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Develop a Video Conferencing Strategy

Seeing is believing: understand the future of face-to-face communications before selecting a video conferencing solution.


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  • New Hanover Regional Medical Center
  • Pembina Trails School District
  • TenCate
  • 167 professionals contributed information that assisted with the development of this solution set.

Your Challenge

  • Many organizations are considering IP video conferencing as a means to reduce the cost and impact of travel for meetings.
  • With the advent of desktop and mobile video conferencing capabilities through Unified Communications technologies, room-based or dedicated video conferencing systems are not the only visual communication option available.
  • This solution set focuses on the key elements of selecting a video conferencing system, whether as a standalone, or as a component of a pervasive video communications strategy.

Our Advice

Critical Insight

  • A room-based video conferencing system is not the only option that can be chosen to avoid travelling; organizations must understand the needs of those workers who travel regularly to determine which video conferencing requirements exist.
  • Implementing room-based video conferencing systems within the context of a pervasive video communication strategy offers the greatest opportunity to reduce travel costs and improve productivity through enhanced communication.

Impact and Result

  • Develop a strategy that highlights the costs of not pursuing video conferencing, complete with a supporting financial analysis and project proposal.
  • Maximize the value of investments in video conferencing by targeting specific use cases, right-sizing the chosen endpoints to the specific use case, and leveraging large-screen displays to enhance communication and collaboration when video conferences are not in progress.

Research & Tools

1. Understand video conferencing technology and the elements of a visual communication strategy

Develop a plan for investing in video conferencing technology.

2. Capture and compare the costs of travel against the costs of video conferencing systems

Build a business case to demonstrate the value of investments in video conferencing technology.

3. Present the case for video conferencing to decision makers

Get buy-in for the video conferencing strategy.

4. Solicit vendors for a video conferencing project

Issue a custom video conferencing RFP.

5. Shortlist video conferencing RFP respondents

Evaluate RFP responses and capture scoring information.

6. Conduct a live demo to verify proposed system functionality

Put each shortlisted vendor through the same demo of video conferencing system capabilities.

7. Detail the financial impacts of a video conferencing investment

Capture project costs and benefits, and demonstrate the three-year TCO and ROI.

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Search Code: 52349
Published: February 16, 2012
Last Revised: February 16, 2012