Post tag: teleconferencing
A Guide to “Zoomiquette”

Zoom LogoMarlowsphere (Blog #152)

In the early days of the World Wide Web (introduced to the planet in 1989 by Sir Timothy Berners-Lee) its ability to allow people all over the planet to e-mail each other 24/7 quickly became a characteristic of the communications landscape. And as with all new technologies, “standards” for the use of the Internet, à la email, soon gave way to certain “rules” of use. It became known as “Netiquette.”

Today, the new technological “thing” to do is “to Zoom.” The advent of COVID-19 has greatly accelerated the use of the platform (it was officially released on January 25, 2013). Its stock is now resting somewhere in the range of $250/share. No wonder. It has 200 million users daily.

It also has competitors: Amazon Chime, GoToMeeting, Google Hangouts Meet, BlueJeans, Microsoft Teams, Cisco WebEx, and Signal. But like the “Kleenex” brand, “Zooming” has become the generic term for using the Internet for “electronic gatherings.”

Although not the first electronic technology to allow aural and visual communications among people, with this platform’s explosive growth has come the need for certain standards of use. Why? Zooming is really broadcast and cable television in an organizational and personal context. These above mentioned electronic media have evolved visual and aural “standards” over many decades. People have certain expectations as to how television should look and sound. It makes for more effective communication.

So, below I offer a few tips to the emerging “Zoomiquette” so one can maximize his/her appearance to have the best communication experience possible.

Avoid the guillotined look1. Avoid the “guillotined” look. How many times have you observed a participant on a Zoom call whose head is just above the bottom part of the screen looking like they just became another victim of the French Revolution? The guillotined look is not very becoming.

Solution: The video production standard is to divide the screen into three imaginary sections: a top third, a middle third, and a bottom third. A person’s eyes should be on the bottom line that defines the top third of the screen. This way the other participants will see that the head is actually connected to a body, at least the neck and shoulders. You can accomplish this by simply adjusting the angle of the screen of the laptop.

 

2. Prevent the “heavenly lighting” look. This is a classic error of even people who are in the media production business. The Prevent "Heavenly Lighting Look"problem occurs when someone on a Zoom call has a bright light behind them instead of in front of them or even to the side. This is seen often when someone sets up their laptop with day light streaming through a window behind them. The cameras installed in laptops respond to the brightest spot in the picture. With this setup the camera looks at the bright light and says “OK. I’ll adjust everything to that bright light!” The result is the person’s face goes dark. They might look like they have a halo around their head, but no one can see their face.

Solution: Avoid having a window or a bright light behind you. Position the laptop so that the window or bright light is in front of you.

 

I just love the paint on your ceiling3. “I just love the paint on your ceiling.” Here’s another pitfall. People place their laptop on a table that’s below their own line of sight (in a few instances it’s above their line of sight and everyone gets a shot of someone’s floor). As a result, the laptop camera is looking up at the participant and we also get a glimpse of the person’s ceiling.

Solution: Position the laptop screen so that it’s level with your eyes.

 

4. “If I knew you were coming, I would have straightened up a bit.” The COVID-19 pandemic has forced a lot of people to hunker down at home. Now Zoom has come into the home. In effect, your home has become a television studio, or at least a “If I knew you were coming, I would have straightened up a bit.”video location. Find a location for your Zoom meetings that present you in a semi-professional setting. I’m sure you’ve noticed that many reporters, experts, and pundits have chosen a place in their home that looks like a library, i.e., there are books in the background.

Solution: avoid setting up your location against a blank wall. Chose a place where’s there’s something of interest in the background. Often it’s a bookcase or something that reflects who you are. Be aware not to have anything distracting, or too personal, like family photos, or anything offensive in the background.

 

Just Say No to Vertical Video5. “Just say no to vertical video.” A minority of “Zoomers” use their phone to access the Zoom platform, but in-so-doing they position their phone in the same way they use it for other purposes: they hold it vertically. The result is a column visual effect, rather than the horizontal picture characteristic of laptop users. By holding the smartphone vertically the user creates blank bookends on both sides of the vertical picture in the middle.

