Visual Collaboration for Small to Medium Enterprise

7/28/2019 Visual Collaboration for Small to Medium Enterprise

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Visual

Collaboration

for Small to

Medium Enterprise:

Todays Video Solutions Are Readyto Connect Your People andPower New Innovative Uses

ByDavidMaldow,Esq.

August2013

W H I T E P A P E R

www.TelepresenceOptions.com

ontinue theonversation:ebinar with author David MaldowVidyo CEO Ofer Shapiro

Reasons Why Visual Collaborationill Make Audio Conferences Extinct

ugust8,10amPST 1 pm EST

ick here to register or see

ge 20 for more details
http://www.telepresenceoptions.com/webinar/http://www.telepresenceoptions.com/webinar/


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V I S U A L C O L L A B O R A T I O N F O R S M A L L T O M E D I U M E N T E R P R I S E

Copyright 2013 Telepresence Options T E L E P R E S E N C E O P T I O N S

Table o Contents

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

T h e R i g h t T i m e I s N o w . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

B e n e t s o B u s i n e s s V i d e o . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

C u s t o m e r E x a m p l e s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Customer Example #1: The Morris Bart Law Firm 6

Customer Example #2: KaBOOM! 9

ConsiderationsWhenChoosingaSolution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

SolutionSnapshot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Vidyo Architecture 14

VidyoPanorama 15

VidyoRoom 16

VidyoDesktop 16

VidyoMobile 17

Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

AbouttheAuthor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

AbouttheSponsor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9


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Copyright 2013 Telepresence Options

IntroductionWe are now all in the business o doing business. Te days when a good company could simply make

a great product and expect viral success are long gone. o survive in todays market, companies need

to deploy business processes that deliver a clear advantage over the competition. Various managementsystems rom the personal (like David Allens Getting Tings Done) to the organizational (like the Agile

/ Scrummethodology popularized by Sutherland and Schwaber) have inltrated the workplace. Whats

notable about many o the more popular productivity systems and philosophies is how much they rely on

an open and active communication and collaboration network within the organization. In order or your

team to achieve its ull potential with todays modern project management methodologies, you must rst

empower them with the right tools.

Oering your employees proper individualized productivity tools can oster their individual talents. It

doesnt take a managerial genius to realize workers will make better spreadsheets with MS Excel than with

graph paper and pencils. Similarly, there are tools (communication and collaboration tools in particular)

that provide the same kinds o benets or teambased productivity. You can oer your working teams

anything rom tin cans and string to a cuttingedge, highdenition videoconerencing environment, but

you must understand that your choice o communications tool may limit your groups productivity.

Te late Steve Jobs explained the importance o choosing the right tools with the ollowing story:

I read a study that measured the eciency o

locomotion or various species on the planet.

Te condor used the least energy to move a

kilometer. Humans came in with a ratherunimpressive showing about a third o the way

down the list Tat didnt look so good, but

then someone at Scientifc American had the

insight to test the eciency o locomotion or a

man on a bicycle. And a man on a bicycle blew

the condor away. Tats what a computer is to

me: the computer is the most remarkable tool

that weve ever come up with. Its the equivalent

o a bicycle or our minds. Steve Jobs

While Steve Jobs was clearly talking about tools

or individual productivity, the same concept

applies to teamwork. Te rst step to truly

empower a working team is to increase its connec-

tivity with each other, customers, and partners. What good is it or your top talent to generate incredible

ideas i they arent connecting to the people who can put these ideas into action? Steve Jobs also had

something to say about the value o teambuilding:

Figure 1: Actual Values: Kilometers per calorie per weight
http://en.wikipedia.org/wiki/Getting_Things_Donehttp://en.wikipedia.org/wiki/Scrum_(development)http://en.wikipedia.org/wiki/Scrum_(development)http://en.wikipedia.org/wiki/Scrum_(development)http://www.youtube.com/watch?v=ob_GX50Za6chttp://www.youtube.com/watch?v=ob_GX50Za6chttp://en.wikipedia.org/wiki/Scrum_(development)http://en.wikipedia.org/wiki/Scrum_(development)http://en.wikipedia.org/wiki/Getting_Things_Done


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Copyright 2013 Telepresence Options

My model or business is Te Beatles: Tey

were our guys that kept each others negative

tendencies in check; they balanced each other.

And the total was greater than the sum o the

parts. Great things in business are never doneby one person; they are done by a team o

people. Steve Jobs

Great things may be done by teams o people,

just as Steve Jobs said, but it certainly helps i

they are connected by the proper tools to syner-

gize their talents. Just as individual eciency

tools empower the people in your organization,

collaboration tools can empower the groups and

teams in your organization. In other words, a

proper remote collaboration solution is a bicycle

or your teams collective creative productivity poten-

tial. Imagine increasing the connectivity between your team members and your company and its clients

(see the chart above). With greater connectivity comes enhanced synergy and increased productivity.

