Electronic Conferencing | IGCSE Information and Communication Technology Preparation - Year 11 PDF Download

Video Conferencing

Hardware Required

• TV Screens/Monitors
• Speakers
• Microphone
• Webcam

Characteristics

• Video conferencing serves as an alternative to face-to-face meetings, allowing two or more people to interact remotely.
• It enables both audio and video communication, facilitating real-time interaction among participants who may be located miles apart or in different countries.
• Video and audio transmission occur in real-time, enabling seamless interaction and collaboration.

Uses

• Remote employee meetings
• Staff interviews
• Multi-person discussions
• Remote training

Advantages

• Convenience: Eliminates the need for travel, making it convenient for participants to attend meetings from any location.
• Cost-saving: Reduces travel expenses and associated costs, contributing to overall cost savings.
• Environmental Benefits: Minimizes carbon footprint by reducing the need for travel.
• Accessibility: Allows anyone within the company, regardless of location, to attend meetings.
• Flexibility: Enables events to be organized at short notice, as travel arrangements are not required.
• Global Participation: Facilitates easy participation of external members without the need for physical presence.
• Record and Playback: Some software allows meetings to be recorded and reviewed later, enhancing accessibility and knowledge retention.

Disadvantages

• Initial Cost: The purchase of equipment and setup costs can be expensive.
• Time Zone Challenges: Working across different time zones can pose scheduling challenges.
• Training Requirements: Users may need training to effectively use the system, which can be time-consuming and costly.
• Network Dependency: Relies on a strong and stable network connection for optimal performance.
• Response Delays: May experience delays in response times, impacting real-time interaction.
• Synchronization Issues: Image and sound may not always be synchronized, leading to a delay in communication.
• Quality Concerns: Poor picture and sound quality may result from network speed or hardware limitations.

Audio Conferencing

Hardware Required

• Landline Phone
• Internet Phone
• Computer (with microphone and speakers)

Characteristics

• Voice communication only, without video.
• Real-time audio transmission.
• Call management options such as mute and speaker controls.
• Participants can join from different locations, even different countries.

Uses

• On-the-go business meetings.
• Hybrid usage with various devices including landline telephones, smartphones, and computers (for VoIP calls).

Advantages

• Eliminates the need for travel, saving time and expenses.
• Convenient for participants, allowing them to join from any location.
• Cost-effective, as it requires less bandwidth and equipment compared to video conferencing.
• Environmentally friendly, reducing carbon footprint by minimizing travel.
• Enables easy participation of external members without physical presence.
• Short notice events can be organized without travel requirements.
• Integrates with various devices and communication tools.
• Provides a higher level of security as users are not sharing screens.

Disadvantages

• Difficult to determine speakers in large conferences.
• Limited interaction compared to video conferencing, lacking visual cues like body language.
• Inability to share visual content, which may be necessary for effective communication.
• Challenges may arise when participants are located in different time zones.

Web Conferencing (Webinar / Webcast)

Hardware Required

• Computer (with webcam, microphone, and speakers)

Characteristics

• Allows both audio and video communication.
• Participants can join from different locations, including different countries.
• Real-time audio and video transmission enabling interactive communication.
• Features virtual breakout rooms, screen and slide presentations, instant messaging, and document sharing.

Uses

• Distance learning and education.
• Online presentations.
• Online team collaboration.
• Interviews.
• Customer support.
• Virtual events.

Advantages

• Eliminates the need for travel, saving time and expenses.
• Convenient for participants, allowing them to join from any location.
• Cost-effective and environmentally friendly, reducing travel-related costs and carbon footprint.
• Enables short notice events without travel requirements.
• Facilitates easy participation of external members without physical presence.
• Allows recording and playback for reviewing events.
• Offers enhanced visual presentations compared to audio conferencing.
• Supports real-time collaboration among participants.

Disadvantages

• Requires a strong and stable network connection for optimal performance.
• Raises security and privacy concerns, especially for sensitive discussions.
• May lead to distractions from other activities on the device.
• Users may need training to use the software effectively, which can be time-consuming and costly.
• Relies on users being technically savvy and having suitable devices/network connections.

Differences of Online Conferencing Types