Solution: Turn the smartphone 90 degrees to ether the left or the right. Tada! Now you have a horizontal picture with no black on any sides.

 

6. “Are you experiencing an earthquake?”  Often when using the smartphone to Zoom the user holds it in his/her hands or Are you experiencing an earthquake?walks around with it causing the picture to be in constant motion. This is very disconcerting for other viewers on the meeting with concentration and focus.

Solution: Before the meeting find a place to sit comfortably. Then find something to prop the phone up against such as a couple of books or take a look at these 10 DIY smartphone stand ideas.  If none of these work for you invest in one of the many smartphone stands on the market.

 

7. “There’s an echo, echo, echo. . .”There’s an echo, echo, echo. . .” Why do some participants sound like they’re in an echo chamber? The location you choose for your Zoom meeting is not only about how you look, it’s also about how you sound. A room that has things on the wall or behind you will allow your voice to sound more round and warm. An empty room will have you sound like you’re in an echo chamber.

Solution: choose your Zoom location carefully for both how you look and sound.  Choose a room that has carpeting and/or substantial items in it to avoid the echo effect. If necessary, add items to the room that you use. Be sure to place them in “off-camera” areas of the room.

 

8. “Can you hear me now?” We’ve all experienced someone’s audio level getting louder and softer as they speak. Participating in a Zoom meeting doesn’t have the same 8 Can you hear me nowaural effect as sitting around a conference table with colleagues in the same room. If you keep leaning back and forth or from side to side, this changes the distance between your voice and the microphone in the top part of your laptop screen.

Solution: Keep yourself pretty much in one position near the microphone when you’re talking during a Zoom call.

 

9.“Do you have to touch your face all the time?” Participating in a Zoom call reverses the usual speaker audience environment. Not only are you looking at the audience looking at you, but you are also looking at yourself. Presuming everyone Do you have to touch your face all the time?keeps their “video” option on, you’re also looking at how people scratch their nose, fidget, close their eyes, yawn, and do dozens of other non-verbal things people do when not talking (or even when talking). It’s a sociology exercise in observing how people behave non-verbally.

Solution: Be actively aware of your non-verbal behavior and to how others are reacting to what you say.

 

The reality is this: a Zoom meeting is not merely “the next best thing to being there.” A Zoom meeting is not just a formal (or in some cases an informal meeting) via electronic means. Inherently, a Zoom meeting is a video event and as such should be approached with a sense of “standards” if it is to be a fruitful meeting. Remember, Zoom meetings can be recorded by the meeting host, even a family meeting.

Sure, Zoom has enabled millions of people to communicate with each other all over the world where there is Internet access. Keep in mind, however, perceptions to the contrary, that only about 54% of the people on the planet have Internet access. So, in a very meaningful way, Zoom allows a little more than half of the world’s populace to stay in touch in the age of COVID.

This aside, “Zooming” will continue as an effective communications medium for the foreseeable future. Moreover, the concept is not new. Teleconferencing and tele-commuting has been around for at least 40 years, but now that laptops with built-in cameras and microphones are as ubiquitous as cellphones and smartphones, this new environment creates a demand for proper use. Practice Zoomiquette whenever the opportunity arises and you’ll have a better communications experience.

Eugene Marlow, Ph.D., MBA © 2020

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“Innovating and Integrating Information Technology: Some Cautionary Notes”

Innovation & IntegrationInnovation and integration may be the organizational trend of the day, but just as Rome wasn’t built in a day, neither is innovation, and integrating innovation into organizations is even more of a challenge.

Innovation and integration are challenging activities. If they were easy to accomplish, there would be a lot more of it, it would be commonplace, and we would be living in a completely different world. But the reality is innovation—whether technological, social, economic, political, legal, scientific, or medical—does not happen on cue, so to speak, and more often than not, it happens by accident.

