Difference between revisions of "Telepresence"
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=== Audio conferencing with Skype === | === Audio conferencing with Skype === | ||
| − | The following is a framework for using the free-to-use VoIP conferencing service [[http://skype.com Skype]] at convention meetings. This framework is appropriate for meetings with up to 30 in-person participants or so (larger meetings require larger rooms, which impose different technical constraints) and where no more than 20% of the participants are participating via Skype. | + | The following is a framework for using the free-to-use VoIP conferencing service [[http://skype.com Skype]] at convention meetings. This framework is appropriate for meetings with up to 30 in-person participants or so (larger meetings require larger rooms, which impose different technical constraints) and where no more than 20% of the participants are participating via Skype. (NB: This process has also worked using Google Hangouts in the past, but that format changes more frequently than Skype has, so please do test the options prior to your meeting to make sure this works if you're using Google.) |
==== Requirements ==== | ==== Requirements ==== | ||
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# The Skype operator should monitor the text chat channel throughout the meeting; if a remote participant has problems with audio communication, text chat may be their only means of communicating. | # The Skype operator should monitor the text chat channel throughout the meeting; if a remote participant has problems with audio communication, text chat may be their only means of communicating. | ||
# Once the first remote participant picks up the call, the Skype operator should use Skype's "Add to call" feature to add each of the additional remote participants. | # Once the first remote participant picks up the call, the Skype operator should use Skype's "Add to call" feature to add each of the additional remote participants. | ||
| − | # Each remote participant needs to mute his or her microphone as soon as he or she has joined the call. This is important! Remote participants with unmuted microphones not only add distracting noise to the conversation but also consume bandwidth; this can interfere with audio quality and make it impossible for other remote participants to be heard and understood. Note that Skype does not offer the operator the ability to mute other participants' microphones for them; if a remote participant is unwilling or unable to mute his or her microphone, the Skype operator should disconnect that remote participant. Bear in mind that the Skype operator should not mute his or her own microphone; doing so will prevent the remote participants from hearing anything. | + | # '''Each remote participant needs to mute his or her microphone as soon as he or she has joined the call.''' This is important! Remote participants with unmuted microphones not only add distracting noise to the conversation but also consume bandwidth; this can interfere with audio quality and make it impossible for other remote participants to be heard and understood. Note that Skype does not offer the operator the ability to mute other participants' microphones for them; if a remote participant is unwilling or unable to mute his or her microphone, the Skype operator should disconnect that remote participant. Bear in mind that the Skype operator should not mute his or her own microphone; doing so will prevent the remote participants from hearing anything. |
# Remote participants who wish to speak should unmute their microphones, speak, and then mute their microphones again after they have finished speaking. Depending on how formally the meeting is being run, it may be appropriate for the remote participant to request permission to speak via text chat, and for the Skype operator to indicate to the meeting facilitator that one or more remote participants wish to speak. | # Remote participants who wish to speak should unmute their microphones, speak, and then mute their microphones again after they have finished speaking. Depending on how formally the meeting is being run, it may be appropriate for the remote participant to request permission to speak via text chat, and for the Skype operator to indicate to the meeting facilitator that one or more remote participants wish to speak. | ||
# Remote participants should use headphones, if possible, in order to decrease audio feedback. | # Remote participants should use headphones, if possible, in order to decrease audio feedback. | ||
Latest revision as of 02:55, 19 December 2013
Contents
Telepresence
Technologies such as audio conferencing, video conferencing, and text-based chat can be used to enable remote participation in meetings.
Audio conferencing with Skype
The following is a framework for using the free-to-use VoIP conferencing service [Skype] at convention meetings. This framework is appropriate for meetings with up to 30 in-person participants or so (larger meetings require larger rooms, which impose different technical constraints) and where no more than 20% of the participants are participating via Skype. (NB: This process has also worked using Google Hangouts in the past, but that format changes more frequently than Skype has, so please do test the options prior to your meeting to make sure this works if you're using Google.)
Requirements
Note: there are ways to work around most of these requirements. TMTOWTDI.
- One person, present at the meeting, who will manage the Skype connection.
- A broadband Internet connection.
- A Skype-capable computer with a USB interface.
- A USB audio interface with integrated mixer, mic-level input, and line-level output.
- A sensitive, broad-pattern microphone and appropriate mic stand.
- A powered speaker system with line-level input.
- Headphones.
- Cabling (probably XLR) to connect the mic to the audio interface.
- Cabling (probably USB A->B) to connect the computer to the audio interface.
- Cabling (probably stereo RCA->stereo 1/8") to connect the speakers to the audio interface.
