Ensuring Efficient Video Conferencing While Working Remotely

As we continue to monitor the situation, YuJa Inc. continues to send our best wishes to those affected by this pandemic. In efforts to alleviate concerns regarding the uncertain duration of those working remotely, here are some guidelines on effectively using video conferencing in a remote environment.

Ensuring Effective Video Conferencing While Learning Remotely

With many of us working remotely indefinitely, video conferencing remains a useful tool to help your institution or organization continue to run efficiently. Whether for educational needs, business purposes, or to simply communicate from a distance, the advent of video conferencing tools allow individuals to easily connect with each other worldwide, at any time.

Take a look at some of YuJa’s Video Conferencing features and highlights:

  • Our cloud-based architecture enables you to host small groups, large lectures, and webinars
    to instantly scale and support larger collaboration spaces.
  • YuJa’s Real-Time Whiteboard enables participants to draw and annotate within a live Video Conference session ideal for one-on-one office hours, small group collaborations, and large-scale video conferencing.
  • With Desktop Sharing, students can see what is being presented on your desktop and follow your on-screen actions through their own screens whether you are designing a 3-D model, sharing slides, or editing a document
  • Split your Video Conference meetings into separate Breakout Room sessions. Choose how you can split the participants of the meeting into separate sessions automatically or manually at any time.
  • Video Conference participants can even perform a Virtual Hand Raise within a meeting to make a request, ask a question, or indicate any confusion to the Meeting owner without un-muting their microphone.

Among YuJa’s video conferencing capabilities, here are some best practices to help remote workers maximize productivity during this time.

1. Equipment. As institutions and organizations continue to close down, the extent of which work from home policies are mandated are indefinite and can last weeks to possibly months. Ensure that you have all the necessary tools in place (microphone, strong internet connection, speakers, laptop) ready for you to sustain productivity in the coming weeks.

2. Presentation Matters (still). Regardless if you are working remotely, professionalism still applies in the event you are conducting video conferences with executives and/or clients. Ensure that you are dressed properly for the call and remove any visual or auditory distractions within your work space.

Tip: If you are not speaking during a video conference, mute yourself to ensure the only sound emitted is from the current speaker.

3. Ensure Preparation. Video conferencing in some instances is quite similar to delivering a presentation; and having an agenda prior to your conference can help streamline the meeting as best as possible. Prepare a clear agenda in advance to help you and your participants run the meeting as fluid as possible without missing details or dragging the process. 

Related Post: COVID-19 and the Use of Remote Learning, Video Learning, and Lecture Capture

Effective Captioning Strategies: When to Use AI Versus Human

Having transcriptions and captions available is especially important for those who have little or no hearing, but it also is helpful in situations where it’s inappropriate to listen to something with the sound on. Whether you need a transcription or captions for a speech or lecture, to create subtitles for online video posting, or you need notes from a live event, transcriptions and captioning are essential.  

DIY is Time Consuming

Let’s face it, doing transcription yourself is a time consuming, tedious task. Verbatim transcription can take four times as long as the speech or presentation depending on your typing speed, the number of speakers, quality and clarity of the speaker and recording, and the difficulty of the material. Most enterprise video solutions  recognizes that educators, administrators and professionals alike need to be spending their time on other tasks and have accounted for this in their offerings. 

Human and AI Each Have Benefits

There are two main types of transcription or captioning services, human and artificial intelligence (AI). Each option has it’s unique benefits, and depending on your needs, both have advantages to consider based on your application. Chances are that your organization will find a need for both services. It’s less “human versus AI ” and more understanding when each will serve a better purpose for your needs at the time. 

Artificial Intelligence Use Cases

For instance, if you’re in a time crunch, you can’t beat the speed of AI. The software recognizes speech and translates it to text in real time. While it’s typically not at the level of ADA compliance, AI gets better every day — it actually learns from mistakes. Over time and usage, the artificial intelligence engine continues to learn and improve. Some companies go a step further to improve accuracy of AI transcription and captioning. YuJa’s automatic captioning accuracy is validated internally with YuJa Product Team staff on a semi-monthly basis. These tests are carried out on various accents, dialects, and regions of the world to determine the accuracy of the software. 

When you need a transcription in multiple languages, AI is a great tool. Sending an audio file out for human transcription in this type of scenario would not only be cost prohibitive, but timely. Many professional transcriptionists only transcribe to their native language, so you would need several people to transcribe one file. If you need multiple language transcriptions, look for a video solution that integrates with third-party services that provide captioning and transcription in a variety of languages, from English, to Spanish, French, German, French, Mandarin, Arabic, and others.

When to Consider Human Transcription 

Because humans have the capacity to understand complex information, human transcription and captioning is the go-to choice for accuracy.

With human transcription, it may take longer, but it’s less likely that you will have to go back and re-listen to audio to gain clarity after reading the transcript.

Human transcription and captioning also should be considered in other instances, such as when there are several speakers, when speakers have thick accents, or there is a lot of background noise.

Language is complex. Humans understand this. We know about and can decipher homonyms. We have the capacity to pick up on changing topics, people using acronyms, interruptions, or speakers with regional dialects or accents, and humans can account for those and other language nuances in the transcript.

Integration is Crucial 

When considering human and AI services for your enterprise or institution, it’s ideal to look for a company that integrates with both. That means the organization understands its customers’ each have unique needs and instances in which human or AI transcriptions and captions would better serve them. The YuJa Enterprise Video Platform integrates with third-party human captioning services for both automated and manual workflows. Our captioning partners provide ADA-compliant (99%+) captioning solutions to YuJa customers. Caption workflows can also be managed and turned on-and-off when appropriate. YuJa currently supports the following providers: 3Play Media, Rev, Verb.it and AST CaptionSync, as well as some region-specific vendors.

Join the Hundreds of Organizations Deploying High-Impact Learning Solutions