Web Conferencing Week
Previous post in this series, hopefully (I suppose) titled “Quiet before the storm,” we commented that it had been a considerably quiet summer.
MUDGE is here to announce that, despite the 75° temperatures as this is written at 8:15pm, summer is over.
We spent the entire day today “on location” covering three large scale meetings for three different internal clients.
Alas, MUDGE is employed by a company with not only global aspirations, but a substantial global footprint.
Today’s first meeting, client: our manufacturing division, was scheduled to accommodate third-shift workers coming off shift and first shift workers grabbing a meeting before clocking in, and of course many, many employees in Europe.
In Western Europe, the meeting began at 1:00pmCET.
In the U.S. Central time zone, tech call for this 6:00am meeting was 4:30am.
There oughta be a law.
But, there ain’t.
So we rolled out of bed at 3:10am.
It’s a wonder I wasn’t decapitated shaving.
But I got there. Good thing the sedan knows the way.
Meeting went fine; there were about 40 people in the room and about 25 connected on line.
Grabbed some breakfast (fortunately, this meeting, due to be repeated two more times throughout the day [although not on line] was actually located in half of a large company cafeteria), took down my equipment (two laptops, mini network hub, cables, telephone headset with transformer for monitoring the conference audio, etc.), and literally took it all downstairs to deploy absolutely all of it again in another conference room, where a significant department of our legal division was about to begin a marathon annual meeting.
This meeting had no global aspirations, as it was important enough that the global players had all flown in for the occasion, but one or two U.S. based individuals could not get away, and at the last minute (for my calendar, a request received two business days ahead is last minute) I was asked to provide service.
So let’s talk about what I do in such a meeting with all of that equipment.
A web conference is a lovely thing to behold, when it’s sitting on a desk in front of you.
Not so great if it’s projected onto a very large screen in a large conference room.
So we split the difference.
The presentation (usually the ubiquitous PowerPoint) is run completely independent of any network involvement off of a PC connected to the conference room projector. This delivers what we call the “Steven Spielberg experience” (you know, dark room, bright screen, maybe popcorn — and they were delivering popcorn to the second meeting as I was leaving!) for the local audience.
The web conference, with all of its exposed plumbing (participant list, chat area, hand raising buttons and all) is run in parallel at the back of the room, and is thus invisible to those physically present, who might after all have tomatoes to throw if displeased with the experience.
In larger setups, such as the manufacturing meeting, the presentation is also controlled by an a/v technician at the rear table, which can be a crowded place: audio technician with his microphone receivers, amps, mixers and telephone equipment; a/v tech controlling the slides, with two PCs (need a backup after all) connected to the projection system; often a representative of the speaker to supervise, especially if the presenter is, as was true at this early morning meeting, a corporate VP; and yours truly with two more PCs, the mini hub, cabling for both, etc.
Quite a scene.
The legal division meeting had an audio tech (lots of microphones in the room — our attorneys value every single word they utter) but the meeting was run from a PC at the podium, so my two PCs occupied the space next to the audio tech, a respected friend, without other interlopers.
Seemed a lot of effort though, for just two remote participants.
Just as well, since when we left that meeting SIX HOURS LATER it was still going on. Yeah, there were some breaks, and they did provide a snack and a cold cut lunch, so it wasn’t onerous.
And, one or two of the speakers (attorneys all) were almost entertaining.
Almost.
Had to leave early, as a previous commitment to my own IT division’s VP’s meeting took highest priority. Took down the PCs, the mini hubs, cables, etc. Packed it all away, trundled out to the car to drive to the north end of campus.
The third meeting of the day began a mere nine hours after the first one officially began.
For the third time today the complete setup was deployed. Dual PCs, hub, cabling — you’ve got the drill.
This one was a low budget affair. No audio tech after it began, just an ordinary Polycom speakerphone at the podium, and a portable projector in the middle of the room (a satellite cafeteria as it happened, very convenient for vital pre-meeting hydration and snacking) substituting for the built in equipment of the earlier meetings.
But it also went well, with more than 70 people connected, primarily in the U.S., as expected for a 3:00pmCT start. The previous Friday morning’s version of the same meeting in the same locale had accommodated one of the larger groups, with nearly 300 remote participants, including a bunch from overseas.
So I guess I’ve been leading a charmed life, with four critical meetings across two business days proceeding without incident.
Meanwhile, our server environment has experienced nothing but incidents. Our almost-but-not-quite-productionized past is overtaking us.
But whatever shrapnel thrown up by server failures missed me, and considering the visibility of the meetings, for that I am most grateful.
So, approximately 12 hours after arriving, and for the third time, we packed up laptops, mini network hubs, cables, extension cords etc., and dragged our bags out to the parking lot to head home.
Sometimes it can storm while it’s 80° and sunny.
But, a good day-and-a half, all things considered.
It’s it for now. Thanks,
–MUDGE
Left-handed Complement 