The eventual invention of the telephone, the discovery of plastics, and the creation of Viagara are but three examples of a long list of accidental innovations, which includes: microwave ovens, the Slinky, Play-Doh, Super Glue, Teflon, the Pacemaker, Velcro, X-Rays, chocolate chip cookies, potato chips, Post-It Notes, Corn Flakes, and Penicillin. The discovery of galaxies outside our own Milky Way by astronomer Edwin Hubble in the late 1920s—the scientific realization that changed our world view—is also an example of an accidental discovery—five hundred years after Galileo developed the telescope.

On the other side of the “innovation” coin is when an innovation is ignored.  A classic example is the invention of the digital camera at Kodak. It was summarily dismissed by company executives because they perceived camera “film” was their core product. Too late did they recognize their blunder. In January 2012 it declared chapter 11 bankruptcy protection.

Innovation is defined as: “the action or process of innovating.” Synonyms for innovation include: change, alteration, revolution, upheaval, transformation, metamorphosis, break-through.

Integration is defined as: an act or instance of combining into an integral whole; or an act or instance of integrating an organization, place of business, school, etc.

It can be said with a high degree of certainty that technological innovations we take for granted are manifold and have, in turn, influenced the shape and customs of cultures. According to Ryan Allis, a technology entrepreneur and investor who has been part of iContact, Connect and Hive. (source:  http://startupguide.com/about-the-authors/), these include:

Technological Innovations 
1. The controlled use of fire (400,000 BCE)
2. Phonetic language (100,000 BCE)
3. Trade and specialization (17,000 BCE)
4. Farming (15,000 BCE)
5. The Ship (4,000BCE)
6. The Wheel (3400 BCE)
7. Money (3000 BCE)
8. Iron (3000 BCE)
9. Written Language (2900 BCE)
10. The Legal System (1780 BCE)
11. The Alphabet (1050 BCE)
12. Steel (650 BCE)
13. Water Power (200 BCE)
14. Paper (105)
15. Movable Type (1040)
16. The Microscope (1592)
17. Electricity (1600)
18. The Telescope (1608)
19. The Engine (1712)
20. The Light Bulb (1800)
21. The Telegraph (1809)
22. The Electromagnet (1825)
23. Petroleum (1859)
24. The Telephone (1860)
25. The Vacuum Tube (1883)
26. Semiconductors (1896)
27. Penicillin (1896)
28. The Radio (1897)
29. The Electron (1897)
30. Quantum Physics (1900)
31. The Airplane (1903)
32. Television (1926)
33. The Transistor (1947)
34. DNA (1953)
35. The Integrated Circuit (1959)
36. The Internet (1969)
37. Microprocessors (1971)
38. The Mobile Phone (1973)
39. The Smartphone (2007)
40. The Quantum Computer (2011)

The movable type printing press was successful through Johannes Gutenberg’s work in the 15th century. Moreover, his “invention”—a vast improvement over the Chinese version of 500 Illiteracy in the Worldyears prior—led to a growing list of books, magazines, and newspapers, and the Renaissance, the Reformation, the Industrial and Scientific Revolutions, and the so-called Information Age. These developments, in turn, increased the level of literacy in the world. Yet integration is not complete. Now in the 21st century there are still approximately 800 million people in the world who are illiterate—about 16% of the world’s population; mostly women in parts of Africa, the Middle East, and Southeast Asia. In other words, the spread, adoption, and integration of innovation takes time. Integration of innovations also takes time, not only in societies as a whole, but also in organizations, academic and otherwise.

Why? A recent article in the online “CIO Journal” section of the Wall Street Journal (dated June 17, 2015) has the headline “At Innovation Labs, Playing with Technology Is the Easy Part.” In this article the writer points out:

“For many companies with innovation labs, the road from eureka to real product isn’t . . . smooth. Often a lab builds exciting stuff but then is frustrated in bringing it to the broader organization for commercial use. . . .Classic management science dictates that stable, repeatable processes keep companies in business. Innovation, by definition, disturbs equilibrium, threatening what has gone before. . . . “You are causing disruptions to a system that has an immune response to repair those disruptions.”

In other words, how do you get the “. . .[organizational] body not to reject the [new] organ.”

