First Time Video Conferencing


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First Time Video Conferencing guide by Conference Room Systems covering the following topics. Technology TimeLine, Types of Online Meetings, Common Uses for Video, Migration & Adoption, Preparing for a Launch, Best Practices for Equipment Setup, Setting Expectations and Organizational Goals, Offering “Reduced Travel” benefits and the Conclusion.

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First Time Video Conferencing

  1. 1. Video Conferencing for the 21st Century Contents 1. Technology TimeLine 2. Types of Online Meetings 3. Common Uses for Video 4. Migration & Adoption 5. Preparing for a Launch 6. Best Practices for Equipment Setup 7. Setting Expectations and Organizational Goals 8. Offering “Reduced Travel” benefits 9. Conclusion
  2. 2. 1. Technology Timeline Video Conferencing moves to the Cloud in the last 5 years.
  3. 3. What organizations with video conferencing are saying… In 2013, 75% of enterprise companies reported to use some form of video conferencing. That number is expected to reach 95% by 2014 due to lower cost of entry.
  4. 4. 2. Types of Online Meetings • The “Video Call” • The “Virtual Meeting Room” • The “Mobile Meeting” • The “Webinar”
  5. 5. The Video Call • The “Video Call” is just like a ordinary phone call with the ability to show video and applications with the click of a button • Like a phone call, one person dials and the other person must accept the call
  6. 6. The Virtual Meeting Room • A Virtual Meeting room is a video conferencing room with an ID that can be joined on the fly in a group setting • A Virtual Meeting room has a link, an ID and optionally a password for private meetings
  7. 7. The Mobile Meeting • Mobile Meetings are launched from a Smart Phone or Computer on the Go • They can be pre- arranged like a “Virtual Meeting” or on the fly like a “Video Call”
  8. 8. The Webinar • The Webinar is ideal for large events where 2-way communication with each participants would be cumbersome. • 2-Way video and chat communication is managed by a set # of host presenters.
  9. 9. 3. Common Uses for Video Conferencing Identifying where your organization can use video conferencing is key to reaping the benefits. • Routine Meetings • Sales & Marketing • Training and Events • Connecting your Mobile Workforce • Performing Remote Services
  10. 10. Example Video Calls • Checking in with team member • Sharing a spreadsheet with a sales executive • Reviewing a project with a customer
  11. 11. Example Virtual Meeting Room • A teacher hosting after hours help for students to join • A scheduled weekly sales meeting • A Meeting Room open for casual attendee’s
  12. 12. Example Mobile Meeting • A Sales Executive keeping up with home office on the go • On-Site video from technicians in the field • Attending meetings on the road or a airplane with WiFi
  13. 13. Example Webinars • Scheduled Events • Sales Presentations to the large groups attendee’s • Informational broadcasts
  14. 14. 4. Migration and Adoption Once you have identified how you can benefit from Video Conferencing. The more important step is planning how to introduce your organization successfully. • Establishing Executive Sponsorship • Identify key team leaders and discuss roles • Plan Migration date and set up pre-launch plans
  15. 15. 5. Pre-Launch Planning 1-2 Months before Launch Develop end user training program Meet with Marketing & Communications to create promotional campaign (posters, flyers, & emails) 1 Month before Launch Send out informational email with executive approval Prepare user guides, references and contact info 2 Weeks before Launch Add information to company news letter Launch video calls using system with Team Leaders Week before Launch Send our training reminders and set up “Do it Yourself” Instructions
  16. 16. Event Launch “Seeing is Believing” Demonstrate the practical benefits with your users after a successful installation. With the correctly chosen software and hardware your system should be easy to use and support. • Launch a Test Call • Demonstrate Screen Sharing • Demonstrate Annotation • Review Common Uses • Review Mobile Application
  17. 17. 6. Video Conferencing Best Practices • Choosing a Video Conferencing Software • Choosing Video Conferencing Hardware
