Tag Archives: Cost of Travel

Top 5 Video Conference Self-Service Pointers

What you should take into account while introducing video conference self-services

The deployment of video conferencing booms in many companies. This way they can save costs and increase productivity. In earlier days video conferencing was reserved for top management but this has changed fundamentally. Today video conferences are used by all employees for their daily communication.

Today many companies own 500+ video conference rooms and 10thousands of desktop video conference users. The demand for professional video conferences is growing further and has been up to 30% a year.

The company’s structure used to be set up in a way to correspond to the needs of top management as a strictly controlled managed service. This strictly controlled managed services offers a high security standard for the company, however accounts for a big amount of the budget at the same time.

A remedy can be found in video conference self-services. The big advantage here is the high scalability and the reduced costs compared to the encompassing managed service. The video conference self-service should generally serve as an addition to the existing managed service structures.

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Photo: Interop Events

Anyone thinking about implementing a video conference self-service should take note of the following five points:

1. User expectations

In case you use a high quality managed service already, it will not be an option to not use this service in the future. It is important to manage the user expectations and clearly state for which purposes the self-service is intended. A self-service should predominantly be accessible for all employees. The managed service still makes sense for important meetings of the top management, etc. It can be helpful to communicate the costs of the managed service transparently to the users – a measure which might change their mind rather quickly.

2. Video conference infrastructure

Be aware that existing video conference infrastructure often is not tailored to the needs of the video conference self-service. Ordinary video conference infrastructures only enable low scalability, which means that video conference ports are not unlimited. It might make sense to use a software based video conference structure. These allow for high scalability and low operation costs. Initially it might make sense to use a cloud video conference service.

3. Planning business as usual

Video conference self-service does not mean that normal business can be compromised and the solution automatically works – to the contrary! For high user satisfaction the video conference infrastructure has to be stable, questions of users have to be answered timely and competent and the administration of accounts and virtual video conference rooms has to be managed.

4. Offer trainings

If you offer a video conference self-service, you also have to educate the users in a way that they are able to use the service right. Training is important. That can be seminars, booklets, eLearning training videos and intranet pages.

5. Manage growth

The introduction of a video conference self-service can lead to an enormous demand. Some companies measured the double demand within a year. Pay attention to the impact on your network and on your video conference infrastructure as well as on the daily business. The budget planning should grow too, because financial resources are especially scarce during the year.

I hope these are some good pointers for all our readers considering to look into add a self-service to their portfolio. If you have made any experiences yet around this or just want to share your thoughts, please feel invited to do so in the comments box below. Many thanks!

Mobile Unified Communications: The Solution to Enterprise Success

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Photo by Victor1558 via Flickr

In the communications industry, smartphones have evolved into an invaluable device that blurs the line between business and personal processes. Many of the features necessary on these gadgets elevated the status of these devices from merely a trend to an inexpensive ubiquity. With SMS functions, e-mail connectivity, internet browsing, and voice over the internet protocol applications; smart handsets are now key examples of how mobile unified communications translate to a more successful enterprise.

Unified Communications in the Mobile Age

The concept is no longer an innovation or a ground-breaking thought. A 2011 research by Information Week stated that almost 36% of enterprises have been implementing unified communication systems. Back then, almost one in five business technology experts said that deployments of unified communication strategies are under-way. O2 conducted a similar study this year, which showed that 88% of senior IT leaders said that a consolidation of their data, voice, and mobile networks will occur in the next two years. Unified communication is the perfect contingency plan.

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Photo by Saad Faruque via Flickr

There seems to be one reason why so many deem this enterprise concept as a standard. As  ‘smart’ technologies grew in number, innovations related to the communication realm are both inevitable and optimal. The industry enjoys the continually improving technology of VoIP and live video, which equates to web conferencing being the norm on many enterprises. Instant messaging and social networking has largely affected the business way of thinking.

Unified messaging is a concept that allows a single space to become the gate to many different communication portals. All of these technologies are made simple, portable, and hassle-free mobile technologies – smartphones, tablets, and everything in between.

Vital Role in a Business’s Success

Its aim is to address the many common errors committed through traditional business communication models. These communication problems often stem from misunderstandings, Chron said. More often than not, these misunderstandings come from the vagueness of language. Either way, digital unified communication strategies are employed to lessen the risk of these crucial flaws.

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Photo by ffaalumni via Flickr

A well-planned strategy, zeroing on the mobile platform, can prove to be beneficial to many enterprises through the following advantages:

  •  Maximize productivity – It allows a better exchange between managers and workers, minimizing time wasted through unnecessary back and forth e-mails or calls. Working at home is now a possibility that is open to most desk jobs that previously required office spaces and devices.
  • Minimize costs – It is admittedly not the least expensive resource out there, but it is definitely a guaranteed investment that pays off over time. Also, the initial cost may be reduced depending on the current tech and communication infrastructure of the company and thus, can be modified for cheaper solutions. Additionally, the cost of travel can be minimized (or even totally eliminated) through many features of UC. 

Social Media and Unified Communication

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Photo by SalFalko via Flickr

Social media has undergone many advances in its field that is largely due to unified communications. For example, the increase in popularity of social networking site LinkedIn tells us that there is more to social media than ‘liking pages’ and ‘becoming a fan’. This interestingly blurring of professional and personal realms is credited to UC concepts such as network cultivation through contacts. Mark Straton, senior VP of Marketing, Voice and App Solutions of Siemens Enterprise Communications Group, echoed this sentiment. “Social media tools have rapidly moved from being the preferred communication method of millennials,” Straton said.