The Right Time Is NowTere have been countless reports over the last decade on the advantages o upgrading a business commu-

nications network with highdenition video. Yet many organizations have still held o on implementing

a solution o their own. In the past there were many reasons or holding o and waiting or the technol-

ogy to urther develop. Now there are several reasons to believe it is sae to invest in videoenabling your

working teams.

TheShitoSoware

As recently as 2008, the videoconerencing industry was almost completely appliancebased. Both the

endpoints in the meeting rooms themselves and the inrastructure items (video bridges, gateways, etc.)

in the server room were purposebuilt appliances with specialized hardware (which equated to limited

exibility and high costs or users). At the time, generic servers and PCs simply werent powerul enough

to support highquality videoconerencing. However, due to the constant (Moores Law) improvement in

generic hardware, as well as advances in videoconerencing protocols and architectures, things are much

dierent today. Not only can a typical PC host a businessclass videoconerencing meeting, a common

tablet or phone has enough power to support a great session. Furthermore, advances in virtualization have

all but eliminated the need or specialized inrastructure hardware, allowing or simple sofware instal-

lation on standard servers or even hosting all inrastructure in the cloud. Finally, a sofware deployment

is utureproo since it is relatively easy to update, at least compared to the burden o purchasing and

installing new hardware every ew years.

Figure 2: Theoretical Connectivity Values


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4 T E L E P R E S E N C E O P T I O N S Copyright 2013 Telepresence Options

Te chart below is a real world example o the how the shif to sofware enables viral adoption and usage

o videoconerencing. Te solution in use here is the Vidyo platorm (sponsors o this document) in use

at an undisclosed (but high prole) educational / research organization. Te visible drops in usage over

weekends and winter break are due to the act that this is the actual raw data generated by the videocon-

erencing platorm itsel.

In a ew short months, the environment grew

rom a test deployment, supporting ~500

calls a day, to ull saturation at ~3000 per day.

Tis type o rapid growth would be extremely

dicult with a traditional, hardware based,

videoconerencing deployment. Te high cost

o hardware inrastructure, combined with the

logistic and support burdens involved with

a hardware rollout, generally tend to limit

hardware VC expansions to a ew meeting

rooms at a time.

Quality/Reliability

Potential videoconerencing users have shown

almost no tolerance or low quality or ailed

meetings. I a video meeting starts late due to

connectivity issues, or ails due to interoperability issues, or drops due to network issues, users are very

quick to simply shif the meeting to a standard phone conerencing. Unortunately, the next time they areasked to participate by video, they remember this ailure (and the associated wasted time) and will ofen

insist on just using the phone. In other words, less than perect reliability, or less than acceptable quality,

doesnt just ruin a meeting, it turns o potential users to video.

odays customers are just as quality sensitive. Fortunately, great progress has been made in this area in the

last ew years. odays solutions (including those oered by the sponsor o this document, and highlighted

below) are well designed to deal with the vagaries o the public Internet and can selrepair an impacted

meeting, hiding issues rom users. Te bottom line is that by careully choosing a cuttingedge videocon-

erencing solutions, you can all but eliminate meeting ailures which may block adoption by your users.

Afordability

In the past, videoconerencing was costly. Fortune 500 companies rst deployed visual collaboration

in their boardrooms not because they are the only organizations to benet but because they were the

only ones with the resources to install and operate an expensive, hardwarebased, videoconerencing

environment. oday, sofwarebased deployments or videoconerencing can be implemented at audio

conerencing price ranges.


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CulturalReadiness

Tere has been a major shif in the workorce over the last ew years. We have become video savvy. In the

past, videoconerencing adoption in the workplace was strictly a topdown aair. Videoconerencing

(VC) salespeople would convince the CLevel executives at a company about the benets o videocon-

erencing, and those execs would then purchase and deploy the equipment and order their workorce

to use the new systems. Tis approach oers mixed results. odays demand or video in the workplace

is bottomup as more and more employees say, Hey, I use VC at home to talk to my kids at college,

why cant I use it to be more productive with my coworkers and partners? With this type o bottomup

demand, viral adoption is much more likely, which means a much higher ROI or purchase o visual

collaboration services.

A modern communications network can no longer be qualied as a nicetohave or a someday

technology. Your competitors are using visual collaboration technology ODAY to get an edge in the

marketplace. Big business has been using it or a decade, despite the technologys previous growing pains.Te results o their struggle led to todays solutions, which are now aordable and manageable by even

small to midsized enterprises.

Keep in mind, the shif to a modern communications network will not happen overnight. Your workers

have been conditioned their entire lives to reach or the phone when they need to meet with someone.

