in the United States by AT&T Corporation during the early 1970s as part of their development of Picturephone technology.
With the introduction of relatively low cost, high capacity broadband telecommunicationservices in the late 1990s, coupled with powerful computing processors and video compression techniques, videoconferencing has made significant inroads in business, education, medicine and media. Like all long distance communications technologies (such as phone and Internet), by reducing the need to travel to bring people together the technology also contributes to reductions in carbon emissions, thereby helping to reduceglobal warming.[2][3][4]
Videoconferencing uses audio and video telecommunications to bring people at different sites together. This can be as simple as a conversation between people in private offices (point-to-point) or involve several (multipoint) sites in large rooms at multiple locations. Besides the audio and visual transmission of meeting activities, allied videoconferencing technologies can be used to share documents and display information on whiteboards.
Simple analog videophone communication could be established as early as the invention of the television. Such an antecedent usually consisted of two closed-circuit television systems connected via coax cable or radio. An example of that was the German Reich Postzentralamt (post office) video telephone network serving Berlin and several German cities via coaxial cables between 1936 and 1940.[5][6]
During the first manned space flights, NASA used two radio-frequency (UHF or VHF) video links, one in each direction. TV channels routinely use this type of videotelephony when reporting from distant locations. The news media were to become regular users of mobile links to satellites using specially equipped trucks, and much later via special satellite videophones in a briefcase.
This technique was very expensive, though, and could not be used for applications such as telemedicine, distance education, and business meetings. Attempts at using normal telephony networks to transmit slow-scan video, such as the first systems developed by AT&T Corporation, first researched in the 1950s, failed mostly due to the poor picture quality and the lack of efficient video compression techniques. The greater 1 MHz bandwidth and 6 Mbit/s bit rate of the Picturephone in the 1970s also did not achieve commercial success, mostly due to its high cost, but also due to a lack of network effect —with only a few hundred Picturephones in the world, users had extremely few contacts they could actually call to, and interoperability with other videophone systems would not exist for decades.
It was only in the 1980s that digital telephony transmission networks became possible, such as with ISDN networks, assuring a minimum bit rate (usually 128 kilobits/s) for compressed video and audio transmission. During this time, there was also research into other forms of digital video and audio communication. Many of these technologies, such as the Media space, are not as widely used today as videoconferencing but were still an important area of research.[7][8] The first dedicated systems started to appear in the market as ISDN networks were expanding throughout the world. One of the first commercial videoconferencing systems sold to companies came from PictureTel Corp., which had an Initial Public Offering in November, 1984.
In 1984 Concept Communication in the United States replaced the then-100 pound, US$100,000 computers necessary for teleconferencing with a $12,000 circuit board which doubled the video frame rate from to 30 frames per second, and which was reduced the equipment in size to a circuit board that fit into standard personal computers.[9] The company also secured a patent for a codec for full-motion videoconferencing, first demonstrated at AT&T Bell Labs in 1986.[9][10]

Global Schoolhouse students communicating via CU-SeeMe, with a video framerate between 3-9 frames per second (1993).
Videoconferencing systems throughout the 1990s rapidly evolved from very expensive proprietary equipment, software and network requirements to a standards based technology that is readily available to the general public at a reasonable cost.
Finally, in the 1990s, IP (Internet Protocol) based videoconferencing became possible, and more efficient video compression technologies were developed, permitting desktop, or personal computer (PC)-based videoconferencing. In 1992 CU-SeeMe was developed at Cornell by Tim Dorcey et al. In 1995 the first public videoconference between North America and Africa took place, linking a technofair in San Francisco with a techno-rave and cyberdeli in Cape Town. At the Winter Olympics opening ceremony in Nagano, Japan, Seiji Ozawa conducted the Ode to Joy from Beethoven's Ninth Symphony simultaneously across five continents in near-real time.
While videoconferencing technology was initially used primarily within internal corporate communication networks, one of the first community service usages of the technology started in 1992 through a unique partnership with PictureTel and IBM Corporations which at the time were promoting a jointly developed desktop based videoconferencing product known as the PCS/1. Over the next 15 years, Project DIANE (Diversified Information and Assistance Network) grew to utilize a variety of videoconferencing platforms to create a multistate cooperative public service and distance education network consisting of several hundred schools, neighborhood centers, libraries, science museums, zoos and parks, public assistance centers, and other community oriented organizations.
In the 2000s, videotelephony was popularized via free Internet services such as Skype and iChat, web plugins and on-line telecommunication programs which promoted low cost, albeit low-quality, videoconferencing to virtually every location with an Internet connection.

Russian President Dmitry Medvedev attending the Singapore APEC summit, holding a videoconference with Rashid Nurgaliyev via a Tactical MXP, after an arms depot explosion in Russia (2009).
In May 2005, the first high definition video conferencing systems, produced by LifeSize Communications, were displayed at the Interop trade show in Las Vegas, Nevada, able to provide 30 frames per second at a 1280 by 720 display resolution.[11][12] Polycom introduced its first high definition video conferencing system to the market in 2006. As of the 2010s high definition resolution for videoconferencing became a popular feature, with most major suppliers in the videoconferencing market offering it.
Technological developments in the 2010s by videoconferencing developers have extended the capabilities of video conferencing systems beyond the boardroom for use with hand-held mobile devices that combine the use of video, audio and on-screen drawing capabilities broadcasting in real-time over secure networks, independent of location. Mobile collaboration systems now allow multiple people in previously unreachable locations, such as workers on an off-shore oil rig, the ability to view and discuss issues with colleagues thousands of miles away. Traditional videoconferencing system manufacturers have begun providing mobile applications as well, such as those that allow for live and still image streaming

1 One consulting firm has predicted that video and Web conferencing will make business travel extinct. Do you agree? Why or why not?

Ans: I agree about that video and Web conferencing will make business travel extinct.Because business travel is Easier to meet with clients from all over the world on a more frequent basis, creating better working relationships by talking face to face more and the cost reduction with travel expenses. Business time managerment is extremely important. Business travel can save more time for another work. At the same time, we can have enable online training or product demonstrations to other company. It no need to bring many product demonstrations to other target company so it’s very convenient.

2 What is the distinction between videoconferencing and telepresence?

Ans: The videoconferencing and telepresence distinction is Videoconferencing uses digital compression of audio and video streams by a device called a codec, transmitted over a network or the internet. The telepresence is the top of the line videoconferencing which display sharp high definition TV images and the difference being telepresence is the high tech version of videoconferencing.

3 What are the ways in which videoconferencing provides value to a business? Would you consider it smart management? Explain your answer.

Ans: The ways in which videoconferencing provides value to a business is saving the cost and time. Videoconferencing can be more direct that communicating through email, letter immediately. However, If the business required a lot of customer. I would consider it smart management to utilise videoconferencing, staff training, product demonstrations.