Video Conferencing Guide: Eight Steps to
Contents
1. 4 You re in the spotlight Cameras and video displays tend to make everything bigger Nervous habits or little recurrent gestures will be magnified and a distraction to participants on the other end Try not to rock sway or fidget with paper or pens Remember to relax A video meeting is like any other meeting except it includes people who are not physically present in your room WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 5 The camera is always paying attention When you are connected in a video call the camera and microphone will faithfully pick up all images and words Smart remarks quips and asides or demeaning gestures such as rolling eyes will be greatly amplified at the far end You should assume that the other meeting participants can hear and see everything even when the camera Is not pointed in your direction 6 Cede the floor Secondhand noise is distracting and makes it hard to hear other speakers clearly So mute the microphone on your side when not speaking This keeps coughing rustling papers and other noise from drowning out the speaker 7 You re not on TV H F U H I N T A video conference is two way communication unlike television which is passive and one way Be sure to build in opportunities to verbally engage the participants Be sure to speak to make at the far end Vary your source mat2. COM See performance
3. according to Frost and Sullivan with that number now reaching over 50 percent When selecting your network you should ask yourself 1 Whom do you plan to call For example are the sites you plan to call all internal Do you plan to call other sites not owned by your company How widely available is the desired network Not all networks are available worldwide For example ISDN is widely available in many countries but is still in the early stages of deployment in some countries and rural areas The same applies to IP networks Not all countries or areas are con nected the Internet with the same speed and reliability Be sure to check which networks are available in the geographic areas where your company operates What are the costs associated with the network Costs will vary based on your choice of network If considering an ISDN network remember that you will have local and long distance charges involved When looking at an IP network consider the implementation costs and your existing network architecture Take into account your costs over the long term for each type of network How reliable is the network It is important to note that public Internet is not as reliable as private IP networks How much bandwidth will you require Will you be using embedded multi point functionality High Definition video or other features that require higher bandwidth You may wish to restrict the bandwidth for certain users or ap
4. immersive telepresence room additional recommendations are available to make your meeting seem as true to real life as possible Background e Remember that the camera shows what is behind you Provide a calming back ground with a neutral color medium contrast and soft texture Avoid patterns on the walls e Avoid moving backgrounds such as curtains in a draft or people walking behind you This may reduce image quality and distract the attention of those on the far end e Do not place the camera facing a doorway Choose atable that is light but not reflective A light natural wood is a good choice e Avoid unnecessary furniture or clutter inthe room Lighting e Avoid direct light on people presentation materials or the camera lens Direct light will create harsh contrasts and shadows e Ifyou have poor lighting in the room you may need to use indirect artificial light Indirect light from shaded sources or reflected light from pale walls often produces excellent results e Daylight type lamps are most effective Avoid colored lighting that might tint your image e Don t place reflective whiteboards directly behind people or where lighting may reflect and cause glare If they are not required remove them altogether Placement e Place your video system about two to three feet 60 100 cm away from the person who is speaking taking into consideration screen size and what feels natural WWW TANDBERG COM TANDBER
5. nega tively affect the quality How well can you hear Is audio in sync with images The microphone echo canceller speakers and your bandwidth all define the audio experience How often are calls dropped There should be a high mean time between failures State of the Art Technology Is there innovative engineering design that provides the latest in video clarity and functionality Is it manufactured under the ISO 9002 certification Is it manufactured with energy efficiency and environmental sustainability in mind Is the design of the form factor innovative and appealing WWW TANDBERG COM TANDBERG P 12 20 WWW VIDEOCHAMPION COM See performance 13 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Ease of Use Are the menu prompts phone books and user interface clear and intuitive enough for anyone in your organization to follow Is it easy to install maintain and service Does it offer a flexible managed service program that lets you choose your network Integration Is there one click integration with other communication tools Is it standards based for interoperability with third party video units Can it be seamlessly integrated with other workplace tools Do all video systems from telepresence and desktop solutions to infrastructure work together seamlessly Value Are systems optimized for both high and low bandwidths to help you balance cost with functionality Can you up