Adjusting to the power o visual communications will take some time, so you need to get your team

started now beore they all too ar behind the competition.

Benefts o Business VideoWhile the benets o visual collaboration have been well documented, it is worth noting that the ocus

has recently shifed. raditionally, videoconerencing was primarily sold as a cost savings over travel. Tis

made sense, as the ROI was easy to calculate and the concept o saving money by reducing ights is easy

to understand. Although millions o dollars worth o videoconerencing equipment was sold on the basis

o saving ights, travel cost savings are actually just a small raction o the true value and ROI o a ull

eatured visual collaboration environment.

Consider this: most videoconerencing users will participate in dozens, i not hundreds o video calls

per year. Only a small raction o these meetings would have required air travel i video was unavailable.

Tereore, the vast majority o videoconerencing meetings provide some value beyond travel avoidance.Increasing productivity, and empowering the Beatleslike teamwork so admired by Steve Jobs are the

ROI drivers or todays video deployments. Te return is being urther sweetened by the availability o

lower cost, high quality, sofware based, solutions.

Videoconerencing isnt about replacing the airplane, it is about replacing the telephone and the commute.

While it is great to avoid lines at the airport, much more signicant is the increased connectivity with

team members, increased impact during presentations, increased retention o shared inormation, and

increased productivity by visually empowered teams.


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Customer ExamplesTe time to empower your working teams with visual collaboration is now. Te benets o video arent

theoretical gains you might experience in the uture. Companies o all sizes are deploying visual collabora-

tion in new and ruitul ways ODAY.

We investigated a ew companies that recently deployed environments powered by Vidyo, the sponsor o

this document. What we discovered was impressive and greatly exceeded our expectations. We ound that

the days o videoconerencing as primarily a meetingroom unction are long past. Tese companies, as

you will soon see, have wisely taken advantage o the increased exibility o a modern visual collaboration

solution.

CUSTOMER EXAMPLE #1: THE MORRIS BART LAW FIRM

Te benets o the typical meetingroomvideoconerencing dynamic are well estab-

lished and documented countless times in papers like this. o show the true potential o

a modern sofwarebased VC solution, we specically sought out an organization with a

reputation or successully using cutting edge technology and ecient business practices

in innovative ways to thrive in a hypercompetitive market. Tis led us to Morris Bart,

the leading personal injury law rm o New Orleans as well as all o Louisiana and the

Mississippi gul coast (http://www.morrisbart.com/).

Morris Bart is well known in New Orleans (and much o the South) or his longstanding

and undeniably eective One call, thats all advertising campaign. o the Bart Law Firm,

customer satisaction is the key to survival, and an eective advertising campaign can only

sustain any business or so long in an environment where word o mouth and recommenda-

tions rom neighbors and riends travel ast.

MorrisBartsVideo-EmpoweredLegalTeam

In 2003, Morris Bart donated $80,000 to his alma mater, Loyola Law School, to establish the Morris Bart

Electronic Classroom, which eatures videoconerencing and related collaboration technology. Since

at least that time, he has been applying his talent or ecient process and his vast experience with the

psychology o the attorneyclient relationship to integrate the power o visual collaboration into his rm

in a way that enables his attorneys to quickly move a case to trial while providing his clients with the

inormation they need to eel reassured in their representation. Te exibility, quality and reliability o

Vidyos oering was the integral part to bring Morris Barts vision into reality.

Morris Bart chose Vidyo afer a lengthy search and an extremely close look at the competition. Te

company previously used another vendors VC endpoints or its meeting rooms. One o the big actors in

the decision to use Vidyo was that Vidyo can use Port 80, a rewallriendly way to access the Internet,

allowing or connections at any location. Another big actor is Vidyos compatibility with so many devices

(including iPads, iPhones, Androids, and desktops), which leads to increased access. o summarize,


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while competing companies pushed the roomtoroom model o VC, Vidyo was pushing the personto

person model.

We spoke with the I Department at Morris Bart to learn exactly how they use Vidyo. As expected, the

rm uses Vidyo to communicate with satellite oces throughout the south and expert witnesses through-

out the world. But we were pleasantly surprised by the innovative way the rm leverages Vidyo while

establishing new client relationships.

Ideally, an initial conerence with a client should be at the clients preerred location, usually his or her

home. Te client will be more comortable and relaxed, which can lead to them sharing more accurate,

relevant and comprehensive inormation with the attorney. Furthermore, many people can nd the

idea o going to a lawyers oce so intimidating that they put it o, potentially letting evidence go stale.

Unortunately, it is simply impossible or a lawyer to give house calls to all potential new clients and still

have the time to eectively manage any reasonable caseload.

