Glossary of personal videoconferencing terms

Because of some recent confusion over the possible meanings of words like 'desktop' when used in relation to personal videoconferencing, we were asked to come up with a simple glossary. This was originally created as a Word doc but is reproduced here. Within the glossary are also embedded some tips relating to desktop or personal videoconferencing.

A. Chat

1. Despite its name, this usually refers to text messaging between participants. Similar to MSN Messenger or cell phone text messages. Typos and brevity are expected.

2. Can be very useful with a troublesome connection as it will often continue to work when audio and video are failing.

3. Can be shared with whole group or directed at one person.

B. Confidentiality

1. Remember that anything digitally communicated might be recorded, and passed on, often with good intent. You may not always be aware of this. Use tact and restraint – follow good netiquette.

2. Just as with emails, stating that you want material to remain confidential is very hard to enforce in practical terms.

3. Even with secure conferencing software, it is usually good practice to avoid referring to patient specific information.

C. Desktop

1. Term as used compared to a room

a) In personal videoconferencing, desktop refers to working from your own desk as compared to using a dedicated videoconference meeting room.

2. Term as used in Microsoft Windows

a) Microsoft uses the term ‘desktop’ to refer to the standard opening screen in Windows on which your favourite program icons are laid.

b) Quick tip: to show this desktop, press the Windows key + D together (Win+D)

3. Term as used compared to Laptop

a) When referring to hardware, the computer industry often refers to a tower style computer as a desktop computer

D. Echo cancellation

1. Software techniques to reduce the delayed retransmission of your own voice, relayed from another user’s speakers back into the audio channel. Often not very effective. Best way to avoid this is for participants to use headsets where possible.

2. Term also sometimes used to refer to the reduction of the hollow echoing room effect. When used this way, the term more often refers to what a conference specific tabletop microphone tries to do. More effective than the above but again can be easily reduced by using headsets where possible.

E. File transfer

1. Most software will allow participants to directly send files to others. Recipient has to choose to Receive the file. This is usually much faster than sending email attachments. But watch how big the file is. Over 1 megabyte (MB) can cause problems. Pictures and logos are more often problematic.

F. Firewire

1. A type of cable connection between a peripheral device and your computer. Less common than USB. Can sometimes provide improved video.

G. Full duplex/half duplex

1. Old telephony term still in use to describe how audio is sent and received.

2. Half duplex means there is only one audio channel and sounds like old style CB radios where you cannot talk and listen simultaneously.

3. Full duplex means there are two audio channels and sounds like a regular telephone where you talk and listen at the same time.

H. Latency

1. Time lag between speaking and being heard…or seen. Is generally much more marked in desktop conferencing than with room-style formal videoconferencing. If it is greater than 1 second, it becomes quite obstructive to good discussion. Closing video channels will usually improve this.

I. Netiquette

1. Etiquette in electronic communications.

2. Most people are familiar with this from email social conventions. Eg DON’T USE ALL CAPITALS – YOU ARE SHOUTING.

3. Is also important in desktop conferencing, especially if dealing with high latency. When there is much delay, it is important to be patient or else you will be continually frustrated by over-talking each other.

4. “Raising a hand” – some software allows you to visually indicate that you have a question. Very useful when you wish to tactfully interrupt a presenter with a question.

J. Pixelation

1. Break up of the video picture into blocks and pixels. Usually a sign of a poor connection but can be due to poor configuration.

K. Screensharing

1. Allowing others in a desktop conference to see what is on your computer screen.

2. Most software will allow you to select what you share: your whole screen or just one portion. Less is more.

3. Application sharing is a refinement of this where a distant colleague can control an application or program that is running on your computer. Very useful where one participant does not have the particular program needed, for example MS Project or Visio.

L. Session

1. Some conference software allows you to participate in more than one meeting or session at a time. For most users, this multitasking is too confusing.

M. USB microphone

1. Microphone, often combined with headphones, that uses a USB port (square) rather than the traditional round plug to send sound to your computer. Provides superior quality sound; puts less work on computer’s CPU brain which makes videoconferencing smoother.

2. Also improves voice recognition software accuracy significantly because of clearer audio quality.

N. Webcam

1. Low cost, low fidelity digital camera that sends a signal direct to a computer for the purpose of personal videoconferencing.

O. Whiteboard

1. Software window equivalent of a whiteboard in a meeting room. Designed for quick scribbled text and diagramming, Often allows simultaneous user input from several people.