Tag Archives: conversations

Effective Communication with Clients and Colleagues

Business communication is defined by Wikipedia as “communication that promotes a product, service or organization; relays information within a business; or functions as an official statement from a company”. Topics communicated usually include marketing; brand management; customer relations; consumer relations and public relations. In each one of the above you are representing your company so you need to handle yourself in a professional manner.

Wiertz-Sébastien-can-phone-wire-communication-symbolism-business-unified-communications-crop

When you have to go speak on behalf of your company you need to determine what you are trying to communicate and to whom. Sometimes you have to communicate with your co workers and at other times with clients. If you need to show a presentation to one of your clients face to face, PowerPoint will always work best but you need to be able to communicate to present your presentation. You cannot prepare for this too much, and you need to be simple and to the point.

Microsoft Lync 2013 – New Feature Overview

microsoft, lync, 2013, im, uc, unified communications, client, screenshot, example

Microsoft Lync 2013 – Main Window

Are you planning to upgrade your unified communications IM client? Following up on the article “What Is Microsoft Lync?” by Mark Stubbles we would like to introduce you today to all new features of Microsoft Lync 2013.

In comparison the Microsoft Office Communicator (also known as OCS) had the look and feel of Windows XP, the Lync 2010 update brought it up to speed with the Windows 7 design and finally Lync 2013 has the looks of the Windows 8 and Office 365 environment. But of course there is much more under the hood than just eye-candy. I listed below a few of the new features that were most interesting to me.

Overview of new features in Lync 2013

Visual Features:

The main window has been optimized to provide better access and a more intuitive using of the application. The new tabbed conversation feature gets rid of having several chat windows open at the same time – so you can keep track of all your conversations in a single place and just have to browse through them. Similar to the tabbed browsing of Google Chrome you are also able to move a certain chat out of the tabbed conversations and provide them with their own window and naturally you can move it back into the tabbed conversation window.

And for everyone who would like to display the images and fonts larger they can easily adjust the display setup in the configuration of the client. This is not only a help to users with sight challenges, but also can be useful for a deployment on wall-mounted displays.

Easier Deployment:

The main Lync 2013 client and the Online Meeting add-in is now included in the setup program of Office 2013 so deployment on the software side has been made significantly easier, especially for large enterprises with many thousands of workstations.

However because this part has changed Microsoft has also changed how the group policy is deployed. Instead of working on the communicator.adm file to define policies, certain ADMX and ADML admin templates are provided along with Office Policy Administrative Templates to work on. For more information on this particular topic I suggest reading the Microsoft article on “Group Policy Settings for Lync 2013“.

BYOD Enhancements:

microsoft, lync, 2013, im, uc, unified communications, client, screenshot, example

Microsoft Lync 2013 – Calling a Smartphone

With Lync 2010 the App for smartphone, there was only support for presence and instant messaging while the new Lync 2013 App for smartphones and tablets also supports Voice calls and mobile video conferencing over WiFi and cellular data connection alike. Regardless of the fact that many desk phones can be connected with your Lync client, utilizing Lync on smartphones and Lync on PCs within your organisation your permanently replace the requirement of having a separate hardware phone on your desk and cutting costs for invest and maintenance by enforcing unified communications technology. For a more detailed overview of the features for mobile Lync I recommend the “Mobile Client Comparison Tables” page by Microsoft.

The users accessing from non-corporate workstations via browser also get some good news. The Lync 2013 Web App for web-based conferencing received support for voice and high definition video conferencing devices. Meeting participants can also show their screens for collaboration or presentation and re-assign the presenter role to others – They get the full Lync 2013 meeting experience without having the software client installed on the machine.