Morris Bart addressed this problem by using a specially trained team o investigators to act as a legal

concierge service. Tese investigators meet with prospective clients at the clients preerred location. Tis

is clearly a great service or potential clients, who need a little guidance with the process o getting legal

representation. However, there are limits to how ar a nonattorney working or a law rm can take the

process since only lawyers can advise the client. So, this initial interview would then be ollowed by the

investigator debrieng a Morris Bart attorney, which would then lead to subsequent meetings between

the attorney and the client.

Te Bart Law Firm is initiating a new program, with the use o Vidyo technology (see more about

VidyoMobile below)and tablets

, that will ensure the very rst visit can end with a signed, happy clientand an attorney at the oce already drafing the initial pleadings.

Te benets o having an actual Morris Bart attorney talking ace to ace with with potential clients, in

their own home, are extremely powerul. Aside rom the obvious value o a ully inormed, connected

and happy client base, the company will also benet rom ree marketing. New Orleanians like to share

the events o their day, whether at the local bar or the neighborhood crawsh boil. When someone rom

Morris Bart shows up at their house, puts a tablet in their hands and lets them talk to their personal

Morris Bart attorney, you can bet all their riends and neighbors will hear the story.

As i that wasnt enough, the entire session will be recorded, providing incalculable additional value.

Clients ofen share tons o inormation at initial meetings, more than handwriting can capture, and some

o those pieces may become more relevant as the case proceeds. With the session recorded, the attorney

and investigator can really ocus on communicating with the client rather than on taking notes.

OtherInnovativeVidyoUsesatMorrisBart

While the process or assisting clients with the representation contract/agreement is revolutionary, it is

just one o the many uses o Vidyo at the rm in all oce locations. Vidyo room systems are installed in


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every Morris Bart meeting room, VidyoDesktop is installed in every attorneys oce, and VidyoMobile

is being installed on attorneys personal devices. As a result, attorneys can communicate with other attor-

neys at all times. Tey also use Vidyo to take depositions o remote witnesses (another application where

recording provides massive value). While lawyers may not always be able to make house calls, they are

ofen orced to travel to take depositions when the witness cant be compelled to travel. Te cost o attor-neys sitting in trac is unacceptable, and the use o Vidyo to conduct depositions remotely saves the

rm signicantly both time and expense. Teir use o Vidyos gateway even allows them to conduct and

record depositions taking place in remote meeting rooms with traditional video systems (Polycom, Cisco,

LieSize, etc.).

Te rm ofen uses its Vidyoenabled meeting rooms to provide access to expertise throughout its various

locations. For example, an attorney at a remote oce may need to speak with his or her chie litigator at

headquarters. Tese rooms are set up ollowing the principles o telepresence to provide a natural meeting

experience. For example, they position cameras with eye contact in mind, use 60 screens or liesized

images, position screens and urniture to mimic a natural, acrossthetable, aceto-ace meeting, etc. As aresult, the remote people eel like they are in the room with the local expert. Tis leads to a more produc-

tive meeting, as attendees are not distracted by the technology and are ocused on the work at hand.

Te rm leverages Vidyos powerul multipoint support as well. Mr. Bart himsel regularly holds meet-

ings that include attorneys and oce managers rom multiple remote oces. Beore he put this system in

place, all oce managers traveled to headquarters every month or these meetings. Now they only need to

do so twice a year, holding the other 10 months o meetings over Vidyo. Aside rom the cost savings, think

o the time saved. Instead spending all that time traveling, these oce managers can be doing their jobs.

Furthermore, eliminating that unnecessary travel is a benet rom a qualityolie perspective.

It isnt just the attorneys at Morris Bart using Vidyo. Te I sta uses it constantly. I someone needs help

troubleshooting at a remote location, he or she can take a tablet or phone into the server room and show

another I sta the problem so they can directly assist and resolve the issue.

Te rm also uses the Vidyo environment or training. Tey have congured the environment to push

webinars to users on their Vidyoenabled devices and conerence rooms. Tese sessionseither live inter-

active or prerecordedcan include training or new technologies as they are being added to the Morris Bart

environment, recordings o real client meetings (reviewed or training purposes), or even messages rom

Mr. Bart himsel. Te rms main conerence room uses a massive 80inch monitor accommodating sessions

with multiple onscreen participants. Tis dynamic is particularly eective in an environment like MorrisBart, where numerous remote oces are reporting to, and coordinating through, a central headquarters.

TrainingtheAttorneys

o maximize the eectiveness o communication over videoconerencing, the rm trains lawyers on

proper VC behavior and etiquette. Tis includes simple pointers such as when to look directly into the

camera to give the appearance o perect eye contact. More nuanced tips include how to avoid interrupt-

ing or talking over people i a little latency is slowing the exchange on the network. Since lawyers already


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know quite a bit about how to present themselves, it is interesting to watch them adapt their skills to this

new dynamic.

