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
- 2. 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
- 3. 1. Technology Timeline Video Conferencing moves to the Cloud in the last 5 years.
- 4. 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.
- 5. 2. Types of Online Meetings • The “Video Call” • The “Virtual Meeting Room” • The “Mobile Meeting” • The “Webinar”
- 6. 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
- 7. 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
- 8. 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”
- 9. 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.
- 10. 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
- 11. Example Video Calls • Checking in with team member • Sharing a spreadsheet with a sales executive • Reviewing a project with a customer
- 12. 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
- 13. 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
- 14. Example Webinars • Scheduled Events • Sales Presentations to the large groups attendee’s • Informational broadcasts
- 15. 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
- 16. 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
- 17. 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
- 18. 6. Video Conferencing Best Practices • Choosing a Video Conferencing Software • Choosing Video Conferencing Hardware
- 19. 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…)
- 20. 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.
- 21. 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.
- 22. 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 + + +
- 23. 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
- 24. Video Conferencing Hardware Choosing the Camera Details to review about your camera • Optical Zoom • Field of View • Resolution • Video Output
- 25. 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.
- 26. 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.
- 27. Choosing a Camera Resolution Most cameras today are either 720 or 1080p resolution. Check with your software for compatibility.
- 28. 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.
- 29. 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.
- 30. 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
- 31. Setting Organizational Goals and Expectations
- 32. 7. Setting Organizational Goals and Expectations Create a Productivity Baseline • User Satisfaction • Corporate Communications • Productivity Gains • Return on Investment
- 33. 8. Offering Reduce Travel Benefits to your customers Pass along your saving & gain a new competitive edge • Review potential business
- 34. 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
- 35. There’s a lot of options out there Speak with one of experts here: 1-800-486-5276
- 36. Call Us for more information on Web Video Conferencing Call toll free: (800) 486-5276
- 37. Haverford Systems Inc Learn More at our Website www.ConferenceRoomSystems.com
- 38. Learn more at • ConferenceRoomSystems.com www.PTZWebcam.com
Notas do Editor
- Rows of monitors fading into the background(Intermediate)To reproduce the shape effects on this slide, do the following:On the Home tab, in theSlides group, click Layout, and then click Blank.On the Home tab, in the Drawing group, click Shapes, and then under Basic Shapes click Rounded Rectangle (second option from the left). On the slide, drag to draw a rectangle. Drag the yellow diamond adjustment handle to the left to decrease the amount of rounding on the corners of the rectangle. Select the rectangle. Under Drawing Tools, on the Format tab, in the Size group, do the following:In the Shape Height box, enter 1.38”.In the Shape Width box, enter 1.75”.Also under Drawing Tools, on the Format tab, in the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Solid fill in the Fill pane, and then do the following:Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 54, Green: 65, Blue: 118.In the Transparency box, enter 45%.Also in the Format Shape dialog box, click Line Color in the left pane, and then in the Line Color pane select No line. Also in the Format Shape dialog box, click 3-D Format in the left pane. In the 3-D Format pane, under Bevel, click the button next to Top, and then under Bevel click Relaxed Inset (first row, second option from the left). Next to Top, in the Width box, enter 6 pt, and in the Height box, enter 6 pt. Also in the Format Shape dialog box, click Reflection in the left pane. In the Reflection pane, click the button next to Presets, and then under Reflection Variations click Tight Reflection, touching (first row, first option from the left). On the Home tab, in the Clipboard group, click the arrow under Paste, and then click Duplicate. Repeat this process to create a total of five rectangles. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide. Click Align Middle.Click Distribute Horizontally. On the Home tab, in the Drawing group, click Arrange, and then clickGroup.Select the group. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click 3-D Rotation in the left pane. In the 3-D Rotation pane, click the button next to Presets, and then under Perspective, click Perspective Below (first row, fourth option from the left). Select the group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the second group above the first group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 55%.Select the second group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the third group above the second group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 65%.Select the third group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the fourth group above the third group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 75%.Select the fourth group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the fifth group above the fourth group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 85%.Select the fifth group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the sixth group above the fifth group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 95%.Using the ruler as a guide, drag the groups into rows on the slide so that the top and bottom margins are approximately 1.75”. On the View tab, in the Show/Hide group, clear Ruler. Press CTRL-A to select all of the groups. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:ClickAlign Selected Objects.ClickDistributeVertically.Click Align to Slide.Click Align Center.On the Home tab, in the Drawing group, click Arrange, and then click Group. On the Home tab, in the Drawing group, click Arrange,point to Align, and then do the following:Point to Align, and then clickAlign to Slide.Point to Align, and then clickAlign Middle.Point to Align, and then clickAlignCenter.To reproduce the background effects on this slide, do the following:On the Design tab, in the Background group, click Background Styles, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following:In the Type list, select Radial.Click the button next to Direction, and then click From Center (third option from the left). Under Gradient stops, click Add gradient stops or Remove gradient stops until three stops appear in the slider.Also under Gradient stops, customize the gradient stops as follows:Select the first stop in the slider, and then do the following: In the Position box, enter 33%.Click the button next to Color, and then under Theme Colors click White, Background 1 (first row, first option from the left).In the Transparency box, enter 0%. Select the next stop in the slider, and then do the following: In the Position box, enter 67%.Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 228, Green: 233, Blue: 236.In the Transparency box, enter 0%. Select the laststop in the slider, and then do the following: In the Position box, enter 100%.Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 178, Green: 186, Blue: 210.In the Transparency box, enter 0%.
