Seven Steps To Successful Videoconferencing

Presented ByS. Ann Earon, Ph.D.

Telemanagement Resources International Inc.609-597-6334, annearon@aol.com

www.TRIInc.com

Seven Steps To Successful Videoconferencing

• Needs Assessment (audits & benchmarking)• System Design (room & network)• System Management (operations &

scheduling)• Internal Promotions• User Training• Usage Tracking• System Expansion

Needs Assessment

• Provides– data for economic justification– system design input– input into system expansion plans

• Involves– data gathering– analysis

Data Gathering

• Identify Survey Respondents– Leading Edge– Innovative– Courage to Experiment– Great need – improved productivity

Data Gathering

• Gather Pertinent Data– Communication & Travel Patterns– Meeting Characteristics– Likely Applications– Potential User Attitudes– Possible Productivity Increase

Conclusions

• Recommended System– System designed for customer needs

• Business Case– Quantifiable & Qualitative Benefits

• End User Attitudes– Hidden Agendas, Misunderstandings, Fear

Developing A Return on Investment

• Travel Displacement• Increased Productivity• Time Efficiency

System Design

• Specifications– Design & drawings– Floor plans & elevations– Acoustical guidelines– Sound & lighting requirements– Heating, Ventilation & Air Conditioning (HVAC)

System Management

• Responsibilities– Equipment functions– Network connections– Room Set Up– Users trained & satisfied

• Reservations/Scheduling• Site Coordinator & Technical Support• Updates

Internal Promotions

• Benchmark For Success• Variety of Tools

– Open houses– Posters– Tent Cards– Travel Insert Forms– Web Site– Email Notifications– Newsletter Articles

User Training

• Instruction For New Users• Instruction For Support Staff• User Guides

– System Use– Effective Meetings– Trouble-shooting

Usage Tracking & Evaluation

• Room Usage• System Usage• Completions & Cancellations• Cost Effectiveness of System• System Problems & Resolutions• User Feedback

System Expansion

• System Expansion/Modification– New business requirements– Feedback on existing system

• Expansion Guidelines– Description of existing system– System compatibility– Communications security– Facility, equipment & network– Applications

Driving Adoption – Getting Started

• Questions To Ask:– What is our benchmark for success?– Why are we implementing these technologies?– What are they going to do for us?– What will we do with the technologies once they

are installed?– How do we drive utilization?– How can Go Green initiatives help the

organization?

Steps To Successful Adoption

• User Ideas: General– Adopt a corporate standard and follow guidelines– Get out and talk to people. Let them touch the

equipment.– Set up a simple scheduling system– Have open houses & tech fairs– Standardize on one system & have a good

infrastructure– Market, market, market

ROI Success Stories #1

• Needs assessment at major financial institution results in increased usage of videoconferencing as a result of new applications being identified. Travel costs between two major sites fall by 35%

• US Domestic Firm• IP Videoconferencing Network• 36 Videoconferencing Rooms

ROI Success Stories #2• Videoconferencing promotions & training result

in improved usage of the technology for packaged goods company resulting in increased decision making and decreased travel costs. Savings equal $100K in first year.

• US Domestic Firm• ISDN & IP Videoconferencing Network• 26 Group Systems

ROI Success Stories #3

• Training & promotions for videoconferencing result in decreased travel for legal firm and increased decision making equating to $75K in revenue during the first quarter of usage.

• US Domestic Firm• IP Videoconferencing Network• 32 Group Systems

Videoconferencing Tips & Tricks

• Technology Issues• When To Use Videoconferencing• How To Run Effective Meetings• Preparing Yourself

The Future

• Any technology available to meet whatever need• Bandwidth not an issue• Cultural barriers overcome• Collaborate as little or as much as you wish with

whomever, anywhere

Questions

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