Mr. Bart personally involves himsel in such matters, down to details as the lighting and background his

attorneys use when videoconerencing. When you live in a wordomouth community like New Orleans,

every aspect o the client experience is worthy o the bosss personal attention. Mr. Barts success is 100

percent attributable to client satisaction. Te clients get the complete experience they want: the compas-

sion, the attention, and ofen the verdict.

Conclusion

echnology cannot make a bad lawyer into a good one, but the capabilities o a ully enabled Vidyo envi-

ronment can clearly mean all the dierence in keeping clients inormed and happy during the sometimes

painul litigation process. Lawyers have dreamed o eectively using videoconerencing or decades, but

it was just too expensive and complicated. With the simplicity, aordability, exibility and reliability o

Vidyo, not only is VC now available or basic communication in the legal community, it is being used in

ways we never even imaged.

CUSTOMER EXAMPLE #2:

KABOOM!

Tis national nonprot is dedicated to

building neighborhood playgrounds by

partnering with local communities. With a

goal o solving the play decit problem,

KaBOOM! (http://www.kaBOOM.org)provides children and communities with

sae, inspired play environments. Te results

are not only healthier, happier and smarter

children but stronger, more connected

neighborhoods. Te process involves several

weeks o coordination with the local community, resulting in a oneday design and a oneday build o

the actual playground. Te organization has built or improved over 15,000 playgrounds throughout the

United States.

Background

How can a nonprot working with a local community possibly achieve the level o coordination required

to organize, prepare and manage a oneday build? Previously, the answer was a lot o phone calls. Te

KaBOOM! team needs to coordinate with unding partners and community members, as well as remotely

located KaBOOM! resources. Te entire process o building a playground can involve between 200 and

300 people. In even a single build, the audio conerencing minutes quickly start adding up.


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Unortunately, that can get expensive when we are

talking about group audio conerences. With over

1.5 million phone minutes a year, KaBOOM! was

eeling the pinch. Furthermore, these meetings

ofen involve documents and plans, which orcedKaBOOM! to use a separate webconerencing

solution. Tis not only adds cost, but doubles

the complexity o scheduling and organizing the

countless meetings required to build a playground.

TheVidyoDecision

KaBOOM! took a long, hard look at its existing

telephony and webconerencing expenses and

unctionality and decided it needed to make a change. Its expected needs and requirements were prettystraightorward:

Abilitytoconnectremoteworkersspreadthroughoutthecountry.

Abilitytoinviteinterviewees/partners/communitymemberswithasimpleOutlookinvite.

Individualaccounts/virtualroomsforeveryoneontheteam.

Supportfordatacollaboration(webcast/screenshare).

Supportformultipointmeetings(specicallymultiplepeopleonscreenatthesametime).

Aside rom the ability to meet all these needs, Vidyo was chosen because o its easy user experience. Youcan train your employees to use a complicated solution, but i you plan on a lot o collaboration with

people outside your organization, you need a solution that allows or basic click to join invite capability

and easy operation once within a meeting. Considering how many guest participants (i.e. community

members) KaBOOM! communicates with on a daily basis, the simplicity and exibility o Vidyo was

extremely compelling.

Initial adoption within KaBOOM! went viral. Even during the trial phases, everyone was clamoring or

their Vidyo accounts. As a result o user demand, over hal the organization was up and running beore

the program was even announced. Tis is impressive considering how comortable people are with the

telephone and how tricky adoption o new technology can be.

o be clear, Vidyo provides more than the videoconerencing component o the KaBOOM! communi-

cations network. In addition to the expected video meetings, Vidyo is also the basis or the nonprots

audio conerences and hybrid meetings (audio and video participants), in addition to supporting its

webconerencing and video recording needs. While KaBOOM! still uses the phone, its sta preers Vidyo

whenever possible. Although Vidyo doesnt claim to be a UC solution, it has gone a long way towards

uniying the KaBOOM! communication system.


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TheBenetsoVidyoortheKaBOOM!Team

For KaBOOM!, switching to Vidyo provided a host o benets. From a hardline budget perspective, the

nonprot saves an estimated 15 percent in communications expenses by avoiding audio conerencing

charges and eliminating the need or a separate webconerencing solution. From a logistics perspective,

Vidyo solved the problem o having to reserve audio conerencing lines. Every member o the KaBOOM!

team has their own Vidyo account, allowing them to host group meetings (audio, video and screen share)

in his or her own virtual room at any time.