6. user tips promotional ideas and roll out programs Below is asample of the resources you can find to help you raise video adoption and become a video champion EFFECTIVE VIDEO MEETINGS A video meeting is just like a live meeting almost If you re used to conducting live presentations you are already well on your way to becoming an effective video com municator The techniques that ensure powerful live presentations and dynamic meetings also work for video communication see sidebar However video meetings and presentations do require some minor adjustments Here are a fewtips to keep in mind 1 more than a talking head Your video system gives you the ability to share multimedia source materials such as video clips Web sites soreadsheets and other presentations Taking advantage of this ability to communicate visual information will make your video meetings more engaging and effective 2 in the eye Eye contact is important in any presentation In a video environment eye contact comes from looking toward the camera not the display Make certain that your camera Is positioned as close as possible to the top center of your video display This will give the impression of strong eye contact and help to build trust and understanding among your participants 3 Speak up If you mumble and cannot be heard by the person seated next to you the people on the other end will also have a problem hearing you
7. DEO 5 YOUR RETURN ON INVESTMENT IMAGINE THE POSSIBILITIES Good news If you re considering a video purchase for your organization you have a wider range of options than you did even just a few years ago The video conferencing industry is changing rapidly With the proliferation of IP simplified user interfaces and the introduction of new form factors such as personal video for the desk or PC video is more accessible than ever before At the same time the introductions of telepres ence solutions and high definition video have raised the bar for quality and design This expanding video universe also means you ll need to carefully weigh a broad array of features and functionality to assemble the video program that is best for your organization The first step Imagine how your organization might use video Almost any workflow process that you currently implement with telephone e mail or travel can be improved with video Once video is in place you may be surprised at the additional opportunities you discover to improve communication Have a look at the examples below to see how different types of departments have successfully used video Executives e Hold regular management meetings e Conduct board meetings face to face e Reach key decision makers whenever you need them e Stream CEO briefings live or record them for later viewing e Speak at seminars or trade shows without traveling Improve work life balance Sales and Marketi
8. EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO TANDBERG See performance eee VIDEO CONFERENCING GUIDE TABLE OF CONTENTS INTRODUCTION 5 2 CHANGING THE WAY PEOPLE COMMUNICATE 4 53 YOUR RETURN ON INVESTMENT bene tenet 5 4 ELEMENTS OF A VIDEO CONFERENCING SOLUTION 8 5 VENDOR AND SYSTEM SELECTION 11 6 SELECTING YOUR 14 ROOM SETUR sper cect merece et epee ares Na 16 8 SET YOURSELF UP FOR SUCCESS ews tected 18 A FINAC WORD hee en et a ek ee to 20 WWW TANDBERG COM TANDBERG P 2 20 WWW VIDEOCHAMPION COM See performance A TANDBERG Roper ASW survey found that 56 percent of business professionals estimate they waste more than 30 minutes a day using inefficient communication methods 5 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 1 INTRODUCTION VIDEO CONFERENCING THE NEXT BEST THING TO BEING THERE Did you know that 55 percent of communication is determined by nonverbal cues namely tone of voice and body language How many of these important nonverbal details get lost everyday in e mail exchanges or teleconferences Face to face com munication is more personal It builds a higher level of trust reduces confusion and makes people more accountable for their actions Of course in today s business environment communica
9. G WWW VIDEOCHAMPION COM See performance HELPFUL HINT Avoid moving backgrounds such as curtains in a draft or people walking behind you This may reduce image quality and distract the atten tion of those on the far end P 17 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Set up e Set the unit to Automatic Answer but mute the microphone e Position the camera in the top center of your unit For Desktop Video Conferencing Units e Video should be located close to your PC along with your other everyday tools This way you can easily share presentations without having to move You may even be able to use your system as a PC screen e Use headset for privacy in an open office environment For Meeting Rooms e Place the microphone atthe front of the table to ensure that all speech will be detected The best position is at least 6 5 feet approx 2 meters in front of the system on a flat surface with at least one foot 0 3 meters of table in front e Keep the document camera close to the leader of the meeting or the designated controller Remember to arrange all the peripherals so that one participant can reach each of them point change the display record or perform other functions during the conference e help ensure the most natural meeting environment position the camera on the top center of the receiving monitor The camera should point directly at the meeting participants to guarantee
