Describes the different types of meetings in large enterprises and the most appropriate travel policy to support a business case for the investment in UC/Video collaboration technologies.

1. Internal
Reducing T&E - Compensating Controls
LG 3.0 Initiatives: Collaboration Business Case
Meeting Type Description Policy/Protocol Process/UX Need
Decision Making
• Decisions are made that impact the financial or
operational performance of the business
• Wrong decisions could be damaging to the business
• Travel by exception only
• Use immersive telepresence service
• IT/Facilities agreement on room usage
• Highest SLA
• Provide concierge/white glove service
• Dedicated video rooms
• Service included in travel booking process
Problem Solving &
Innovation
• Oriented around solving either a specific or general
problem
• Complex
• Outcome is often an important decision
• Can be crucial to the development of a service or product
• Travel by exception only
• Use telepresence service
• Use multiple video apps to participate in meeting
• IT/Facilities agreement on room usage
• High SLA
• Easy self-service booking
• Dedicated video rooms
• Service included in travel booking process
Team Building
• All-hands meetings, kick-off meetings, team building
outings, and corporate events
• Do Not Travel
• Permit off site and/or travel to one meeting per quarter
per team/dept
• Use web conferencing apps for real time/video first
• Use video/telepresence if available
• High SLA
• Easy self-service booking
• Designated/dual purpose rooms
• Service included in travel booking process
Information Sharing
• Presentations, panel debates, keynotes, lectures, product
and service announcements
• Primary goal is for speakers to share information with
the attendees (1-2-many)
• Do Not Travel
• Use web conferencing apps for real time/video
• Use Instant Messaging groups
• Use information sharing apps to broadcast new
information (Jive, SharePoint)
• Make available to all knowledge workers
• Easy self-service, desktop launch
• High quality audio, provide headset
• Mobile device enabled
• Provide multiple service levels
Status Update
• Most common meeting type
• Regular team and project meetings
• Primary goal is to align the team via updates on progress,
challenges, and next steps
• Do Not Travel
• Use web conferencing apps for real time/video
• Use Instant Messaging groups
• Use status update apps to broadcast new information
(Jive, SharePoint)
• Make available to all knowledge workers
• Easy self-service, desktop launch
• High quality audio, provide headset
• Mobile device enabled
• Provide multiple service levels
Higher Value
Lower Value
RUN
80%ofMeetings
CHANGE
20%ofMeetings

2. Internal
Reducing T&E – Booking & Measurement Investment
LG 3.0 Initiatives: Collaboration Business Case
Booking Process Usage Analytics & Reporting T&E MeasurementBooking Process Usage Analytics & Reporting T&E Measurement
› Deploy world class TP room booking experience so that
it’s easier to use than booking travel
› Prioritise video rooms in booking process
› Integrate with Outlook
› Use billing for cost transparency & department re-
charge
› Integrate with travel booking processes
› Analyse & report on TP & video end point usage
› Analyse & report on all web conferencing usage
› Publish ‘league tables’
› Correlate usage with T&E spend
› Capture country T&E costs and track against meeting
technology usage
› Normalise T&E claim process across Europe
› Publish league tables
DOMAIN
Investment
› Candidate Technology: Condeco
› Capex cost = TBC
› Candidate Technology: Synergy Sky
› Capex cost = TBC
› Develop reporting engine
› Deploy universal T&E claim process
› Capex cost = TBC

3. QUESTIONS & ANSWERS
Contact
Andy Birks
+44 7469871977
Andrew.birks@sei-mani.com