- Rows of monitors fading into the background(Intermediate)To reproduce the shape effects on this slide, do the following:On the Home tab, in theSlides group, click Layout, and then click Blank.On the Home tab, in the Drawing group, click Shapes, and then under Basic Shapes click Rounded Rectangle (second option from the left). On the slide, drag to draw a rectangle. Drag the yellow diamond adjustment handle to the left to decrease the amount of rounding on the corners of the rectangle. Select the rectangle. Under Drawing Tools, on the Format tab, in the Size group, do the following:In the Shape Height box, enter 1.38”.In the Shape Width box, enter 1.75”.Also under Drawing Tools, on the Format tab, in the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Solid fill in the Fill pane, and then do the following:Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 54, Green: 65, Blue: 118.In the Transparency box, enter 45%.Also in the Format Shape dialog box, click Line Color in the left pane, and then in the Line Color pane select No line. Also in the Format Shape dialog box, click 3-D Format in the left pane. In the 3-D Format pane, under Bevel, click the button next to Top, and then under Bevel click Relaxed Inset (first row, second option from the left). Next to Top, in the Width box, enter 6 pt, and in the Height box, enter 6 pt. Also in the Format Shape dialog box, click Reflection in the left pane. In the Reflection pane, click the button next to Presets, and then under Reflection Variations click Tight Reflection, touching (first row, first option from the left). On the Home tab, in the Clipboard group, click the arrow under Paste, and then click Duplicate. Repeat this process to create a total of five rectangles. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:Click Align to Slide. Click Align Middle.Click Distribute Horizontally. On the Home tab, in the Drawing group, click Arrange, and then clickGroup.Select the group. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click 3-D Rotation in the left pane. In the 3-D Rotation pane, click the button next to Presets, and then under Perspective, click Perspective Below (first row, fourth option from the left). Select the group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the second group above the first group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 55%.Select the second group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the third group above the second group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 65%.Select the third group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the fourth group above the third group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 75%.Select the fourth group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the fifth group above the fourth group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 85%.Select the fifth group. On the Home tab, in the Clipboard group, click the arrow to the right of Copy, and then click Duplicate. On the slide, drag the sixth group above the fifth group. Under Drawing Tools, on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Format Shape dialog box, click Size in the left pane. In the Size pane, under Scale, do the following:Select Lock aspect ratio. In the Height box, enter 85%.Also in the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill, and then in the Transparency box, enter 95%.Using the ruler as a guide, drag the groups into rows on the slide so that the top and bottom margins are approximately 1.75”. On the View tab, in the Show/Hide group, clear Ruler. Press CTRL-A to select all of the groups. On the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following:ClickAlign Selected Objects.ClickDistributeVertically.Click Align to Slide.Click Align Center.On the Home tab, in the Drawing group, click Arrange, and then click Group. On the Home tab, in the Drawing group, click Arrange,point to Align, and then do the following:Point to Align, and then clickAlign to Slide.Point to Align, and then clickAlign Middle.Point to Align, and then clickAlignCenter.To reproduce the background effects on this slide, do the following:On the Design tab, in the Background group, click Background Styles, and then click Format Background. In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following:In the Type list, select Radial.Click the button next to Direction, and then click From Center (third option from the left). Under Gradient stops, click Add gradient stops or Remove gradient stops until three stops appear in the slider.Also under Gradient stops, customize the gradient stops as follows:Select the first stop in the slider, and then do the following: In the Position box, enter 33%.Click the button next to Color, and then under Theme Colors click White, Background 1 (first row, first option from the left).In the Transparency box, enter 0%. Select the next stop in the slider, and then do the following: In the Position box, enter 67%.Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 228, Green: 233, Blue: 236.In the Transparency box, enter 0%. Select the laststop in the slider, and then do the following: In the Position box, enter 100%.Click the button next to Color, click More Colors, and then in the Colors dialog box, on the Custom tab, enter values for Red: 178, Green: 186, Blue: 210.In the Transparency box, enter 0%.