  18. 18. Video Conferencing Software With so many Video Conferencing Software offerings available there are two main choices that need to be made We would like to Standardize on one software everyone will use to connect to our meetings i.e. (Skype, GoToMeeting, WebEX, MS Lync ect…) We would like to be Interoperable with multiple VTC software standards (H.323, SIP, Unified Communications, ect…)
  19. 19. Standardizing on a Video Conferencing Software Benefits: 1. Staff training is simplified 2. Branding and Comfort levels rise 3. Easy management for IT support 4. Lower cost of Ownership 21st Century Benefits 1. One Click Login for users 2. Easy launch from any Computer via Link 3. Integration with Calendar Software 4. BYOD Support now covers all PC’s, Macs, iOS and Android devices.
  20. 20. Choosing a Interoperable Video Conferencing Software Benefits: 1. The cloud connects advanced systems with even the most basic systems 2. Greatest flexibility for dynamic organizations 3. One size fits all approach 21st Century Benefits 1. One Click Login for users 2. End users can connect with software of their choice 3. Integration with Calendar Software 4. BYOD Support now covers all PC’s, Macs, iOS and Android.
  21. 21. Video Conferencing Hardware 4 Simple Components to any Video Conferencing Systems 1. Computer 2. Camera 3. Microphone 4. User Control: Remote, Keyboard or Touch Screen + + +
  22. 22. Video Conferencing Hardware Choosing a PC Dedicated PC Benefits 1. One time connection to equipment 2. Reliable one time installation 3. Provide IT Management & Support Remotely User’s BYOD Benefits 1. End users can use their own machine with system 2. Lower initial equipment cost
  23. 23. Video Conferencing Hardware Choosing the Camera Details to review about your camera • Optical Zoom • Field of View • Resolution • Video Output
  24. 24. Choosing a Camera for small rooms Field of view is the most important factor in small rooms to ensure every seat is being displayed by your camera.
  25. 25. Choosing a Camera for Medium/Large Rooms Optical Zoom may be required for larger rooms. Optical zoom allows users to zoom into presenter, products and whiteboard presentations.
  26. 26. Choosing a Camera Resolution Most cameras today are either 720 or 1080p resolution. Check with your software for compatibility.
  27. 27. Choosing a Camera Video Outputs For Online virtual meetings USB 2.0 or 3.0 is ideal to connect with any PC. If you are using a Hardware Video Conferencing Codec you may desire a HDMI or DVI-I Video Output.
  28. 28. Choosing a Microphone Table Top Microphones Benefits • Best pick up performance • Lowest Cost • Integration with analog phones • Daisy-Chain for larger spaces Ceiling Microphones Benefits • No cabling to table • Clean integrated look • Wireless control options • Integration with existing phone connections Bluetooth Microphones Benefits • No Cabling to table • Less expensive than Ceiling microphones • Additional tools, such as call recording, phone connections.
  29. 29. Choosing a User Interface Wireless Keyboard / Mouse Benefits 1. Everyone is familiar with interface 2. Simply take control of Dedicated PC and launch your meetings Touch Screen Benefits Benefits 1. Even simpler than a keyboard and mouse 2. Great for annotation capabilities 3. Simple Launch call with touch of icon
  30. 30. Setting Organizational Goals and Expectations
  31. 31. 7. Setting Organizational Goals and Expectations Create a Productivity Baseline • User Satisfaction • Corporate Communications • Productivity Gains • Return on Investment
  32. 32. 8. Offering Reduce Travel Benefits to your customers Pass along your saving & gain a new competitive edge • Review potential business
  33. 33. 9. Conclusion Video Conferencing is a powerful tool that enables business to communicate more effectively. With new technologies lower the cost of entry there has never been a better time to consider video enabling your office for video
  34. 34. There’s a lot of options out there Speak with one of experts here: 1-800-486-5276
  35. 35. Call Us for more information on Web Video Conferencing Call toll free: (800) 486-5276
  36. 36. Haverford Systems Inc Learn More at our Website
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