Functional Features:

The Lync 2013 client can handle virtual environment better. Virtual Desktop Infrastructure (VDI) fully supports audio and video devices, like a headset and a webcam, to be connected to the client even though you might be using a virtual machine such as a thin client or a differently re-purposed workstation. For more details on how to deploy the Lync VDI plug-in please check the Microsoft TechNet article.

microsoft, lync, 2013, im, uc, unified communications, client, screenshot, example

Microsoft Lync 2013 – Chat Room Integration

Another interesting new feature is the chat room integration (also known as persistent chat rooms or topic feeds). In older versions you were already able to create group conversations for multiple users to chat or hold a presentation for instance. In the new Lync 2013 however these can be promoted to be permanent and will be also available for others to be joined, including all the content that was added and when. It might not be applicable to all services and organisations, but this feature might the need for static email lists and adds a new dynamic way of sharing information and making such available for all. If you don’t want it to be available for all users, there is also the option to limit the visibility to certain users or user groups.

Also newly implemented is a feature that lets Lync 2013 automatically assign you with “presenting” status, to block incoming communication unless the sender is in an approved group. If you are a two-screen users however this is not automatically done for you, if you use the secondary screen as presenting space.

You may have made experience with previous versions of the client that you would like to keep a certain conversation up for reference but you need to restart the machine. What happens? The information is gone. In the new Lync 2013 once you are back booted up, the conversation comes back along with the content of the conversation, you held before rebooting. I found this to be quite the time-saver in those moments.

Improvements of already deployed functions:

  • Outlook Meeting Scheduling updated
  • Native Video Conferencing enhanced
  • Web App and Mobile App now support voice and video conferencing
  • Contact and card view was improved
  • Meeting participation functions were heavily improved for better collaboration

Have you tried Lync 2013 out yet? Missed your favourite new feature? I would be delighted to hear your opinion. Drop us your comment below!

Join the Call – VoIP vs ISDN Telephone Conferencing

VoIp, Telephone, Conferencing, Voice, Comparison

Technology is constantly evolving and being adapted to make things easier for us, to make tasks more efficient – and even automated in some cases. Technology is one industry that moves at an overwhelming speed. You can buy a computer today, and then next month new and improved components could come out making your computer no longer ‘state of the art’.

Technology for Consumers

facebook, twitter, sms, smartphone, like, love, mail, rss, atom, video, youtube, chat, globe, global

What a Social (Media) World!

As personal consumers, we tend to think of technology more in terms of social media, smartphones, tablets, computers and video games.

Every year we see fantastic new updates to the consumer technology market, things like the iPhone which get updated every year, computer components like memory, hard drives, processors, graphics cards and motherboards all see radical improvements year after year, even TV’s and the technologies we see in those are updated on a yearly basis; Blu-ray, 3D etc. technology is a huge part of our day-to-day lives, and it makes things a lot easier for us.

But technology plays a huge part in business too, without technology in business, the world as we know it would not exist! In-fact, business users probably account for a huge percentage of smartphone and tablet users…

Globe, cable, link, world, round, blue, icon, shadow, north, south, america, continent, sea

Connect to the World

 

Technology for Business

Technology helps businesses and organizations in a number of ways. It helps them to collaborate, it helps to manage time and productivity, it can help to manage products and inventory, and it can even automate or dramatically reduce the costs and time involved in certain tasks – like marketing, communication, collaboration, invoicing and so much more.

One of the oldest and most prominent uses for technology in business is for conferencing / meetings. Telephone conferencing and holding meets via telephone call (ISDN) instead of conventional methods save companies millions of dollars each year.

Despite how popular telephone conferencing is among business users (and personal users, Skype is a VoIP service which is very similar to telephone conferencing), it hasn’t changed a great deal over the years. The only big changes to this particular niche in the tech industry were when VoIP was introduced into the mix, and then of course when video conferencing came about.

What is VoIP?

voip, voice, over, ip, internet, protocol, blue, globe, tech, technology, icon, logo, shadow, reflection, emitting, radar, waveVoIP is the abbreviation of Voice over Internet Protocol, and the term basically covers any technologies, protocols, methodologies or equipment used in voice and video communications over ‘Internet Protocol’ networks like the internet.

If you’ve ever made an audio call on your computer using software like Skype, then you’ve made a VoIP call before! VoIP took off properly in 1994 with the first ever VoIP application being released – MTALK for Linux.

What is Video Conferencing?

