Your Guide to Videoconferencing Save Cost. Save Time. Protect the Environment.

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1 Your Guide to Videoconferencing Save Cost. Save Time. Protect the Environment.

2 Videoconferencing The Way Forward No matter what business you are in, success is driven by the quality of your decision-making and the skill of your team in carrying through those decisions, both of which depend on high quality communications. Body language such as facial expressions, eye contact, body posture, gestures, signs and use of space (55%) Tone of voice (38%) Content or words used (7%) In today s world of global business with its increasing reliance on home or remote working and , face-toface communication can get lost. Many organisations have turned to videoconferencing as the best way of bringing people together, no matter where in the world they are located. Videoconferencing saves cost Arranging face-to-face meetings can be costly with travel expenses, hotel costs plus lunch and dinner arrangements often for a meeting that may only last three or four hours. Videoconferencing saves time Holding a videoconference optimises time management you only need to be there for the meeting itself so you can achieve more in your day, spending time working on projects and talking to customers. Videoconferencing for All Videoconferencing is not just for top management meetings in boardrooms and conference rooms. It s a personal video solution that people throughout an organisation can use to save time and cost while doing their jobs. For example, videoconferencing can be used to: Interview job candidates remotely Enhance telework programs Gain real-time feedback from suppliers straight to the manufacturing floor Record training sessions and messages In almost every market sector, videoconferencing lowers costs while increasing productivity and communication. It helps organisations achieve their ultimate goal of profit maximisation and boosts competitive advantage. Thinking of the Environment Videoconferencing helps companies become more environmentally responsible and efficient. Introducing systems in meeting rooms, on user desktop computers and even at customer, client or supplier locations dramatically lowers the carbon footprint. Good for business, good for the planet. According to Mehrabian and Ferris, there are three elements that affect the quality of face-to-face human communication¹: Return on Investment Understanding Videoconferencing Global business demands solutions that maximize return on investment. Your success is assured if you can deliver innovative products and services, react quickly to market opportunities and customer needs, efficiently solve support issues and battle competitive threats. Videoconferencing can help increase productivity, reduce carbon emissions, improve the work-life balance for employees and keep business running smoothly. The way forward in the twenty-first century. Schedule the meeting with participants and book the meeting room Make booking for flights, hotels, rental car, etc. On site meeting (hours) Video conference (hours) Prepare materials for meeting 2 2 Drive to airport 1 0 Check in & pre-flight waiting 1 0 Videoconferencing is an umbrella term covering video communication, telepresence, video telephony and partly unified communication. The concept of videoconferencing involves connecting two or more locations and transmitting audio and video over a network. Normally these networks are either ISDN (telephone) or IP (data and internet). Over 25% of all video conferences ran on an IP network in 2006, according to Frost and Sullivan. This figure rose to over 50% in Flight time to meeting 2 0 Drive from airport to meeting 1 0 Waiting for the meeting start 1 0 Meeting duration 3 3 Drive from meeting to airport 1 0 Check in & pre-flight waiting 1 0 Flight time from meeting 2 0 Drive from airport 1 0 Recovery from trip 1 0 Follow up from meeting 2 2 Total 21 8 ¹ Mehrabian, Albert and Susan R. Ferris, 1967, Journal of Consulting Psychology 31: pp

3 Saves Costs Who Can Benefit? The most obvious and immediate advantage of videoconferencing is a reduction in travel costs. Conducting face-to-face meetings via video is an excellent way to preserve the bottom line without compromising customer relationships. Many organisations have cut their travel budgets in these challenging economic times. Videoconferencing enables them to do this while continuing to hold the critical meetings necessary to increase revenue and grow business. Talking via video is also a much more personal experience than on a telephone, leading to better understanding and customer loyalty. Just about everyone in an organisation can benefit from the advantages of videoconferencing. Here s a few examples: Human Resources videoconferencing as a recruiting tool is becoming increasingly common in companies and is often used for initial interview screening to narrow down a field of candidates Sales and Marketing videoconferencing can be used to conduct weekly sales calls and track sales opportunities, integrate sales and marketing, support product launches and deliver training sessions Customer Service and Support videoconferencing provides instant access to product experts for faster response times and problem solving R&D videoconferencing enables regular project meetings between development teams, speeds up decision-making and provides easy communication with technical experts Administration and Operations videoconferencing makes it easier to implement new data systems, set up project meetings and provide outsourced operations support Top Management videoconferencing provides an effective way for CEOs to communicate corporate information and strategy to staff, speak at events and deliver seasonal messages Boosts Efficiency 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 is time that could be better used to bring new products to market or solve customer service issues. Video encourages everyone to share ideas, show detailed presentations and make faster decisions. It enables you to benefit from the expertise of a few people across an entire organisation without them having to travel to different locations. Training, translating, consulting and troubleshooting can take place in real time and with video streaming and archiving, knowledge can be saved and accessed by anyone at any time. 2 Insert Reference Here Manufacturing Manufacturers are facing increasing pressure to bring products to market faster than ever using an increasingly complex internal and external supply chain. With the trend towards outsourcing to offshore partners and shorter product life cycles, the demand for effective communication and collaboration has grown substantially. Using videoconferencing in the manufacturing process offers huge advantages and allows companies to keep in daily or even hourly contact with suppliers, QA departments, risk and margin analysts, designers and project managers. Improves Lifestyles Traveling all day for a two-hour meeting can be stressful with traffic jams, delayed flights and even lost luggage. It can also compromise family and personal time. By using video to attend that meeting, either from home or the office, employees can maintain a healthy balance between work and personal life. Frequent business travellers can also keep in touch with friends and family while away using videoconferencing at no extra cost. Brings People Together After a global expansion, merger or outsourcing initiative, companies can become fragmented with departments often isolated from project goals and company culture. Videoconferencing creates a virtual meeting room that brings people together and keeps everyone involved. Education & Training One of the most established ways of using videoconferencing is for distance learning. Schools can contract with other schools to provide lectures and classes that normally wouldn t be available. This is especially useful in rural areas. If a school only has a few students who want to learn Japanese, it clearly doesn t make sense to hire a full time instructor. But setting up videoconferencing with another school makes learning possible.