The main goal of UC is to reduce what is called communication latency. Thus it’s touted better than the multitude of avenues by which we communicate as people, workers, or businesses. This has been adapted extremely well in the most recent phases of social media through sharing of Tweets and automatic posting on Facebook’s wall from many other places like Flickr, Instagram or Ask.Fm.

Summary

It is no surprise that the enterprise unified communication market is rising. In this age of mobile usage, businesses acknowledge the necessity of an equally mobile enterprise to increase yield without much wasting of resources.

What you need to know about Job Interviews via Video Conference

In some companies it’s already a common practice: The job interview via video conference. This article tells you what you should take into account as applicant as well as HR professional.

One can generally say that video conferences and tailored video conference services do pose a perfect setting to conduct job interviews with potential candidates. This way costs can be kept low and the process of making decisions within the selection of applicants can be accelerated enormously.

Especially international companies spend a lot of money on travel costs to invite potential candidates to their headquarters. It is for this reason that phone interviews are often a first point of contact to get to know the potential candidate. However, often these interviews cannot replace the personal getting to know each other and are at the cost of our scarcest good – time. Using video conferencing can save a lot of trouble here: A number of interviews can be conducted in short time beforehand and only a small selection will be invited on site.

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What you should consider as HR professional

Before conducting a job interview via video conference it is essential to be well prepared. A thoroughly organized video conference will leave not only a professional impression of the company, but also of its potential for innovation and the work of its HR department. Poor quality and technical problems on the other hand will leave the exact opposite impression on the candidate. It is therefore crucial to choose the right video conference services.

Before choosing a video conference service provider you should check the expert knowledge of the provider in question as well as the already existing video conference solutions within your company and the technical environment of the candidate. Ideally the provider offers so-called Video Conferencing Managed Services, meaning he will take care of setting up the equipment, checking the connection and of course managing the video conference connection during the actual job interview.

If your company has the respective facilities, these should also be used to conduct the job interview. A great advantage here is the mostly good quality and the connectivity of the video conference service facility over IP.

A job interview via video conference is also well suitable to involve more people, for example the branch manager, who dials in from his own office.

Potential candidates do not have any need of expensive equipment. Modern solutions can be operated with video conferencing software. An ordinary PC or Mac, a webcam, common headset and a stable Internet connection are sufficient. This way the candidate can participate in the interview via his or her own PC, notebook or even from smartphone.

 What you should consider as potential candidate

For many candidates participating in a job interview via video conference is a completely new experience, although the Generation Y is usually well acquainted with video chats and other Unified Communication solutions such as Skype and should not encounter problems. A professional manner of appearance in front of the camera is key, as it would be in a personal interview as well. Just before the actual interview the candidate should check what can be seen of his or her surroundings on screen. A messy desk or big piles of dirty laundry do certainly not leave the best impression.

During the conference the candidate should take care of a good positioning of the webcam and the ideal adjustment of the microphone. And a hint for the HR Professional: the printed CV or other documents should not cover the microphone if you are not using a headset.

Learn more about Video Conferences

More tricks of the trade for the ideal video conference etiquette can be found here on our blog. I am happy to hear from your experiences!

How your Company can save Money by setting up Home Offices

Home-Office – Flexibility and Cost-Savings

In the last years flexible working time and virtual collaboration became more and more popular and relevant in many companies. An important aspect here is the “home office”. Especially for modern people the home office has been a tempting feature and often settles a decision on what company they should work for. Beside the high amount of free working procedures, there is also a financial aspect to working from home for employees. This could be for instance saving the costs for commuting to the office and back every day.

But what is the organisation’s opinion on home offices?

There are often concerns that the flexible environment might lead to the loss of control for the organisation. Also a potential problem would be that the productivity and the team work would not be optimal being apart from each other. On the other side the organisation could save a lot of costs for office space, office equipment and furniture as well as the charges that are spent on incidental expenses would not be required. That means using home offices your organisation could quickly save several hundred dollars per employee every month. But the most important subject next to leading and managing a virtual team is to provide the right technical infrastructure and collaboration solutions to the employees.

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The key for achieving this is Unified Communications. With the aid of tailor-made tools the employees are provided with a complete range of tools to communicate and collaborate. With the “Presence” function everyone in the team is enabled to understand the current status of a team member. This will point out whether a colleague is “Available” and can be contacted or if they are “In a meeting”, “Busy” or even “On leave”. In a glimpse you will be able to understand the overall status of your team and possibly even other teams. So you know if it makes sense to call your team member or if you should better drop an instant message or email to get a fast response.

New ways of Communication

In order to work efficiently together in a virtual team that is physically separated modern ways of communication can enable an almost immersive experience of team working. For instance you could start an instant message session with one team member or a group of users, or quickly turn the chat session into a video conference with the possibility to share content on your screen among the video conference participants. You can quickly send an email with either formal content or just a quick update of the latest file that has been worked on. It goes without mentioning that of course you can just make a classic phone call as well.

Did we make you curious?

If you are considering the implementation of home offices for your employees you should capture the expectations of team during the project to make sure you are aware of all the requirements. After that is done you can take this information into the technical planning and design of a home office solution in your organisation. Every organisation and even each department within the organisation might have different requirements to be able to work from home. Missing these requirements out did often lead to such an initiative not working out in the end in some cases. The big advantage of Unified Communication solutions is however to have lower total cost of ownership and to receive a well structured support model for service providers and manufacturing companies.

Summary

With good planning and analysis of requirements, home offices can be a great benefit for employees as well as for the organisation itself  and might put you one step ahead of your competition.