10. SSIBILITIES OF VIDEO A FINAL WORD LET S GET STARTED At TANDBERG we re changing the way people communicate Video is making our customers more productive by e Accelerating decision making e Scaling knowledge e Unifying organizations e Improving work life balance Enhancing environmental responsibility TANDBERG offers complete range of solutions designed to meet your business objec tives including telepresence High Definition video conferencing and mobile video The success of any solution depends upon products and services that are high quality reliable easy to use and deliver excellent value With customers in every industry in more than 90 countries our company is at the forefront of the video industry consistently the first to deliver fresh functionality and realize new applications We were the first to introduce architecture that embraces open standards promotes interoperability and leverages existing network infrastructure We are an integral part of the Unified Communications movement Our alliances with HP Microsoft IBM Nortel Avaya Cisco and others ensure that our products interoperate with best in breed communications technologies providing you with high value and low total cost of ownership for your video investment To learn more about how TANDBERG can help you implement the right video solution for your organization please visit www tandberg com WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION
11. erials and provide visually interesting items that eye contact with and engage will elicit responses all parties on your call 8 Play to the crowd When you re in the middle of a presentation it can be easy to forget that you are not just presenting to the people in your room but also to the participants at the far end Be sure to speak to make eye contact with and engage all parties on your call 9 Testing 1 2 3 Be sure to test your system and source materials prior to your meeting Do not assume that because the systems worked well in one type of connection they will work for every connection You may be connecting to a dissimilar and less capable system or into an unstable network this may result in small difficulties that need to be worked out ahead of time Prepare your Presentation e Identify your goals for the presentation or meeting e Know your audience and what they want e Prepare an introductory overview for a presentation or agenda for a meeting Develop a conclusion to reiterate presentation points or confirm meeting decisions e Rehearse your presentation ahead of time e Don tjust read your presentation Look up from your materials every five to ten seconds e Vary the volume and rate of your speech Avoid a monotone e Allow time for O amp A WWW TANDBERG COM TANDBERG P 19 20 WWW VIDEOCHAMPION COM See performance P 20 20 EIGHT STEPS TO UNDERSTANDING THE PO
12. eye contact with those at the far end e Aroom with carpeted floors will help absorb sound and prevent echo problems Loudspeaker Volume e The audio system will use the loudspeakers built into the monitor or TANDBERG s Digital Natural Audio Module You can set the default volume level by adjusting the volume on the monitor with the monitor remote Brightness Control To adjust brightness colors or other settings of the monitor use the monitor s own remote control Adjust the monitor to suit the conditions of the conference room The monitors used by TANDBERG have on screen menus that are very easy to use For more information on configuring the monitor refer to the user manual Ease of Use help meeting participants dial add presentations and use other functionality during acall station a poster table tent or other quick reference guide in the room Also see the Promote your Program section of TANDBERG s www videochampion com site for more helpful hints WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 8 SET YOURSELF UP FOR SUCCESS BE A VIDEO CHAMPION It is essential to the success of your program that your end users are excited about the video solution and prepared to book set up and join video meetings Video Champion site www videochampion com has a wide variety of resources on training
13. grade software to add on features as technology develops and your adoption grows Do the features and functionality meet your needs at a competitive price Standards amp Compatibility Be sure to choose a standards based solution that Is interoperable with video equipment from any manufacturer If you are adding new infrastructure management software or additional systems to expand an existing network you will only be able to communicate seamlessly if the solution you choose is standards based But be beware Some video conferencing systems can be compliant with International Telecommunications Union standards and still be proprietary at the same time These systems may not support all features and speeds or the same quality image in both modes of transmission It is important to understand how a system will perform when it is connected to equipment manufactured by another video conferencing company WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 6 SELECTING YOUR NETWORK MAKE THE RIGHT CALL You may choose to run your video conferencing traffic over dedicated IP networks or ISDN networks If you already have an IP network in place for voice your natural next step may be to deploy video over IP Many companies run video systems in a mixed environment More than a quarter of all video conferences ran on an IP network in 2006