"The Structure of Scientific Revolutions" Thomas S. KhunA seminal work on how the scientific world initially rejects discoveries that challenge the prevailing wisdom is found in the 1962 book The Structure of Scientific Revolutions by Thomas S. Kuhn.

This brings me to the world of academia. Putting innovation aside for the moment, integration of innovation is both inevitable and resisted. On the inevitable side of the organizational equation, all academic institutions have already integrated a host of technological innovations, for example: touchtone telephones, teleconferencing, computing, the Internet, e-mail and mobile phones. Without these electronic technologies no academic institution of higher learning, at least, would exist today. As a result, “the invisible affect” is anyone at the bottom of the organization can communicate with anyone at the top of the organization. The role of organizational middle managers as messengers has virtually vanished—a trend that began in the 1980s that has resulted in the flattening of many organizations.

On the other hand, academic institutions are typically organized into groupings, that is, by academic discipline, otherwise known as departments. Yes, these departments are further grouped into larger groupings, such as arts and sciences, or business, or public affairs, but inherently academic organizations are separated into “silos,” to use the prevailing terminology. And what is the level of collaboration and cooperation among these departments? In my experience, very little. Breaking down the imaginary boundaries among departments is a very difficult endeavor.

So, on the one hand, electronic technologies have created a breakdown of hierarchy of sorts and allowed academics to communicate with others on a global scale 24/7. On the other hand, the typical organization of academic disciplines by subject inherently creates internal resistance to change.

If technological innovation is to occur on a broader basis, more colleges and universities need to create what has been initiated at Lehman College in the Bronx, New York.

Lehman College has been selected by the American Council on Education/Change Innovation Lab LogoAmerican Council on Education (ACE) to participate in the Change and Innovation Lab (CIL), a program to help colleges and universities implement significant and sustainable initiatives to increase the number of first-generation and nontraditional students who gain a college degree. Lehman is one of nine institutions that will work during the 18-month CIL project to implement concrete steps on their campuses and identify how some of these practices can be applied broadly at colleges and universities across the country. The project is supported by a $400,000 grant from Lumina Foundation.

Second, and this is really the difficult part, colleges and universities on the undergraduate level need to re-think how students take courses and earn a degree. Online learning aside, is the organization of academic subjects by department the best way to go, or is it just the way it has been always done, and why change?

In a way, the organizational status quo is the line of least resistance. In another way, take any subject, from anthropology to zoology, from accounting to English, and you should find that no subject is pure in content. For example, accounting is a lot about “debit left, credit right.” But it is not just about numbers. It is about analytical thinking, and communicating conclusions in an efficient and effective way to someone else or a group of someone elses in written and oral forms. In other words, in this one subject, it is not just about crunching numbers, it is also about conceptual thinking, and communicating. You can throw in “ethics” as well, given the history of the accounting business in the last 20-30 years.

The integration of innovation takes lots of timeExpectations of short-term results from organized innovation efforts, and integration of these innovations into the organizational structure need to be tempered by the long history of homo sapiens’ technological evolution. The reality is innovation, more often than not, happens by accident and there are always antecedents. And integration of these innovations always takes time, a lot of time.

Eugene Marlow, Ph.D.
September 7, 2015

© Eugene Marlow 2015

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The Four Communications Stages of Man

The Shape of Society © Eugene Marlow 2005The Marlowsphere Blog (#107)

Mankind’s communications technology history can be divided into four mega stages: oral communications; written, then printed communications; electronic communications; and most recently communications based on photonic technologies.

Oral Communications

The initial stage of man’s evolution as a communicating species is the age of oral communications. This age has lasted, of course, until the present day. All of our electronic and photonic devices notwithstanding, we still use orality to communicate. But it should not be taken for granted that orality has been extant since man’s antecedents walked out of Africa and began to populate the world. As Robbins Burling, author of The Talking Ape: How Language Evolved (Oxford University Press, 2005), points out, man’s development of language as a means of communication beyond body language and cries and calls probably took a period of a couple of million years to evolve, beginning with physiological changes to the position of the voicebox in relation to the tongue and mouth. In effect, language is a success story that did not happen overnight.

