Electronic Briefings at a Distance Presented to the ABPM Conference by David Martin Chairman & CEO SMART Technologies Inc....
Outline <ul><li>Introduction  </li></ul><ul><li>Briefing Effectively at a Distance </li></ul><ul><li>Problems & Solutions ...
SMART’s Vision <ul><li>To develop and sell products that help people collaborate, whether they are in the same room or loc...
Briefing Effectively at a Distance <ul><li>Questions for you </li></ul><ul><li>Who has used conferencing technologies in t...
Briefing Effectively at a Distance <ul><li>9/11 impact on Travel </li></ul><ul><li>Safety  </li></ul><ul><li>Security </li...
Briefing Effectively at a Distance <ul><li>Why so important? </li></ul><ul><li>Travel costs </li></ul><ul><li>Access to bu...
Briefing Considerations <ul><li>Is this the first meeting with these people? </li></ul><ul><li>Do we need to connect to ex...
Briefing issues <ul><li>Telling your story  </li></ul><ul><li>=> One-way presentation </li></ul><ul><ul><li>Capturing the ...
People, Process and Technology Solutions for Effective Briefings are a blend of  People, Process, and Technology People Te...
Transitioning to Electronic Work <ul><li>Make infrastructure investments </li></ul><ul><li>Get top management buy-in  </li...
Transitioning to Electronic Work Paper Age PowerPoint Age Electronic Work Age
Transitioning to Electronic Work <ul><li>Change management techniques </li></ul><ul><li>Best practices </li></ul><ul><li>S...
Why Remote Briefing is more difficult than Face to Face Briefing <ul><li>More difficult to determine customer level of int...
Problems & Solutions  in Electronic Briefings <ul><li>Audio  </li></ul><ul><ul><li>The quiet talker </li></ul></ul><ul><ul...
Tools to consider <ul><li>Audio conferencing </li></ul><ul><li>Data conferencing </li></ul><ul><li>Videoconferencing </li>...
Audio <ul><li>Great audio needed  </li></ul><ul><ul><li>Ability to interrupt in near real time  </li></ul></ul><ul><ul><li...
Audio Conferencing <ul><li>Multi-point audio conferencing calls represent a $3 billion a year industry </li></ul><ul><li>N...
Audio Conferencing <ul><li>Audio bridging </li></ul><ul><li>Microphones </li></ul><ul><li>Mixers </li></ul><ul><li>Local a...
Data Conferencing <ul><li>Integrated with audio? </li></ul><ul><li>Browser or client? </li></ul><ul><li>Security </li></ul...
Data Conferencing <ul><li>Data conferencing is fastest growing segment of the conferencing industry </li></ul><ul><li>Fros...
New Conferencing software <ul><li>Software only solutions </li></ul><ul><li>Portable solutions </li></ul><ul><li>Meeting p...
Videoconferencing <ul><li>Group videoconferencing unit sales have grown from 20,000 in 1996 to 80,000 annually in 2000 </l...
Videoconferencing <ul><li>Industry ships $700 million annually </li></ul><ul><li>Dissatisfaction </li></ul><ul><ul><li>Con...
Videoconferencing <ul><li>Video can be a good adjunct for some meeting types </li></ul><ul><ul><li>Product review </li></u...
Old tools => New tools <ul><li>Flip Chart </li></ul><ul><li>Whiteboard </li></ul><ul><li>Electronic copy-board </li></ul><...
Peripherals <ul><li>Displays </li></ul><ul><li>Document cameras </li></ul><ul><li>Scanners </li></ul><ul><li>Cameras </li>...
View from the Front
Displays <ul><li>Large sized displays </li></ul><ul><li>Two displays </li></ul><ul><ul><li>1 for data </li></ul></ul><ul><...
PowerPoint + Video
Two Displays Tools to  Consider
Document Scanners <ul><li>Two types </li></ul><ul><ul><li>Data </li></ul></ul><ul><ul><li>Video </li></ul></ul><ul><li>Use...
Document Scanners <ul><li>Best for paper documents </li></ul><ul><li>Make sure that software is installed </li></ul><ul><l...
Accessing Electronic Documents Tools to  Consider
Accessing Electronic Documents <ul><li>Using USB memory keys </li></ul><ul><li>… .from IBM web site </li></ul>Tools to  Co...
Cameras <ul><li>Multiple cameras  </li></ul><ul><ul><li>Quality, quality, quality </li></ul></ul><ul><ul><li>Fixed or pan,...
Whiteboards <ul><li>Electronic copy-boards </li></ul><ul><ul><li>Paper capture </li></ul></ul><ul><ul><li>Multiple surface...