14. h Distance Education Defense and other industries have special video systems designed to meet their specific application You may find that your applications match up to a specialized solution Centralized Management and Scheduling Tools Management systems enable you to control an increasingly complex communications environment without decreasing the level of service or significantly increasing associ ated support costs With amanagement system you can perform remote diagnostics and system upgrades control associated resources and link to third party communica tion tools generate usage reports and calculate your return on investment Multipoint Control Unit MCU With MCUs you can join multiple video and voice participants into a single conference You can find MCUs that offer High Definition continuous presence to ensure the quality of your High Definition units across the whole network and ones that are highly scalable media services engines that grow with your business demands Video Infrastructure As video adoption in your organization grows to include multiple sites and advanced functionality you will require network infrastructure to support your solution Video Infrastructure ensures e That users on different networks can connect through the same video solution e That bandwidth can be regulated Thatcalls across different networks and user domains can connect securely with NAT firewall traversal An intelligent inf
15. ices return_on_investment jsp WWW TANDBERG COM TANDBERG P 7 20 WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 4 ELEMENTS OF A VIDEO CONFERENCING SOLUTION ESSENTIAL VIDEO COMPONENTS Camera Microphone Monitor Speaker Codec These are the five essential components that constitute a video conferencing system The camera and microphone capture the image and sound at one location The codec converts the video and audio into a digital signal and compresses it before sending it out over the network At the other end the codec decompresses the signal and feeds the picture to a monitor and the sound to a loudspeaker A video call can incorporate two units or many with considerable options for function ality Depending on your application requirements and budget you will have numerous options for the video solution you choose There is a system for every workspace from boardrooms to desktops and from field locations to manufacturing floors If you choose vendor with common platform all of the systems you implement will work together easily A TOTAL SOLUTION An end to end video conferencing solution incorporates a full suite of video systems infrastructure for multiple environments and centralized managementtools You can expand it even further by integrating with external devices and productivity tools Your end to end solution may include some or all of the fo
16. iscover to improve communication Pa e Coordinate shipments with suppliers e Create single company culture with overseas branches e Prepare for business continuity plans e Conduct focus groups with customers Offer ongoing staff training Finance e Collaborate in real time set daily strategies share news and market conditions and make decisions without confusion e Extend expert financial services to customers in remote branches e Interview potential job candidates from afar e Offertraining and consulting opportunities Public Sector e Coordinate action with national state and local agencies e Conduct briefings with high level security e Provide cost efficient training opportunities e Promote telecommuting telework initiatives Public Safety e Coordinate disaster recovery efforts e Establish mobile field command posts e Disseminate information a wide audience WWW TANDBERG COM TANDBERG 6 20 WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Healthcare e Provide remote diagnostics from rural to urban centers e Link medical professionals for mentoring and consultations e Offer translation services for patients and medical staff e Participate in continuing medical education programs Education e Collaborate with other educational institutions e Extend classes to students in rural or remote areas e Include presentations from experts and virtual field trips i
17. ith any type of communica tions device and multiple networks for connectivity anywhere anytime Video offers an essential element of conversation that other technologies cannot the face to face experience UNIFIED COMMUNICATIONS OVER IP With a converged network over IP the concept of Unified Communications becomes a reality IP promises lower costs easier management remote monitoring and control higher bandwidth calls enabling higher quality audio and video and integration into the corporate information technology mainstream Video users switching from ISDN to IP can reap as much as 40 percent to 50 percent savings as soon as deployed On an IP network the ongoing costs of running a video conference are minimal just maintenance and technical support and those can be minimized further with manage ment and scheduling tools Once ROI for the initial deployment has been met any additional conferences are essentially free And because there s no incremental cost involved in running a video conference over IP employees and managers are more likely to use the technology As usage goes up payback times go down further boosting Voice over IP increases IT s control over network management and performance This applies to video conferencing as well where one of the biggest complaints has long been that video requires significant time and energy investment on the part of IT With lower setup configuration res
