Using Video Network Services

Planning a Conference
Before scheduling the conference, the user should determine which type of video conference is needed.

• Point-to-Point--This type of conference connects two locations for a video conference.
• Multipoint Conference--This type of conference connects three or more locations for a video conference.

Additionally, BellSouth has the capability to schedule a conference for two scenarios.

• Adhoc is for the occasional video conference suited for meetings, conferences, occasional broadcasts, etc.
• Recurring is for a standing appointment, whereby a video conference is held at the same time each week or month.

Utilizing the online Interactive Web Scheduler at video4u2.bellsouth.com, the scheduler has the capability of scheduling both of these types of conferences.

How to Schedule a Conference--Online
Video Network Service includes access to an internet site where conferences may be scheduled 24 hours a day, 365 days a year. Customers with Internet Browser access may reach the BVCS Web Scheduler at www.video4u2.bellsouth.com

Security Access must be granted by OTM to all users/schedulers. The following security levels are offered:

• Administrator--Schedule, modify and delete conferences (including those scheduled by someone else in the organization)
• Requester--Schedule conferences but can only modify and delete those they schedule themselves
• Read only--No scheduling access and can run reports only

For more information contact Susie Pace, OTM Video Network Services, at 225-342-8827 or susie.pace@la.gov.

Before scheduling conference time, the scheduler should coordinate with other VNS site coordinators to gain permission for requesting their participation in the conference. The following information may be helpful when contacting the other sites involved:

• Date of the requested video conference
• Start and end time of the conference
• Host site
• Remote/Secondary location(s)
• Person(s) requesting the conference

How to Schedule a Conference--Backup
When the online scheduler is not available, a backup scheduling option is available to reserve conference time by either sending a facsimile or by telephoning the BellSouth Video Conferencing Center. The scheduler must also follow-up with an ad hoc confirmation FAX to the Scheduling Center within 24 hours of the request. As a courtesy reminder, the Scheduling Representative will telephone the scheduler in the event that the paperwork does not reach the center within 24 hours after the telephone request is made. Note that this paperwork serves as both a tracking mechanism and confirmation of the verbal conference request.

To request conference time by telephone dial-in when online scheduler is not available:

1. A designated (confirmed by BellSouth) representative (coordinator or requester) from the agency site should dial the BellSouth Video Conferencing Service Scheduling Center at 800-777-8805. The following message will be heard: Welcome to the BellSouth Video Operations Center. To schedule a video conference, Press or say 1; to discuss or report a trouble, Press or say 2.
2. Press or say 1. A Scheduling Representative will assist the caller. The caller should indicate whether this will be a "regularly scheduled" session or an "ad hoc" session.
3. Once the conference is scheduled, the Scheduling Representative will FAX a confirmation to the person initiating the request. This confirmation will provide conference data (i.e., date, time, sites in conference). The agency user will be responsible for notifying each conference participant of this information.

To request conference time by facsimile when online scheduler is not available:

1. A designated (confirmed by BellSouth) representative (coordinator/requester) from the agency site should prepare the pertinent BellSouth Video Conferencing Service Scheduling Request form and FAX it to 800-362-9137.
2. The appropriate form applicable to the session type should be used(regularly scheduled or ad hoc).
3. Once the conference is scheduled, the Scheduling Representative will FAX a confirmation to the person initiating the request. This confirmation will provide conference data (i.e., date, time, sites in conference). The agency user will be responsible for notifying each conference participant of this information.

How to Cancel or Modify a Conference
Canceling or modifying a video conference within 30 minutes prior to the conference startup time can be done online in the Web Scheduler or by contacting the person responsible for scheduling the conference and have him do so. If the scheduler is not available, call the BVCC reservation center (800-777-8805) or FAX a request, but indicate that a scheduled conference needs to be canceled or rescheduled. The confirmation number of the video conference should be provided when canceling a conference.

Reservations may be canceled or modified up to 30 minutes prior to the conference startup time without incurring a charge. Call the BVCC to cancel or modify conferences less than 30 minutes prior to conference startup time. Failure to cancel a conference prior to startup time will result in full charges for the scheduled conference.

Conference Day
On the day of the video conference, the user should arrive a minimum of 15 minutes early to prepare for the conference. This will allow time to set up the room and turn on and test the equipment prior to the video conference.

An on-site coordinator or facilitator should be designated at each location. This coordinator should be accessible to the user at this time in the event questions arise regarding the equipment or its use. Additionally, the Site Coordinator should be contacted if conference members encounter a problem and if he cannot clear the trouble.

Refer to the documentation provided with the video conference equipment for setup instructions.

Keys to a Successful Video Conference
The following are some tips for ensuring your video conference is as productive and efficient as possible.

• Conferencing Tips
  • Develop and follow an agenda.
  • Adjust the equipment as necessary according to the equipment instructions.
    Be aware of any transmission delay and wait for others to comment.
  • Identify each participant and location at the beginning of the conference.
  • Speak in normal voice tones. The microphones should be able to pick up normal speaking voice unless the speaker is at a far distance from the microphone.
  • Address individuals by name when asking questions.
  • Speak clearly.
  • Refrain from side conversations and keep background noise to a minimum.
  • Use the mute button whenever possible on voice-activated conferences to minimize background noise effects.
  • If disconnected, simply re-dial the conference telephone number.
  • Schedule the next conference.
  • Encourage participants to evaluate the call and offer suggestions for improving future video conference calls.
• Post-Conference Tips
  • Distribute minutes to all participants.
  • Follow-up on feedback received during the call.
  • Circulate decisions and action items to appropriate individuals.

FAQs

Troubleshooting