Video conferencing is the same as a standard telephone conference, only with the addition of video. As long as you have a webcam or network camera, a computer and internet connection, then you can hold a video conference online.

man, dude, headset, webcam, video, conference, videoconference, telepresence, laptop, notebook, grey, icon. screen, shineVideo conferencing (also known as Telepresence) allows you to make your meetings and conferences more personal. If you were having a meeting with a client then a video conference would seem more welcoming than a telephone or text based conference, it’s as close as you can get to being ‘face-to-face’ without actually both being in the same room hence the term “Telepresence”.

 

Comparison: VoIP vs ISDN

VoIP

  • Overview: Uses software installed on your computer or mobile phone to place your call over the internet. It supports real-time, two-way transmission of conversations over Internet Protocol. It’s popular among business users as well as personal users, and can also include participants using a standard telephone.
  • Required Equipment: You will need VoIP Software, a computer with internet access, computer audio system and microphone.
  • Benefits: VoIP allows you to access calls anywhere there is an internet connection, it’s often much cheaper than teleconferencing, and often includes additional features and functionality like video conferencing or IM and file sharing features too.

Telephone Conferencing (ISDN)

  • Overview: Requires a conferencing service provider and places calls through telecommunication networks using a landline phone.
  • Required Equipment: You will need any standard telephone, a telecommunications service provider (you can also get special conference phones for meeting rooms if you need them).
  • Benefits: Telephone conferencing delivers the same audio quality as a regular telephone call, it’s as easy as placing a regular phone call and it works without an internet connection. Often these services include recording and playback services, and they are not impacted by internet usage limitations. You can also get 800 number conference call services that allow people to call in to the conference at no charge.

As you can see, VoIP conferencing and telephone conferencing both allow you to do the same thing, and perform the same functions, but different requirements are needed for each. The decision on which one is best for you and your business depends on your current setup and capabilities.

One of the best benefits of VoIP conferencing and conference calls is the price, it’s much cheaper than conventional methods of holding meetings and relaying information via conference and there are rarely extra costs involved for utilising services like video streaming and file sharing in IP based conferences.

If you work in a business or organization that isn’t making use of conference call technologies at the moment, then it’s definitely something you should be looking in to because it can save your company time and money!


For your information we have also attached an infographic around the comparison of VoIP and ISDN based telephone conferencing. Enjoy!

Comparison, infographic, image, statistic, data, information, knowledge, isdn, voip, telephone, conference, compare, details, numbers, foundation. business, case, Verizon, Skype, Google Voice, GoToMeeting, WebEx

Unwanted Guests: How Easy Is It To Hack Into Corporate Video Conferences?

Is your video conference solution safe? It’s up to you, to set it up safe.

globe, global, boardroom, board, room, microphones, tables, table, wooden, yellow, bag, projector, projection, telepresence, video, conference, av, audio, visual, room, panel, executive committee, exec, group, chairman, camera, blue, screen

Image by codepinkhq

History

For as long as recording technology has existed it has been used for espionage. From the ever-so-stealthy tape recorders (often hidden in books in James Bond films) all the way top the wires used by police agencies to catch a criminal in the act, there is no better way of foiling your enemy than listening to him when he doesn’t think he is being heard.

Nowadays

These days however it is not just living people you need to worry about. It is often said that your computers webcam can be accessed even when you’re not using it; a terrifying prospect for many and considering how long people have been able to listen in on phone calls, are video conferences really that safe? Video conferences are now an important and effective way for modern businesses to communicate. Instantaneous communication with anywhere else on Earth is amazing, but being able to visually gauge the reaction of the person you are talking to make it one of the most powerful tool in any company’s arsenal.

But..

But what if you are being looked in on? If someone watches in on a business deal than they can make money at your expense, work to crush your plans or even make your move before you do. So how safe are they? Hackers like HD Moore say not very! Moore, the creator of Metasploit, has managed to hack his way into the offices of law firms, courtrooms and even the boardroom of Goldman Sachs with ease, suggesting that peeping toms might have more power than previously thought. While this may seem fairly reminiscent of Back to the Future II there isn’t really too much to worry about at home. Moore says that the reasons these companies fail so spectacularly at securing their cameras is because they set them up outside of their company’s network firewalls, meaning easy access to those with prying eyes and hacking know-how. At home in fact, it is not the outside hackers you should worry about but the companies themselves.