Interestingly, when going through the list o Vidyo benets or the KaBOOM! environment, one might

overlook the massive benet o shifing rom audio to video communications. Te benets o video are

just as powerul here as in any other organization, perhaps even more so. For example, the ability or

KaBOOM! team members to actually see the potential partners ace to ace and show them the value o

what they do is incalculable. Likewise, the ability to quickly orm trusted relationships over distance with

community members clearly helps theprocess. In addition, as with all remote

planning projects, the use o video or

planning sessions greatly increases

productivity and eciency.

TheSandbox

One particularly notable use o Vidyo

is or KaBOOM!s biweekly all

sta meeting. In the organizations

Washington, D.C. headquarters, the

primary meeting room is known as

Te Sandbox, eaturing two massive 70 monitors. During the meeting, a large number o remote

participants are displayed simultaneously Brady Bunch style on these monitors. Tere can be over 100

people in these meetings, some on audio only, some using VidyoMobile, or VidyoDesktop rom home, all

connected with the best experience available rom their particular endpoint.

In act, since empowering their team with Vidyo, all three meeting rooms at KaBOOM! headquarters are

in heavy use. For the most part, all three rooms are hosting videoconerencing meetings at any given time.

Tese are hardcore, productive working sessions saving KaBOOM! countless hours o time due to the e-ciency o working over video, as compared to remote project work with the limited power o the phone.

Conclusion

With heavy use internally and externally, Vidyo has transormed the KaBOOM! conerencing dynamic.

Te result is reduced costs, more productive and ecient project meetings, a quicker and more powerul

human connection with the community members involved in specic projects, and a better, more exible

work environment or the KaBOOM! team.


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T E L E P R E S E N C E O P T I O N S Copyright 2013 Telepresence Options

Considerations When Choosing a SolutionAs the case studies above show, each environment is unique. Tats why it is important to choose a solu-

tion that supports the specic needs o your team. Even so, there are some obvious actors which should

be considered in most situations:

Scalability: Te solution must be supportable and manageable, regardless o your organizations

growth. raditional hardwarebased solutions may require the purchase o additional inrastructure

appliances to support larger deployments. Virtual appliances simply require users to request addi-

tional licenses or accounts.

Afordability: A VC solution should be aordable enough to provide accounts or all users to allow

or truly pervasive use throughout the company.

Mobilesupport: Te days o limiting use o personal devices is at its end. Users simply love their

phones and tablets too much to give them up. A wise organization will support these users byproviding a businessclass visual collaboration client or these devices.

Interoperability: Tere are thousands o existing meeting rooms with traditional videoconerencing

equipment already in place. Any new deployment should be able to connect to these rooms.

DeploymentFlexibility: A vendor looking to serve all needs must oer exible deployment

options. While many smaller organizations will take advantage o the newer cloud services due to

their ease o maintenance and deployment, other companies may require the advanced network

control and other benets o installing virtualized inrastructure locally on their standard servers.

AdoptionSupport: It has been proven again and again that videoconerencing adoption is not a

given. Many systems have been installed in meeting rooms and rarely used. While todays solutions

encourage adoption through better user interaces and easer workows or the user, it is still a good

idea to partner with a vendor who will provide support in ramping up your new visual collaboration

program.

Usability: As mentioned above, ease o use is a key actor to adoption. In the past, videoconerenc-

ing systems required tech support even to place a simple call. A modern solution should allow users

to easily conduct both scheduled and ad hoc conerences with little or no training or I support.


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Solution SnapshotVidyo (the sponsor o this white paper), oers leadingedge solutions designed with the above consid-

erations in mind. In act, the key advantages o a Vidyo environment (listed below) clearly address these

considerations in order to overcome the challenges that historically impeded adoption and ROI.

Quality: Vidyos unique architecture (described below) provides a business class experience with

exceptional resiliency.

Device/NetworkFriendly : Vidyos sofware based oerings are optimized to provide business

class quality on the devices and networks used every day in the typical SME workplace.

Afordability: Te cost savings come rom a number o sources.

- Vidyo users avoid the expense o specialized or dedicated network and/or hardware.

- Vidyo is user riendly. Users can manage their own calls, avoiding support costs.

- Vidyos actual cost is comparable to audio conerencing, whereas traditional videoconerencing

could be orders o magnitude higher.

Please note, the advantages o Vidyo technology go ar beyond this top level list. Te ollowing sections

contain more inormation regarding the unique benets o the Vidyo platorms architecture and related

oerings.


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VidyoArchitecture

Te Vidyo product portolio is powered by the VidyoRouter architecture, which leverages Adaptive Video

Layering (AVL), the ability to dynamically optimize the video or each endpoint. During a videoconer-

ence, Vidyos core technology continuously monitors the perormance o the underlying network and the

capabilities o each endpoint device and adapts video streams in realtime to optimize video commu-

nication. Video compression is layered into multiple resolutions, rames rates and quality levels. Te

combination o the VidyoRouter delivering just what the endpoint needs combined with endpoints sof-

ware using whatever it gets to create seamless video results in unprecedented error resiliency and natural

HDquality video communications. Vidyo is the rst multipoint video conerencing solution that delivers

ratematching and continuouspresence capabilities without additional video encoding and decoding.

