Hello, my name is Bobby Blake and I am here to tell you about a way we can improve company communications across all office locations with never leaving our corporate location. Implementing a technology based communications system can provide us with the ability to move ahead of our competition by allocating valuable human resources in productive ways. Video conferencing brakes down the long distance visual barrier that hinders interaction during meetings, presentations and gatherings. With my experience in selling electronics for 4 years and being a help desk professional for 1, I firmly believe that such a system will tremendously benefit our entire organization.
The current ways that we present, train and meet with employees are either by phone conferencing or by traveling to the location of the office. The presentations are strictly audio, unless given off-site and the times for travel must be setup far in advanced in order to accommodate all parties involved. Trainers must travel to each offsite location to train new employees since they are all located at the corporate office.
Go in to the communication limitations. The main limitations are that the people listening to the presentation cannot see the speaker, which makes it harder to focus and also pay attention to body language. Graphs and other visual aids cannot be used, which would provide attention getting materials that the audience could see and interpret. The fact that any documents must be mailed in advance and could potentially get lost or delayed is a great inconvenience.
As you can see form the diagram, a high speed internet connection is the basis for the communication. Each room can fully interact or simply observe, depending on their purpose in the meeting.
The benefits of the remote camera systems include the ability of the speaker to see his audience and vis versa. The speaker may use visual aids to better portray the message or presentation. Everyone can participate and be seen as well as heard. The audio quality is much better and clearer than that of any speaker phone system. Large televisions or projector screens may be used to allow larger groups to see better. The connection on which the groups connect to one another is very fast and reliable, downloading and streaming is very minimal. More people can be seen and heard by using the zoom feature on the camera, which automatically focuses in on the speaker. The saving of travel expenses allows for the camera systems to pay for themselves in as little as two company trips. Potential clients may have similar systems that would allow them to connect and conference with our staff.
The costs of the camera systems for 3 locations would be $10,000. While the cost of sending an average of 4 employees to the Atlanta office would be $6200 or more for a single trip. The camera system would pay for itself after 2 to 3 trips.
The following symptoms would be eliminated at CBE if a video conferencing system was implemented. Due to the possibilities the system would provide, it may also improve other flaws of the company as it is updated and advanced in the future.
It is recommended that the company invests in the camera systems at each office to better our communication between locations, decrease travel expenses and encourage our clients to invest in similar systems so they may communicate in a more direct, efficient fashion.
See Bobby's First Try here
Video Conferencing Presented by Bobby Blake IT Technical Support Specialist The Emerica Group, Inc.
Current Meeting, Presentation and Training Formats <ul><li>Off-Site communication is either by phone conference or travel to the site </li></ul><ul><li>The presentations are given strictly in audio, unless traveling is involved </li></ul><ul><li>Meetings and travel times must be established early </li></ul><ul><li>Trainers and staff are flown to location to train new hires </li></ul>
Current Communication Limitations <ul><li>Cannot visually see the speaker </li></ul><ul><li>Graphs, Pictures and Visual Aids cannot be used effectively during Presentation </li></ul><ul><li>Must mail or fax copies of documents ahead of time </li></ul><ul><li>Inconvenient use of telephone for communication to large groups </li></ul><ul><li>Trainers and management must travel to train staff </li></ul>
Video Conferencing Systems <ul><li>Uses a high speed internet connection </li></ul><ul><li>Can be displayed on large screens </li></ul><ul><li>Audio may be heard using speaker systems or Television sets </li></ul><ul><li>PowerPoint's, Word Documents and other visual aids may be displayed to each group of users </li></ul><ul><li>2 or more destinations may be connected at anytime </li></ul><ul><li>Camera costs are $3000 per site </li></ul>
Benefits of Remote Camera Systems <ul><li>Audience Interaction </li></ul><ul><li>visual aids </li></ul><ul><li>Exceptional Audio </li></ul><ul><li>Larger Video Displays </li></ul><ul><li>Fast, Reliable Video </li></ul><ul><li>Better Listening </li></ul><ul><li>Saves travel expenses </li></ul><ul><li>Interact with clients </li></ul>
Video Conferencing Vs. Travel Costs <ul><li>Costs of Camera Systems and Maintenance: $10,000. </li></ul><ul><li>Cost of Airfare for Management to Atlanta Office: $2000 </li></ul><ul><li>Cost of Food for one Week: $1500 </li></ul><ul><li>Cost of Hotel Stay: $1500 </li></ul><ul><li>Cost of Rental Cars: $1200 </li></ul><ul><li>Totals: $10,000 Vs. $6,200 for one trip!!! </li></ul>
Fixing Issues at CBE <ul><li>Allow Trainers to interact with new hires </li></ul><ul><li>Eliminate Traveling </li></ul><ul><li>Elimination of Mailing Documents </li></ul><ul><li>Audience Interaction allowed </li></ul>
Recommendation <ul><li>Purchase camera system for Corp Office, Atlanta Office and Des Moines Office </li></ul><ul><li>Train a member of management at each location on how to use the connection </li></ul><ul><li>Incorporate more multi-site meetings in order to cover more training in a shorter period of time </li></ul><ul><li>Encourage clients to invest in systems to better the form of communication between the companies </li></ul>
Sony Brochure Available for Pick up after Presentation