And beyond the board room?

Skype has previously stated that it is able to gain access to cameras even when not in video call and a simple Google search can turn up thousands of programs designed purely to hack into webcams without people knowing. It’s not just the anonymous hackers you have to consider. In the early 2000s there was controversy over the US government’s plans to allow phone hacking to counter terrorism. Last year the US government set up an agency called the DCAC (Domestic Communications Assistant Centre), collaboration between the FBI, the DEA and the US Marshall’s Service which is specifically designed to enable wire-tapping on wireless and internet conversations. A court order is required to allow the agency to listen in on their targets (the same as with phones) but this time there was very little controversy at all.

Conclusion

So what conclusion can we come too? Is video conferencing safe for corporations or people at home? While there is plenty of evidence to the contrary I would say yes. If you have the right firewalls, security and managed video conferencing infrastructure then it is incredibly difficult for any peeping toms to get it and if anybody is really that determined to listen in to your conversations then video conferencing is just another tool in their box. If you learn HD Moore’s lessons and don’t underestimate the importance of online security, your company’s secrets should be safe. Are you guys convinced by Moore’s Argument?

The Not So Obvious Advantages of Telepresence Versus Chatting

Telepresence? Why not just use instant message chat? Let me tell you why..

Telepresence of Unified Communications is one of the greatest invention for the business world. In today’s society, business is no longer limited to the 4 corners of the office. The most successful businessmen and businesswomen are always looking to branch out, and this involve doing business with other people from a different city, or even a different country. Obviously, telepresence is a great way to reach out to these people. Through telepresence, it is possible to have conversations and meetings with individuals far away. However, there are some telepresence sceptics who believe that whatever conferencing may accomplish, chatting can too. Not to be argumentative, but there are many advantages to telepresence that are not covered by chatting, although they may not be so obvious.

Cisco, Telepresence, TX9000, new, mordern, cutting, edge, video,conference, videoconference, business, unified communications, businessman, businessmen, women, woman, diversity, collaboration, presentation, shared, content, powerpoint, camera, multiple, screen, solution

  1. Telepresence awkward situations made by misinterpreted statements

    We’ve all been there- gotten into an argument with someone because a text or a statement sent on chat was misinterpreted. Because chatting is flat and does not involve the use of voices, certain statements can easily be taken to mean something else. For example, the statement “get to work now” may sound harsh or motivating, depending on the speaker’s intention. However, on chat, one may not be able to tell the difference. With telepresence, it is possible to avoid misinterpretations, as the tone of one’s voice already conveys so much.

  2. Telepresence may help with possible language barriers

    We mentioned earlier that many companies deal with other businesses from other places on a daily basis. Therefore, it is possible to hold business meetings with people who may not even speak the same language as you. In cases like these, it may be very possible to hit a language barrier, especially if the other party is not fluent in your language of vice versa. Obviously, once a language barrier occurs, chat becomes pretty much useless, as the person on the other end is not able to articulate the word he wants to use. However, with telepresence, it is possible to see the other person, so it may still be possible to figure out what the person is trying to say though his body language, sign language, or what have you.

  3. Telepresence makes it so much easier to gauge a person’s mood and overall demeanour

    Chat takes so much away because even if the person on the other end is pissed or frustrated, what he says will always look and sound the same. Telepresence certainly comes in handy especially when it is sensitive business matters that are being discussed. If you see and sense, based on how he looks, as well as his tone of voice, that the person on the other end isn’t feeling too happy or pleased, then you will know how to proceed accordingly.

Although chatting and telepresence set out with the same goal- to communicate with those far away, it becomes obvious that there are more benefits to one compared to the other. For better business communication, It may be a good idea to invest in telepresence for meeting rooms as well as desktop solutions and consult a service provider for all types of organisations.