Tis unique capability allows a 10X reduction o the endtoend latency o MCUbased solutions, which is

crucial or a natural communication experience.

In addition to the VidyoRouter as an appliance, the VidyoRouter is oered as a virtual appliance, which

means it can be installed on a standard server or hosted in the cloud. VidyoRouter is the only solution tovirtualize the media plane and deliver videoconerencing capabilities with incredible eciency and reach.

And with VidyoRouter you can spin up VE instances on demand with the exibility to choose private,

public and hybrid clouds.


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BENEFITS:

Outstandingvideoqualitywith

resolutions up to 1440p/60

Dynamicadaptiontochangingnetwork conditions

Remarkableeciency,whereeach

physical or virtual VidyoRouter

delivers 100 or more concurrent

HD connections

Meshedarchitecturedelivers

global scalability: to increase

capacity, add another VidyoRouter

instance anywhere in the network

Sowareandvirtualizationeconomicseliminatetheneedtopurchaseandmaintainproprietary

hardware components

Reliableperformance,evenoverlessthanperfectnetworkconnections

Interoperabilitywithalltypesofconferencingdevices,fromhandheldsanddesktopstomultiscreen

telepresence studios

VidyoPanorama

VidyoPanorama is the industrys rst aordable telepresence solution that delivers truly immersive inter-actions on up to nine screens o 1080p at 60ps resolution at 10 percent the cost o current telepresence

solutions. With VidyoPanorama, companies can empower their employees to work rom anywhere there

is an Internet connection and promote a higher level o collaboration with highquality video conerenc-

ing using mobile and desktop devices and room systems, as well as immersive telepresence rooms. For too

long customers have been constrained by costly, inexible immersive telepresence solutions that provide

experiences ar rom immersive. A typical deployment costs $1 million when actoring in the network

and ongoing maintenance costs. Even afer that expense, the experience is not truly immersive and ofen

imperect due to limited screen space, as well as high video latency and poor video quality when incor-

porating mobile and PC endpoints. VidyoPanorama overcomes these limitations by leveraging Vidyos

patented Adaptive Video Layering, which dynamically optimizes video streams to the capabilities o each

endpoint and network conditions.

BENEFITS:

Morescreensprovidemoreroomtocollaborate

Seecontentsharesfrommultipleparticipantsatthesametime

Modularsystemcanbecustomizedforanysizeandshapeofroom


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VidyoRoom

Te VidyoRoom system is easy to congure and use, with multiple layouts or video display includ-

ing active speaker, continuous presence, data sharing or any combination thereo. Each participant

can dynamically change his or her preerred layout at any time during a meeting, independent o other

participants. Flexible conerence control options are a snap using either the VidyoRemote app or a stan-

dard handheld remote control device. Support or arend camera control rom other VidyoRooms and

VidyoDesktops enables remote participants to control what they see as i they were in the room with other

meeting participants.

BENEFITS:

AnaordablewaytoVidyoenableaconferenceroomorcollaborationspace

ProfessionalPTZcameraoptionswithfarendcameracontrol

Noextrachargeformultipoint,dualscreen,andHDquality

VidyoDesktop

VidyoDesktop brings unprecedented telepresencequality video conerencing to a companys most

commonly used business toolpersonal computers. Te VidyoDesktop sofware client delivers low

latency HDquality video or natural communications, and singleclick simplicity with an intuitivegraph-

ical user interace or mouse control. Vidyo puts the productivity power o video conerencing into the

hands o users.


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BENEFITS:

Superquickinstallation

Windows,MacintoshandLinux*computers*(certainversionsonly)

Realtimemonitoringofparticipantvideoqualityandnetworkperformance

Customizablepersonalscreenlayouts,includingpreferredspeakerandcontinuouspresenceformats

and dualmonitor support

Highlyexibleapplicationanddatasharingoptions

IntegrationwithMicrosoLync,IBMLotusSametime,andAdobeConnect

VidyoMobile

Te VidyoMobile app transorms your Android or iOS smartphone or tablet into a virtual meeting place

so you can collaborate with others rom wherever you are. Now you can join or host single or multipoint

video conerences over every day wireless networks as easily as making a phone call or sending email.

VidyoMobile consistently delivers a telepresencequality experience to your mobile device and amiliar

gesture and layout controls allow you to participate productively in every meeting.