Optical Whiteboard Capture Tools to  Consider
Publishing Notes Online Tools to  Consider
Podiums <ul><li>Standard or electronic? </li></ul><ul><li>Effect of standing behind </li></ul>Tools to  Consider
Mission Critical Support <ul><li>What happens when something goes wrong? </li></ul><ul><li>Lessons learned </li></ul>
Training <ul><li>Getting comfortable with the technology </li></ul><ul><ul><li>Don’t forget the remote participants </li><...
Electronic Briefing Summary <ul><li>Learn from others – some best practices can be found on www.EffectiveMeetings.com </li...
Electronic Briefing summary <ul><li>Teach  when  to use the tools </li></ul><ul><li>Bias your solution set to Audio + Data...
Questions?
Electronic Briefings at a Distance  Presented to the ABPM Conference by David Martin Chairman & CEO SMART Technologies Inc...
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Electronic Briefings at a Distance

  1. 1. Electronic Briefings at a Distance Presented to the ABPM Conference by David Martin Chairman & CEO SMART Technologies Inc. April 4 th , 2002
  2. 2. Outline <ul><li>Introduction </li></ul><ul><li>Briefing Effectively at a Distance </li></ul><ul><li>Problems & Solutions </li></ul><ul><li>Tools to Consider </li></ul><ul><li>Summary </li></ul><ul><li>Questions </li></ul>
  3. 3. SMART’s Vision <ul><li>To develop and sell products that help people collaborate, whether they are in the same room or located around the world. </li></ul><ul><ul><li>Effective Virtual Team workshops since 1997 </li></ul></ul><ul><li>Developer of Collaboration Products since 1990 </li></ul>
  4. 4. Briefing Effectively at a Distance <ul><li>Questions for you </li></ul><ul><li>Who has used conferencing technologies in their Executive Briefing Program? </li></ul><ul><li>Has this been to connect with: </li></ul><ul><ul><li>Internal presenters? </li></ul></ul><ul><ul><li>External customers? </li></ul></ul><ul><li>Who has been happy with this experience? </li></ul>
  5. 5. Briefing Effectively at a Distance <ul><li>9/11 impact on Travel </li></ul><ul><li>Safety </li></ul><ul><li>Security </li></ul><ul><li>Restrictions </li></ul><ul><li>Hassles </li></ul>
  6. 6. Briefing Effectively at a Distance <ul><li>Why so important? </li></ul><ul><li>Travel costs </li></ul><ul><li>Access to busy people where they are </li></ul><ul><li>Need to do things faster </li></ul><ul><li>People are growing more aware of technology, becoming more accepting and better trained </li></ul><ul><li>Infrastructure is improving </li></ul><ul><li>Experience in using this approach is growing </li></ul><ul><li>Technology components for idea capture can actually be helpful in recording comments of briefing participants </li></ul>
  7. 7. Briefing Considerations <ul><li>Is this the first meeting with these people? </li></ul><ul><li>Do we need to connect to external parties only? </li></ul><ul><li>Is there a need to connect internal and external parties? </li></ul>
  8. 8. Briefing issues <ul><li>Telling your story </li></ul><ul><li>=> One-way presentation </li></ul><ul><ul><li>Capturing the dialogue </li></ul></ul><ul><ul><li>=> Two-way dialogue </li></ul></ul><ul><ul><li>=> Capture decisions, tasks </li></ul></ul>
  9. 9. People, Process and Technology Solutions for Effective Briefings are a blend of People, Process, and Technology People Technology Process Effective Briefings
  10. 10. Transitioning to Electronic Work <ul><li>Make infrastructure investments </li></ul><ul><li>Get top management buy-in </li></ul><ul><li>Find a product champion -- the higher up, the better </li></ul><ul><li>Get everyone comfortable with the new paradigm </li></ul><ul><li>Roll out with an extensive, ongoing training program </li></ul>
  11. 11. Transitioning to Electronic Work Paper Age PowerPoint Age Electronic Work Age
  12. 12. Transitioning to Electronic Work <ul><li>Change management techniques </li></ul><ul><li>Best practices </li></ul><ul><li>Senior management buy-in </li></ul><ul><li>Look for win-win situations (pilots with more technically-oriented individuals) </li></ul>It’s all about managing Change…
  13. 13. Why Remote Briefing is more difficult than Face to Face Briefing <ul><li>More difficult to determine customer level of interest </li></ul><ul><li>Maintaining interest more difficult because remote participants will time-share </li></ul><ul><li>Remote briefing will be more formal </li></ul><ul><li>Informal chats more difficult </li></ul><ul><ul><li>(Can we solve this?) </li></ul></ul>