This age can be symbolized by a circle. Why? Because in the age of oral communication it all took place in a face-to-face context. In a tribal context, imagine the old man of the tribe sitting around the campfire in a circle telling the stories, the news of tribe. Everyone in earshot was at that moment part of the tribe. The record or history of the tribe was verbal. It radiated from the speaker. Everyone who was around to hear the speaker received the message directly from the storyteller. Hence the circular symbol. 
 
The Age of Writing and Print
 
Inca Quipu currently in Larco Museum CollectionTribal history and record keeping moved from the ear to the eyes with the development of visual symbols, for example, primeval Chinese ku-wan–gesture pictures. These pictures preceded pictographs, the picture symbols that first appeared in Western Asia. Native American tribes notched or painted sticks to convey messages. In South America, Incas knotted colored quipu cords to keep complex records.  Notice that all these last approaches have an element of portability.

About 10,000 years ago, in 8,000 BC in Sumer in the so-called Fertile Crescent, particularly Mesopotamia, small clay triangles, spheres, cones and other tokens were molded to represent sheep, measures of grain, jars of oil and other trading goods. Around 3,100 BC the Sumerians invented numerals, thus separating the symbols for sheep from the number of sheep. This was perhaps the first digital (as opposed to analogic, as in orality) technology.

Fast forward a few millennia to somewhere between 1,100 and 800 B.C. when the Greeks added vowel sounds and both expanded and contracted the antecedent Phoenician alphabet to create the unique alphabet we use today. This alphabet became the standard for writing in the Western world. I use the word standard advisedly: standardization along with portability are the two central prerequisites for the ubiquitous adoption of a new technology.
 
Before there was printing, there was copying by hand. Before copying by hand, there was paper. The invention of paper in China is credited to a eunuch, Ts’ai Lun, the emperor’s minister of public works, in 105 A.D. .

In the eleventh century, one Pi Sheng, a [Chinese] blacksmith and alchemist, invented movable type, molding characters out of baked clay–pottery type that he placed in an iron frame. He made several copies of each word character and 20 or more of the most common words so he could print a whole page at once. Unfortunately, success eluded Pi Sheng. No ink behaved well with pottery type and the sheer volume of Chinese word characters (today there are about 40,000) worked against his medium of poetry type, so it was easier just to engrave wooden blocks.

It was printer Johnannes Gutenberg, in the mid-1400s, in Mainz, Germany, who produced a printing system using movable type. Most obvious among its elements wereGutenberg Press controlled, exact dimensions of alphabet type cast from metal punches made of hardened steel. These were not unlike the dies, stamps, and punches that were well known to European leather workers, metal-smiths, and pewter makers.

In 1451 Gutenberg used a press to print an old German poem. In 1453 he prints a 42-line per page Bible. By 1490 the printing of books on paper (rather than parchment) becomes more common in Europe. By 1500 approximately 35,000 books have been printed, some 10 million copies.

Note again that fundamental to the success of the printing press is the characteristic of standardization. The portability factor comes into play with respect to the product–the thousands of books that contained history, records, and ideas that could be easily transported from one place to another.

Writing and printing: lines on paper, read from left to right in Western cultures, right to left in Middle Eastern cultures, and down and up in Far Eastern cultures, paragraph by paragraph, page by page. Linear and orderly. From a communications model point of view, writing and printing evolved what has become known as a militaristic or bureaucratic model symbolized by a triangle, or, if you prefer, a pyramid.

Writing and printing evolved hierarchical societies: the top of the hierarchy (primarily those who could read and write) told the folks in the middle of the hierarchy what to do. They, in turn, told the rest of the society (primarily those who could not read and write) what to do.

This form of societal organization–militaristic, bureaucratic, industrial and manufacturing oriented–existed intact from the time of the great Pharaohs to the middle of the 20th century. The symbol of this kind of society–the pyramid–can be viewed as imposed on the circular symbol that represents the antecedent oral society.

The Electronic Age

The more recent communications technology stage is the electronic age, symbolized by an amoeba-like pyramid. Imagine this symbol superimposed on the top of the pyramid, on top of the circle. All three co-exist today.