BENEFITS:

AvailableasafreeappforAndroidandiOSsmartphonesandtablets

IdealformultipointconferencingonWiFi,3Gand4Gwirelessnetworks

Dynamicallydecodesupto720pandencodesuptoVGAquality


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Layoutcontrolofdynamiccontinuouspresenceoractivespeakerswitching

Nativegesturesupportincludespinchtozoomandpan

VidyoMobile integrates seamlessly with the sofwarebased VidyoConerencing platorm and with other

Vidyo endpoints, including VidyoDesktop, VidyoRoom and VidyoPanorama systems, as well as H.323and SIP endpoints via the VidyoGateway component or the ree VidyoWay interconnectivity service.

ConclusionTe time is now or every competitive organization to begin implementing a modern, sofwarebased

visualcollaboration environment. Te benets go ar beyond the travel savings and schedulemeeting

dynamic o yesterdays videoconerencing solutions. oday, visual collaboration can be used to connect

your team anytime and anywhere to immediately enable a productive working session. Steve Jobs was well

aware o the power o the ad hoc working session, which he described as ollows:

...innovation comes rom people meeting up in the hallways or calling each other at 10:30 at night with

a new idea, or because they realized something that shoots holes in how weve been thinking about a

problem. Its ad hoc meetings o six people called by someone who thinks he has fgured out the coolest

new thing ever and who wants to know what other people think o his idea. Steve Jobs

With todays remote and disparate workorce, the old water cooler isnt as heavily tracked as it used

to be. However, that doesnt mean we cant have eective, ad hoc, acetoace meetings. We just have to

make it as easy and natural as meeting at the water cooler. A businessquality videoconerencing solution

can do just that, and is now in reach o small and medium enterprises.

Visual collaboration is no longer an expensive tool or the Fortune 500. We have passed the inection

points o cost, reliability and ease o use. Tere is nothing stopping you rom giving your entire workorce

the ability to vastly improve their productivity and eectiveness through visual collaboration. Te only

question is whether you are ready to get started now, because your competitors arent waiting.


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About Telepresence Optionselepresence Options is the worlds leading publication covering telepresence,

videoconerencing, and visual collaboration. Te brand includes: the agship

elepresence Options website which hosts 35,000+ unique visitors a month rom190+ countries, the annual elepresence Options Magazine, and the monthly

elepresence Options elegraph newsletter.

About The AuthorDavidS.Maldow,Esq. is a visual collaboration technologist and analyst with the

Human Productivity Lab and an associate editor at elepresence Options. David

is a graduate o ulane Law School with extensive expertise in testing, evaluating,and providing in depth coverage o telepresence and other visual collaboration

/ rich media solutions. David is ocused on providing third-party independent

analysis and opinion o these technologies and helping end users better secure

their telepresence, videoconerencing, and visual collaboration environments.

You can reach ollow David on twitter.com/letsdovideo or contact him directly at

[email protected]

About VidyoSince its launch, Vidyo has steadily gained industry recognition, attracted prestigious partners and

customers rom a variety o global markets, and earned the sought-afer moniker o technology

disruptor rom media and analysts alike. Simultaneously, Vidyo has changed the business model or

telepresence-quality, multipoint video communications rom one thats dependent on expensive hardware

and high QoS networks, to a highly exible and scalable sofware solution that is aordable, easy to use

and manage, and universally available.


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Tursday, Aug. 8, 20131:00 PM ES | 60 Minutes4

Reasons Why Visual

Collaboration Will Make

Audio Conferencing Extinct

Many people have long predicted that video conerencing would oneday become the communication tool o choice or organizations largeand small. At last, thanks to our tectonic shifs in technology and thebusiness environment, the uture is upon us.

Learn why leading companies are now saying goodbye to audio-onlyconerencing in avor o the productivity gains o ace-to-ace visualcollaboration.

Webinar attendees will:

Explore our trends that now make it simple or small and mediumenterprises to video-enable their workorce.

Discover why business-class video conerencing is now as

aordable as audio conerencing.

Learn how companies use visual collaboration to improveproductivity, reduce project completion time, and enhanceemployees quality o lie.

Learn about key technology considerations and how to choosea solution that supports the specic needs o your team.

David S. Maldow

Visual CollaborationAnalyst, HumanProductivity Lab

Associate PublisherTelepresence Options

Howard S. Lichtman

Founder and PresidentHuman Productivity Lab

Publisher, Telepresence Options

Ofer Shapiro

CEO & Co-FounderVidyo Inc.

SPEAKERS

MODERAOR

REGISTER NOW
http://www.telepresenceoptions.com/webinar/http://www.telepresenceoptions.com/webinar/https://event.on24.com/eventRegistration/EventLobbyServlet?target=registration.jsp&eventid=663942&sessionid=1&key=F02577A563C30FBC80D585FFCE0AE59A&partnerref=TPO-Whitepaper&sourcepage=register

Documents

Visual Collaboration for Small to Medium Enterprise