18. llowing products Telepresence Telepresence creates the most realistic in person meeting experience and provides an ideal platform for communication and interaction Meeting participants feel as though they re having a conversation with colleagues right across the table even though they may be miles or continents apart The telepresence category can include immersive room based telepresence environments and personal telepresence systems for executive desktops Group Video Conferencing Systems sometimes called Room These high quality systems are designed to be used in meeting rooms boardrooms auditoriums and other shared environments High Definition video conferencing solutions can offer the same clarity of picture and sound as telepresence systems WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance HELPFUL HINT There is asystem for every workspace from board rooms to desktops and from field locations to manufac turing floors If you choose vendor with acommon platform all of the systems you implement will work together easily P 9 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Desk or Personal Video Conferencing Systems These systems are designed for personal or single person use and include Video VoIP phones executive systems and PC based systems optimized for use in the office workstation home office or even the coffee shop Industry Applications Telehealt
19. monitor Will you need to record meetings and or stream video calls such as CEO briefings or trainings for those who were not in attendance Will employees want to stay visually connected while they are traveling Will people make calls on an ad hoc basis or will they always want to schedule calls in advance How will you want to integrate video with your other Unified Communications tools Instant Messaging scheduling applications IP phones 3G mobile phones and existing video systems Will people use their video unit as their primary phone Will you want to connect to a PBX How will you conduct diagnostics and maintenance Will your IT organization manage your video network from a central location or multiple locations TRY BEFORE YOU BUY The vendors you are considering should allow you to test their equipment for a period of time Don t be afraid to put it through its paces Use it in a real life scenario And don t just limit the test to the IT department bring in potential end users to get their impressions Test the solution in terms of Call Reliability and Quality How clear is the image at the bandwidth you will be using Image quality is defined by acodec that supports superior motion handling and can handle a monitor refresh rate of 30 frames per second If you are looking for High Definition quality are all elements of the end to end solution you are deploying such as MCUs High Definition If not that can
20. n your curriculum e Offer continuing education and training for instructors and staff e Hold administrative meetings among multiple campuses ROI THE THREE MOST IMPORTANT LETTERS IN THE ALPHABET Once you ve identified the ways your organization could use video sit down and calculate the time and resources you currently spend on the activities you would like to replace with video e How many people are traveling to meetings What does that travel cost e How could staff be using their time more effectively by reducing that travel e How long does it take your organization to bring a product to market Complete a consulting engagement Hire a new employee Repair a problem Each time you replace a practice with video communication you gain the opportunity to measure your return on investment ROI It s worth investing five minutes to conduct an online self assessment of your potential savings The TANDBERG Business Advantage Calculator http tandberg business advantage com can help you calculate the cost of travel to your organization based on the number of people traveling typical distances traveled and average salaries and demonstrate the potential cost and time savings of video For a personalized assessment of your potential ROI for travel as well as specific business functions within an organization you can utilize the TANDBERG Forrester Total Economic Impact Calculator by visiting www tandberg com services profes sional_serv
21. nd attitudes Belmont CA Wadsworth WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance P 4 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO 2 CHANGING THE WAY PEOPLE COMMUNICATE DISCOVER THE BENEFITS Video conferencing can deliver immediate benefits to your organization Not only will you save money and improve productivity but video can also create a competi tive advantage by Helping you make decisions faster Inefficient communication wastes an estimated 297 billion each year in the United States alone The time we spend traveling waiting for materials to arrive or trying unsuccessfully to explain complex issues over e mail is time that could be better used to bring new products to market or solve customer service issues Video enables all parties to share ideas show detailed images and take action more quickly Providing immediate access to experts Sometimes there s just no substitute for an expert Video enables you to leverage the expertise of a few people across an entire organization without asking them to travel to different locations Training translating consulting and troubleshooting can happen in real time And with video streaming and archiving solutions an expert s knowledge can be saved and accessed by anyone at any time Bringing the organization together Multiple offices doesn t have to mean isolated teams After a global expansion merger or o
