Resources for Using Video and Telepresence in Your Organization

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Yes. Before the call, your image will be shown in the display. Make sure that you're visible within the frame, that the room lighting is adequate, and that there are no background distractions. Once the call has started, you can use the Picture-in-Picture button to view your image.

Verify the volume settings on your remote control (or PC) and if necessary adjust them. Also, make sure you're not on Mute at the beginning of the conference. With today's technology, shouting or speaking loudly is unnecessary, so speak in a normal tone of voice, and try to limit side conversations and shuffling papers near the microphone.

Ask participants at the other sites to Mute when they are not speaking. (The Mute button is a vital element in a smooth-running meeting.) When you ask someone a question, make sure you give them a few seconds to respond, as they might be turning off Mute so they can be heard.

With Polycom People + Content IP software, you can send content from your display to participants right through the network. (Download the free software.) Simply start the application, input the IP or H.323 of your video conference system (for example: 172.19.22.163), and click the application's purple "play" button. Your PC content will then display for all participants. Note: you may want to disable any instant message pop-up windows or e-mail applications beforehand. As a backup for regular meetings, you can e-mail a copy of your content to meeting participants before the conference.

It may seem initially odd, but when addressing a broad audience, look directly into the camera lens, not at the faces on the display. This way meeting participants sense you're looking directly at them and will more readily engage with you. Also, make sure your background is simple and uncluttered, so people can focus on you and your content, not on distractions.

For multiparty calls, it is recommended that you use a video conference bridge that all participants dial into so you can see and hear each other. The concept is similar to an audio conference bridge, with the added dimension of visual communication. Some video conference systems have built in multiparty capability (check with your system administrator to see if this option is available for you) where a small number of other sites can be joined simply by hitting the "dial" button during a call and inputting the remote site's number.

Generally, 'telepresence' is a term used to describe visual communication on high definition (HD) video systems, from desktops to fully immersive rooms. "Video Conferencing" describes traditional non-HD video systems. As HD systems are increasingly adopted, telepresence is increasingly becoming the default term describing real-time video interactions.

Remember you're on camera, so don't do anything you don't want others to see. Act as you would if people were in the room with you. Avoid rocking your chair, tapping on the table or making any noise near the microphone. Speak in your normal voice and try to avoid side conversations when people on the far side are speaking. Muting your microphone when you are not speaking is very helpful.

Yes. In addition to our room and immersive systems, Polycom has a video soft client application for PCs called "CMA Desktop." Ask your IT department how to get it loaded on your system for remote or home office use.

Travel cost reduction is a well-known benefit, but many organizations also use real-time collaboration to decrease expenses related to employee overhead, corporate training, interviewing and recruiting, and project management. See real world examples here and here. On average, organizations leveraging telepresence and video can:

• Save 30% on travel costs
• Reduce time-to-market for new products and services by 24%
• Reduce downtime by 27%
• Save 25% on employee training
• Decrease recruitment times by 19%
• Reduce sales-related costs by 24%

For more details on cost justification, click here.

Friendlier interfaces and more technically-adept users have made creating a ‘culture of collaboration’ easier than ever. But fully realizing the business, operational, and financial benefits of visual communication requires diligence from any official or unofficial video leader. Generally, they all follow these five imperatives when trying to increase awareness and speed adoption of video conferencing in their organization:

1. Identify and Leverage Internal Video Champions (in all locations)
2. Ensure Positive Experiences Across Systems and Environments
3. 'Launch' and Promote Your Video Conferencing Systems
4. Train Users on Applications and Value (not Products)
5. Track Your Progress and Solicit Users' Opinions

More detailed explanations on increasing adoption can be found by clicking here.

Although organizations may be geographically distant from fellow workers, customers, and partners, companies no longer have to travel to be effective. Collaborative solutions enable remote teams to meet virtually anytime and from anywhere. Travel is reduced, carbon emissions are reduced – and everyone wins.

Consider this: Every time two people meet over video instead of traveling roundtrip—for example, between LA and New York—they save the carbon emissions that would be the equivalent of taking one car off the road for a year.* (Source: Conservation International)

For more information on carbon reduction and Polycom's environmental responsibility, click here.