  14. 14. Problems & Solutions in Electronic Briefings <ul><li>Audio </li></ul><ul><ul><li>The quiet talker </li></ul></ul><ul><ul><li>Audio delay </li></ul></ul><ul><li>Video </li></ul><ul><ul><li>Video image quality </li></ul></ul><ul><ul><li>Lighting </li></ul></ul><ul><ul><li>Following the moving presenter </li></ul></ul><ul><ul><li>Can we make the electronic briefing work without needing a production crew? </li></ul></ul><ul><li>Data </li></ul><ul><ul><li>Paper documents </li></ul></ul><ul><ul><li>Remote gestures </li></ul></ul><ul><ul><li>The carry-in guest notebook </li></ul></ul><ul><ul><li>Firewalls </li></ul></ul><ul><ul><li>Security </li></ul></ul><ul><li>General </li></ul><ul><ul><li>Capturing minutes </li></ul></ul><ul><ul><li>The multi-tasker </li></ul></ul><ul><ul><li>Getting agreement </li></ul></ul>
  15. 15. Tools to consider <ul><li>Audio conferencing </li></ul><ul><li>Data conferencing </li></ul><ul><li>Videoconferencing </li></ul><ul><li>Peripherals </li></ul>Tools to Consider
  16. 16. Audio <ul><li>Great audio needed </li></ul><ul><ul><li>Ability to interrupt in near real time </li></ul></ul><ul><ul><li>Think about using 14 Khz. audio over separate telephone or VOIP </li></ul></ul><ul><li>Microphones need to be placed in correct locations </li></ul><ul><li>Use wireless mics so that remote participants hear clearly </li></ul><ul><li>Beware the quiet talker </li></ul><ul><li>Training </li></ul>Tools to Consider
  17. 17. Audio Conferencing <ul><li>Multi-point audio conferencing calls represent a $3 billion a year industry </li></ul><ul><li>No-reservation conference calling is fastest growing segment </li></ul><ul><li>About two-thirds of all remote meetings are audio only </li></ul><ul><li>Audio quality is a challenge </li></ul><ul><li>English as second language makes for less than satisfactory experience </li></ul>Tools to Consider
  18. 18. Audio Conferencing <ul><li>Audio bridging </li></ul><ul><li>Microphones </li></ul><ul><li>Mixers </li></ul><ul><li>Local amplification </li></ul><ul><li>Telephone quality or better </li></ul>Tools to Consider
  19. 19. Data Conferencing <ul><li>Integrated with audio? </li></ul><ul><li>Browser or client? </li></ul><ul><li>Security </li></ul><ul><ul><li>Authentication </li></ul></ul><ul><ul><li>Encryption </li></ul></ul><ul><ul><li>Getting through the firewall </li></ul></ul>Tools to Consider
  20. 20. Data Conferencing <ul><li>Data conferencing is fastest growing segment of the conferencing industry </li></ul><ul><li>Frost & Sullivan is forecasting a growth of 80% a year </li></ul><ul><li>Tool is easiest to grasp, easiest to implement </li></ul><ul><li>Security is a challenge </li></ul><ul><li>Displaying data is key for understanding </li></ul>Tools to Consider
  21. 21. New Conferencing software <ul><li>Software only solutions </li></ul><ul><li>Portable solutions </li></ul><ul><li>Meeting process + Conferencing </li></ul>Tools to Consider
  22. 22. Videoconferencing <ul><li>Group videoconferencing unit sales have grown from 20,000 in 1996 to 80,000 annually in 2000 </li></ul>Tools to Consider
  23. 23. Videoconferencing <ul><li>Industry ships $700 million annually </li></ul><ul><li>Dissatisfaction </li></ul><ul><ul><li>Connecting </li></ul></ul><ul><ul><li>Disconnects </li></ul></ul><ul><ul><li>Quality of audio </li></ul></ul><ul><li>Improvements have been made </li></ul><ul><li>Move from ISDN to IP will take time </li></ul>Tools to Consider
  24. 24. Videoconferencing <ul><li>Video can be a good adjunct for some meeting types </li></ul><ul><ul><li>Product review </li></ul></ul><ul><ul><li>Exec to exec </li></ul></ul><ul><ul><li>Indicator of who is there </li></ul></ul><ul><li>Select IP as the transport if internal </li></ul><ul><li>Choose a minimum of 384 kbps over the digital switched network (ISDN) </li></ul><ul><li>Restrict multiple point calls </li></ul>Tools to Consider