22. ng e Build stronger relationships with clients by seeing them face to face e Provide customers at branch offices with expertise from the home office e Link remote sales people to the headquarters e Conduct market research with customers face to face e Get marketing messages out to the field e Serve more clients in day by reducing meeting travel Human Resources e Interview faraway candidates e Conduct ongoing training e Retain your company culture after a merger e Enhance and sustain telework programs e Conduct all company town halls WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO R amp D and Product Development e Show product documents or drawings immediately e Reduce confusion across cultures and locations e Keep a virtual watercooler on between locations for instant collaboration e Get real time feedback from suppliers and customers Access remote experts in real time e Get products to market more quickly SEE HOW DIFFERENT INDUSTRIES USE VIDEO TO MEET THEIR NEEDS Manufacturing Almost any workflow process that you currently implement with telephone e Make decisions on product development and design e Hold quality control inspections across different locations Provide experts for remote machinery repair e mail or travel can be improved with video Once video Is in place you may be surprised at the additional opportunities you d
23. nt and a variety of endpoints possibly telepresence video VolP phones and PC video Acommitment to developing standards based non proprietary solutions Integration with other unified communications tools Matching solutions to your goals How you answer the following questions will help you decide which elements of an end to end video conferencing solution are best suited to your goals How do you envision your company using video conferencing What kind of information do you exchange product details spreadsheets multimedia high security information Would it be helpful to see and speak to colleagues either their desk or at their home office Would you be communicating visually with suppliers customers partners or anyone outside of your organization How many sites do you want to be able to connect in one meeting How many people would participate in each type of meeting in each location How many video meetings might be occurring simultaneously On what type of network will you be placing your video system dedicated network IP MPLS What bandwidth will be optimal for your communications Do you want to set different bandwidth options for different types of employees WWW TANDBERG COM TANDBERG P 11 20 WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Do you want a fully integrated system or a set top solution where you can use an existing
24. ource requirements and maintenance costs video over IP makes IT s job easier Administrators can remotely manage video conferencing from anywhere increasing reliability and performance Video over IP also reduces the cost and time spent training IT staffers and end users and frees IT staffers for other strategic initiatives IP networks can be easier to benchmark before and after the installation of video conferencing That s important for performance especially as more users start to take advantage of the technology As a result the technology will run better and that in turn will lead to even more usage Better data and usage information also makes measuring ROI much simpler 3Frost and July 2005 report Guiding Enterprises towards IP Migration End to End IP Video Conferencing Services WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO ROOM SETUP MAKE YOUR MEETINGS FEEL MORE NATURAL Once you ve chosen your video solution and prepared your infrastructure it will be time to deploy That means setting up the best possible experience for your users You can use video in many environments boardroom manufacturing floor work station or home office A few simple adjustments and a few things to keep in mind will ensure that your meetings have the best possible image and audio quality If you are an
25. plications but allow higher bandwidth for your most critical video meetings You will want to choose a solution that allows you to adjust the bandwidth or one that automatically balances the bandwidth based on the application Will the solution work with your network partner High end video meetings such as those over telepresence can benefit from dedicated managed networks You will want to make sure that any solution you choose will work with the network partner you choose Are you operating in a Unified Communications environment If you are it means you need to build networks that will support varying types of communications systems devices and applications ensuring they are able to integrate Inadequate bandwidth capacity processing bottlenecks or inap propriate network design can compromise mission critical applications and negatively affect the adoption of video and other communication tools WWW TANDBERG COM TANDBERG P 14 20 WWW VIDEOCHAMPION COM See performance HELPFUL HINT Video users switching from ISDN to IP can reap as much as 40 to 50 percent savings as soon as deployed P 15 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO With Unified Communications separate communication tools are integrated into one system so that they can be seamlessly used together It combines applications and services such as video telephony calendaring Instant Messaging Presence and Web Collaboration w