- A power strip (and possibly an extension cord).
- Gaff tape (or potentially some other cable management solution).
Some additional commentary on these requirements:
The Skype operator must have a Skype account, and so must all the remote participants. In addition, the Skype operator must have added all the remote participants' Skype accounts to his or her contact list, which requires confirmation by the remote participants. Be sure to take care of this before the meeting!
The Skype operator's ability to participate in the meeting will be hampered by the need to manage the Skype session; the operator should not be someone who has other significant significant responsibilities in the meeting (i.e. don't assign this job to the clerk, or any of the other officers, or the person who is taking minutes).
The Skype website lists connectivity requirements for a successful Skype call. Be advised, however, that these requirements increase as you add additional participants to the call.
I have used the following equipment with reasonably good results under this framework:
- MXL 990 condenser microphone
- Alesis MultiMix 4 USB audio interface
- an older version of Altec Lansing VS2621 2.1 Channel desktop speaker system
- Apple MacBook Air
The headphones, cabling, mic stand, power strip etc. are all standard equipment; you can get them at Radio Shack.
Procedure
Before the meeting
- If you have not used this framework before or are unfamiliar with the equipment, allow half an hour to an hour for setup and testing before the meeting is scheduled to start. This setup and testing must take place in the room where the meeting will occur.
- Make sure the Skype operator has the Skype usernames of all the remote participants, and that all of them have confirmed the add contact request.
- Instruct all the remote participants to launch their Skype clients and sign in 5 minutes before the meeting is scheduled to start. They will need to wait for an invitation from the Skype operator.
- Designate an area of the meeting room that will be reserved for audioconferencing equipment and the Skype operator. This area should be out of the way, but ideally most of the people in the room should be facing more or less towards this area as they speak. For example, if the meeting is in a classroom or small auditorium, place the audioconferencing equipment in one of the front corners of the room; if the meeting is in a boardroom or conference room, place the audioconferencing equipment at the end of the table farthest from the door. In addition, this area must be provided with power and Internet connectivity.
- Set up the speakers such that they are in front of the microphone, pointing away from the microphone; this will help to control audio feedback.
- Position the microphone such that it is slightly above the head height of most of the participants. Raising the microphone higher will decrease the amount of incidental noise (people eating, rustling papers, shifting in their seats, typing on keyboards etc.) captured, but raising the microphone too high can lead to an echo-y sound.
- Configure Skype such that the "Microphone" and "Speakers" channels are set to the USB audio interface. Do not set the "Ringing" channel to the USB audio interface (since the whole room doesn't need to hear the Skype ringing sound).
- Adjust the gain on the microphone channel (on the USB audio interface) so that the gain is as low as possible, yet still captures the sound of a person speaking on the other side of the room. Keeping the gain low minimizes both the amount of incidental noise captured and the susceptibility of the system to audio feedback.
- Adjust the level on the microphone channel (on the USB audio interface) such that a person speaking in the room produces a strong signal in Skype. Use the microphone level meter in Skype's Audio/Video settings as a guide.
- Adjust the master level (on the USB audio interface), the volume setting (in Skype's Audio/Video settings), and the volume setting on the speaker system such that the signal from Skype can be clearly heard throughout the room. Use Skype's "test call" functionality to test this. Avoid setting the output levels so high that audio feedback occurs!
- Use gaff tape to secure any cables that run where people can trip on them.
During the meeting
- When the meeting begins, the Skype operator should initiate a call to the first remote participant.
- The Skype operator should monitor the text chat channel throughout the meeting; if a remote participant has problems with audio communication, text chat may be their only means of communicating.
- Once the first remote participant picks up the call, the Skype operator should use Skype's "Add to call" feature to add each of the additional remote participants.
- Each remote participant needs to mute his or her microphone as soon as he or she has joined the call. This is important! Remote participants with unmuted microphones not only add distracting noise to the conversation but also consume bandwidth; this can interfere with audio quality and make it impossible for other remote participants to be heard and understood. Note that Skype does not offer the operator the ability to mute other participants' microphones for them; if a remote participant is unwilling or unable to mute his or her microphone, the Skype operator should disconnect that remote participant. Bear in mind that the Skype operator should not mute his or her own microphone; doing so will prevent the remote participants from hearing anything.
- Remote participants who wish to speak should unmute their microphones, speak, and then mute their microphones again after they have finished speaking. Depending on how formally the meeting is being run, it may be appropriate for the remote participant to request permission to speak via text chat, and for the Skype operator to indicate to the meeting facilitator that one or more remote participants wish to speak.
- Remote participants should use headphones, if possible, in order to decrease audio feedback.