4 Healthcare Just as medical developments have revolutionised patient care, so advances in communication have changed the way doctors share information. Videoconferencing is now a powerful medical tool, allowing doctors to broadcast live surgical procedures and lectures to colleagues and students around the world. It s also essential for doctors requiring a second opinion from specialists. Bank and Finance In the world of finance, videoconferencing can provide rural areas with a full range of services including advice for stocks, pensions, savings and loans. It can help deliver staff training, communicate daily strategy to branches and provide news on shares and markets. Managers can hold face-to-face meetings with head office and discuss confidential projects such as mergers and acquisitions, all in the comfort of their own office. Justice With increased courtroom and travel costs plus the security risks associated with moving prisoners, videoconferencing is fast becoming a popular method of communication in the judicial system. Ideal for high security locations such as courtrooms, prisons and hospitals, videoconferencing is actively being used for video arraignments, witness testimony, psychiatric evaluations and many other judicial tasks. Public sector Videoconferencing coordinates planning between agencies and offers a variety of services to remote areas. With videoconferencing, regional departments can stay in daily touch with central offices for a smoother provision of services. Elements of a Videoconferencing system Videoconferencing requires a codec, video camera, microphone, screen or projector and a network. Other elements may include a document camera, PC, whiteboard, tablet and DVD player, Blu-ray player or VCR. Latest Technology Today s videoconferencing solutions are standards based to ensure inter-operability between brands and models. Features to Consider Videoconferencing can be installed in a variety of meeting rooms and office environments. In areas with poor or very bright lighting, consider BrightFace technology for consistent screen quality. Most meetings will include some kind of computer based content. This may take the form of presentations, pictures, spreadsheets or drawings. By using the presentation mode of the system, PC content can easily be shared with colleagues and customers. In addition, using a video annotation function allows you to clearly highlight specific parts of an image on a tablet. Where more than two sites need to be connected, you will need a MultiPoint Control unit (MCU). This device can either be embedded into one of the videoconferencing units or installed as a separate network device. HD SD (Simulated images) Implementation Complete Videoconference Solution Follow these five tips to kick start videoconferencing in your organisation: SIP & ISDN Gateway SD & HD Data Centre Meeting Server Secure Transport Room System With screen and image sizes becoming ever larger, high definition (HD) videoconferencing systems are critical. High definition images provide approximately four times more detail than standard definition images for finer detail, truer depth and enhanced colour. This makes your videoconferencing experience much more realistic and closer than ever to a real face-to-face meeting.for ease of use, videoconferencing equipment is usually operated by a remote control and a graphical on screen interface. Appoint a video champion to explain technology and benefits Make the system available to as many people as possible Promote it internally focus on how easy videoconferencing is to use Train the employees so they are comfortable with the technology Make it a part of corporate policy save cost, save time, protect the environment Telepresence 3rd Vendor Software Endpoint Choosing the right solution (Simulated images) When choosing your videoconferencing system, ask yourself these key questions: Who will be using it? Head office staff, regional office workers, partners and customers or remote workers How will it be used? For group training and lectures, one on one communication, data recording or information streaming How many sites will be connected? Either point to point or multipoint Where will it be installed? In a public area, meeting room, boardroom, office, home or in a special high security location such as a defence establishment, prison or hospital What quality do you need? High definition or standard definition using webcam, PC or telepresence Will content be shared? Through either annotation or PC connectivity What is your future plan? Consider whether you ll want to expand to more rooms, desktops or advanced applications (Simulated images)

5 Ceelab Portfolio Arrow: Ceelab s hardware solution, Arrow, offers our clients the best features and a complete range of collaboration tools to ensure seamless communication between all videoconference participants. Executive Solution: Arrow 1000, the latest Executive all-in-one system, with comprehensive features including HD, 3-way MCU, Data Sharing, and dual display function for the ultimate in connectivity. Room Solutions: Complete solutions for the meeting room including Arrow system, screen(s) and trolley. MCU integration and added value applications such as data sharing, recording tools and Bright Face Technology that offer the best image quality in today s market. Telepresence: The most innovative Telepresence solutions, based on real eye to eye contact, offer the highest quality video image. Infrastructure and PC Software end-points: BOW is a scalable, flexible and easy to use virtual meeting solution. It is a complete virtual meeting solution combining the collaboration tools of web conferencing with the face-to-face communications of video conferencing. From 3 to hundred of participants can be connected to multipoint meetings in HD quality. The BOW product line provides PC Software end-points, collaboration tools, MCU, gatekeeper, Firewall Traversal and Management. Local Contact: Your Videoconferencing Provider Ceelab Contact Ceelab AS Karenslyst Allé 8b N-0278 Oslo Norway Website Ceelab. Reproduction in whole or in part without written permission is prohibited. All rights reserved. Features and specifications are subject to change without notice.

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