26. rastructure component such as TANDBERG s video communication server VCS can make your network more reliable by ensuring that all calls are routed properly convert IP addresses into directories for one click dialing and allow your video units to interoperate with phones and other devices WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance HELPFUL HINT Call the person not the device If a user is away from the desk he or she can have inbound calls to a video unit automatically forward to cell phone P 10 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO FindMe Now you call the person not the device With applications such as FindMe a part of the TANDBERG Video Communication Server VCS callers can find you regardless of where you are Individual video users can log on to a Web based interface and control where and how they are contacted If a user will be away from the desk for example he or she can have inbound calls to a video unit automatically forward to a cell phone COMMUNICATION A WANT TO REACH DEVICES __ SOMEONE BUT 77 I ONLY WANT TO DIAL ONE NUMBER NOT ALL DEVICES PERSON ANSWERS THE CALL WHERE THEY WANT Content Server By adding a content server you can record and stream video meetings such as company wide announcements or trainings to be shown to a wide audience at a time most convenient for viewers Peripherals and Accessories There is a
27. ting in person isn t always possible But video can be the next best thing Video conferencing is a powerful multi media tool that allows for natural face to face communication even when people are miles or continents apart What does that mean for your business Many organizations consider video confer encing a key cost reduction tool It is true the typical TANDBERG customer can reduce travel by 30 percent or more resulting in significant cost savings Cost however is only one element of a video strategy that can also include increased productivity environ mental responsibility and work life balance Video conferencing affects the way that business is conducted across an entire organiza tion With video you can interview job candidates remotely enhance telework programs get real time feedback from suppliers straight to the manufacturing floor record training sessions and CEO messages and much more Today organizations use video for more than just meetings from conference room to conference room Video can a very personal experience when people at all levels of an organization can choose the solution appropriate for them and participate in video calls on their schedule TANDBERG has developed this guide to help you put together the right elements of avideo communication solution ensure user adoption and measure your post implementation success Mehrabian A Silent messages Implicit communication of emotions a
28. utsourcing initiative departments often find themselves stuck in silos disconnected from project goals and communal company culture Video creates a virtual meeting room for collaboration keeping everyone on the same page Improving work life balance Traveling all day for two hour out of town meeting means sacrificing family and personal time Not to mention the added stress of delayed flights and lost luggage By using video to attend that meeting or even working from home instead of sitting in rush hour traffic employees can maintain a balance between work and personal life save costs and protect the environment VIDEO IS THE NEW GREEN A one day worldwide break from commercial air travel would mean sparing the atmosphere approximately 90 million pounds or 41 000 metric tons of carbon dioxide emissions And that s notto mention the difference that reducing automobile travel and commuting can make By eliminating unnecessary business travel video conferencing solutions help organizations become more environmentally responsible while improving their competitive advantage For more information on how video can increase your environmental responsibility visit 5 green focused site www seegreennow com TANDBERG Roper Visual Communication Survey Reston VA WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance Pa 5 20 EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VI
29. wide range of peripheral equipment that can enhance your visual commu nication environment High Definition and wide angle cameras as well as upgraded speakers and microphones enhance the visual and audio experience With document cameras you can transmit drawings and other documents via video You can connect your video systems to DVDs VCRs whiteboards and document and multimedia appli cations via your PC WWW TANDBERG COM TANDBERG WWW VIDEOCHAMPION COM See performance EIGHT STEPS TO UNDERSTANDING THE POSSIBILITIES OF VIDEO Dx VENDOR AND SYSTEM SELECTION ONE SIZE DOESN T FIT ALL There is no one video system that is right for all organizations important to select a vendor and the video components that are the best fit for your goals and needs Selecting a vendor The ideal vendor acts as a partner in your business When drawing up a short list of vendors you should evaluate the following characteristics sound financial profile and a good business model strong company history ethical business practices and professional reputation Proven and responsive customer service Cost effective maintenance support and training programs Progressive research and development A global presence for one stop shop implementation wherever you may use video Satisfied customers Knowledgeable staff who can provide best practices for video usage in your industry An end to end solution with infrastructure manageme
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