  25. 25. Old tools => New tools <ul><li>Flip Chart </li></ul><ul><li>Whiteboard </li></ul><ul><li>Electronic copy-board </li></ul><ul><li>Television </li></ul><ul><li>Paper report </li></ul><ul><li>Fixed microphones </li></ul><ul><li>Video document scanner </li></ul><ul><li>ISDN video conferencing </li></ul><ul><li>3 KHz. Audio </li></ul><ul><li>Floppy disk drive </li></ul><ul><li>Camera </li></ul><ul><li>Wired LAN </li></ul><ul><li>Interactive whiteboard </li></ul><ul><li>Optical whiteboard capture </li></ul><ul><li>Interactive display </li></ul><ul><li>Person-sized display </li></ul><ul><li>Electronic documents </li></ul><ul><li>Wireless microphone </li></ul><ul><li>Hi-res document scanner </li></ul><ul><li>IP based video conferencing </li></ul><ul><li>14 KHz. Audio </li></ul><ul><li>USB memory key </li></ul><ul><li>Hi-res digital camera </li></ul><ul><li>Hi-speed Wireless LAN </li></ul>Tools to Consider
  26. 26. Peripherals <ul><li>Displays </li></ul><ul><li>Document cameras </li></ul><ul><li>Scanners </li></ul><ul><li>Cameras </li></ul><ul><li>Whiteboards </li></ul><ul><li>Podiums </li></ul>Tools to Consider
  27. 27. View from the Front
  28. 28. Displays <ul><li>Large sized displays </li></ul><ul><li>Two displays </li></ul><ul><ul><li>1 for data </li></ul></ul><ul><ul><li>1 for people </li></ul></ul>Tools to Consider
  29. 29. PowerPoint + Video
  30. 30. Two Displays Tools to Consider
  31. 31. Document Scanners <ul><li>Two types </li></ul><ul><ul><li>Data </li></ul></ul><ul><ul><li>Video </li></ul></ul><ul><li>Use to handle </li></ul><ul><ul><li>last minute documents that are paper </li></ul></ul><ul><ul><li>objects </li></ul></ul>Tools to Consider
  32. 32. Document Scanners <ul><li>Best for paper documents </li></ul><ul><li>Make sure that software is installed </li></ul><ul><li>Reconfirm before briefing </li></ul>Tools to Consider
  33. 33. Accessing Electronic Documents Tools to Consider
  34. 34. Accessing Electronic Documents <ul><li>Using USB memory keys </li></ul><ul><li>… .from IBM web site </li></ul>Tools to Consider
  35. 35. Cameras <ul><li>Multiple cameras </li></ul><ul><ul><li>Quality, quality, quality </li></ul></ul><ul><ul><li>Fixed or pan, tilt, zoom? </li></ul></ul><ul><ul><li>Front of room or back? </li></ul></ul><ul><ul><li>PC Camera for ad hoc capture </li></ul></ul>Tools to Consider
  36. 36. Whiteboards <ul><li>Electronic copy-boards </li></ul><ul><ul><li>Paper capture </li></ul></ul><ul><ul><li>Multiple surfaces </li></ul></ul><ul><li>Interactive whiteboards (non-projected) </li></ul><ul><ul><li>Portable </li></ul></ul><ul><ul><li>Built-in </li></ul></ul><ul><li>Digital capture whiteboards </li></ul><ul><ul><li>Camera based </li></ul></ul><ul><ul><li>Appliances versus PC peripheral+ </li></ul></ul>Tools to Consider
  37. 37. Optical Whiteboard Capture Tools to Consider
  38. 38. Publishing Notes Online Tools to Consider
  39. 39. Podiums <ul><li>Standard or electronic? </li></ul><ul><li>Effect of standing behind </li></ul>Tools to Consider
  40. 40. Mission Critical Support <ul><li>What happens when something goes wrong? </li></ul><ul><li>Lessons learned </li></ul>
  41. 41. Training <ul><li>Getting comfortable with the technology </li></ul><ul><ul><li>Don’t forget the remote participants </li></ul></ul><ul><ul><li>Change behavior to include remote folks </li></ul></ul><ul><ul><li>Resolution </li></ul></ul><ul><ul><li>Gesturing (remote pointer) </li></ul></ul><ul><ul><li>Announce who is speaking </li></ul></ul><ul><ul><li>Think of working with a disabled person (deaf, blind) </li></ul></ul><ul><ul><li>Follow-me presentations </li></ul></ul><ul><ul><li>Slide design </li></ul></ul>
  42. 42. Electronic Briefing Summary <ul><li>Learn from others – some best practices can be found on www.EffectiveMeetings.com </li></ul><ul><li>Look for a suitable pilot </li></ul><ul><li>Make appropriate tools available </li></ul><ul><li>Bring all team members together </li></ul><ul><li>Teach the new processes as well as how to use the technology </li></ul>
  43. 43. Electronic Briefing summary <ul><li>Teach when to use the tools </li></ul><ul><li>Bias your solution set to Audio + Data </li></ul><ul><li>Make infrastructure investments </li></ul><ul><li>Get champions on-board early </li></ul><ul><li>Move from Paper to PowerPoint to Electronic Work Age </li></ul>
  44. 44. Questions?
  45. 45. Electronic Briefings at a Distance Presented to the ABPM Conference by David Martin Chairman & CEO SMART Technologies Inc. April 4 th , 2002

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