Samuel B. MorseThe electronic age was born in 1838–a mere 176 years ago. Early in that year Samuel Finley Breese Morseartist, daguerrotypist, a so-called “American Leonardo”–gave a series of public demonstrations of the first practical electromagnetic telegraph. In 1844, after receiving a thirty-thousand dollar grant to construct a telegraph line between Baltimore and Washington D.C. the year before, Morse finally opened the nation’s first commercial telegraph line on May 24 with the now famous query “What hath God wrought?”  On that day the electronic communications age was born. On that day, the message was separated from the messenger at the speed of light.

Then came Thomas Edison, himself a master telegrapher, also inventor of the electronic light bulb and many other electrical devices that have contributed to our speed of light culture. About the same time, the telephone was invented.

The basis for modern network broadcasting was created in the United States by the American Telephone & Telegraph Company (AT&T). In 1922, AT&T opened radio station WEAF in New York. Soon thereafter broadcast radio became a dominant mass medium in the United States with many people and families listening to the radio in groups to electronic reporters.

In 1939 at the World’s Fair in New York, broadcast television was introduced to the American public. At the time it was called “Radio with Pictures.” Soon broadcast television became the dominant mass medium, especially for news. In time, network television became the medium of choice for primetime.

But in the 1950s came cable television. And today several local and regional cable outlets have developed news channels, such as NY1 in New York City.  Broadcast news channels have become just another number on the cable box.

In between these developments in radio and broadcast and cable television, "2001: A Space Odyssey" by Arthur C. Clarksatellites were developed. Actually it was in the mid-1940s that Arthur C. Clark, the author of 2001 A Space Odyssey first proposed the idea. Satellites not only expanded the broadcast television world, and helped launch the pay cable network business, it also gave birth to business teleconferencing, which lead, in turn, to the advent of satellite media tours.

Computers, of course, and computer networks are the communications media of the 1990s-present. Even though the first mainframes were developed in the mid-1940s, today computers in the form of personal computers give new meaning to the phrase “information access.”

All of these electronic technologies are merging into what we call today the Internet and the World Wide Web.

In sum, between 1838 and now a cornucopia of electronic media have been created to reach a variety of audiences on a local, regional, national, and now global scale.

The Photonic Age

It should be obvious that the electronic age is not the end all, be all of man’s communication technology evolution. I propose we have already entered the next stage in the history of communications technology: the age of photonics, or the age of light.

What is photonics? Photonics is “The technology of generating and harnessing light and other forms of radiant energy whose quantum unit is the photon. Photon WavesThe range of applications of photonic extends from energy generation to detection to communications and information processing.”

You are already familiar with some photonic devices: fiber optics for telecommunications, supermarket checkout scanners, CD-ROMs, lasers in medicine, lasers in military weaponry. Of course, in science fiction there are many more photonic applications: phasers and non-invasive surgery tools.
 
Apart from the fact that more and more technologies are increasingly using photonic applications, there are other clues that we are at the early stages of a new communications technology era.

It can be said that the work of artists are precursors to emerging trends. For me, the clue to the emergence of the age of light comes from Steven Spielberg’s “Close Encounters of the Third Kind.” When you watch this film one of the things that should become apparent is that it is all about light: shades of light, use and misuse of light, shedding light on the truth, lighting up the sky, reaching for the light, and the light within.  |

It has become an accepted truth that nothing travels faster than the speed of light. Yet some films presage just the opposite. And keep in mind that one of the first movies ever made at the turn of the 20th century presaged a trip to the moon, almost 70 years before it actually happened!

All in all, it needs to be pointed out that while it took a couple of million years for man to communicate via spoken language, it has only taken about 12,000 years for the species to move from an agricultural-dominant culture, to writing, then printing, to electronic media, and now photonic communications media.

More on this subject in the next blog.

Please write to me at meiienterprises@aol.com if you have any comments on this or any other of my blogs.

Eugene Marlow, Ph.D.
September 15, 2014

© Eugene Marlow 2014

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