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Electronic Briefings at a Distance Presented to the ABPM Conference by David Martin Chairman & CEO SMART Technologies Inc. April 4 th , 2002. Outline. Introduction Briefing Effectively at a Distance Problems & Solutions Tools to Consider Summary Questions. SMART’s Vision.

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slide1
Electronic Briefings at a Distance

Presented to the ABPM Conference by

David Martin

Chairman & CEO

SMART Technologies Inc.

April 4th, 2002

outline
Outline
  • Introduction
  • Briefing Effectively at a Distance
  • Problems & Solutions
  • Tools to Consider
  • Summary
  • Questions
smart s vision
SMART’s Vision

To develop and sell products that help people collaborate, whether they are in the same room or located around the world.

  • Developer of Collaboration Products since 1990
  • Effective Virtual Team workshops since 1997
briefing effectively at a distance
Briefing Effectively at a Distance

Questions for you

  • Who has used conferencing technologies in their Executive Briefing Program?
  • Has this been to connect with:
    • Internal presenters?
    • External customers?
  • Who has been happy with this experience?
briefing effectively at a distance1
Briefing Effectively at a Distance

9/11 impact on Travel

  • Safety
  • Security
  • Restrictions
  • Hassles
briefing effectively at a distance2
Briefing Effectively at a Distance

Why so important?

  • Travel costs
  • Access to busy people where they are
  • Need to do things faster
  • People are growing more aware of technology, becoming more accepting and better trained
  • Infrastructure is improving
  • Experience in using this approach is growing
  • Technology components for idea capture can actually be helpful in recording comments of briefing participants
briefing considerations
Briefing Considerations
  • Is this the first meeting with these people?
  • Do we need to connect to external parties only?
  • Is there a need to connect internal and external parties?
briefing issues
Briefing issues
  • Capturing the dialogue
  • => Two-way dialogue
  • => Capture decisions, tasks

Telling your story

=> One-way presentation

people process and technology
People, Process and Technology

Process

People

EffectiveBriefings

Technology

Solutions for Effective Briefings are a blend of

People, Process, and Technology

transitioning to electronic work
Transitioning to Electronic Work
  • Make infrastructure investments
  • Get top management buy-in
  • Find a product champion -- the higher up, the better
  • Get everyone comfortable with the new paradigm
  • Roll out with an extensive, ongoing training program
transitioning to electronic work2
Transitioning to Electronic Work

It’s all about managing Change…

Change management techniques

  • Best practices
  • Senior management buy-in
  • Look for win-win situations (pilots with more technically-oriented individuals)
why remote briefing is more difficult than face to face briefing
Why Remote Briefing is more difficult than Face to Face Briefing
  • More difficult to determine customer level of interest
  • Maintaining interest more difficult because remote participants will time-share
  • Remote briefing will be more formal
  • Informal chats more difficult
    • (Can we solve this?)
problems solutions in electronic briefings
Audio

The quiet talker

Audio delay

Video

Video image quality

Lighting

Following the moving presenter

Can we make the electronic briefing work without needing a production crew?

Data

Paper documents

Remote gestures

The carry-in guest notebook

Firewalls

Security

General

Capturing minutes

The multi-tasker

Getting agreement

Problems & Solutions in Electronic Briefings
tools to consider
Tools to consider
  • Audio conferencing
  • Data conferencing
  • Videoconferencing
  • Peripherals

Tools to

Consider

audio
Audio
  • Great audio needed
    • Ability to interrupt in near real time
    • Think about using 14 Khz. audio over separate telephone or VOIP
  • Microphones need to be placed in correct locations
  • Use wireless mics so that remote participants hear clearly
  • Beware the quiet talker
  • Training

Tools to

Consider

audio conferencing
Audio Conferencing
  • Multi-point audio conferencing calls represent a $3 billion a year industry
  • No-reservation conference calling is fastest growing segment
  • About two-thirds of all remote meetings are audio only
  • Audio quality is a challenge
  • English as second language makes for less than satisfactory experience

Tools to

Consider

audio conferencing1
Audio Conferencing
  • Audio bridging
  • Microphones
  • Mixers
  • Local amplification
  • Telephone quality or better

Tools to

Consider

data conferencing
Data Conferencing
  • Integrated with audio?
  • Browser or client?
  • Security
    • Authentication
    • Encryption
    • Getting through the firewall

Tools to

Consider

data conferencing1
Data Conferencing
  • Data conferencing is fastest growing segment of the conferencing industry
  • Frost & Sullivan is forecasting a growth of 80% a year
  • Tool is easiest to grasp, easiest to implement
  • Security is a challenge
  • Displaying data is key for understanding

Tools to

Consider

new conferencing software
New Conferencing software
  • Software only solutions
  • Portable solutions
  • Meeting process + Conferencing

Tools to

Consider

videoconferencing
Videoconferencing
  • Group videoconferencing unit sales have grown from 20,000 in 1996 to 80,000 annually in 2000

Tools to

Consider

videoconferencing1
Videoconferencing
  • Industry ships $700 million annually
  • Dissatisfaction
    • Connecting
    • Disconnects
    • Quality of audio
  • Improvements have been made
  • Move from ISDN to IP will take time

Tools to

Consider

videoconferencing2
Videoconferencing
  • Video can be a good adjunct for some meeting types
    • Product review
    • Exec to exec
    • Indicator of who is there
  • Select IP as the transport if internal
  • Choose a minimum of 384 kbps over the digital switched network (ISDN)
  • Restrict multiple point calls

Tools to

Consider

old tools new tools
Flip Chart

Whiteboard

Electronic copy-board

Television

Paper report

Fixed microphones

Video document scanner

ISDN video conferencing

3 KHz. Audio

Floppy disk drive

Camera

Wired LAN

Interactive whiteboard

Optical whiteboard capture

Interactive display

Person-sized display

Electronic documents

Wireless microphone

Hi-res document scanner

IP based video conferencing

14 KHz. Audio

USB memory key

Hi-res digital camera

Hi-speed Wireless LAN

Old tools => New tools

Tools to

Consider

peripherals
Peripherals
  • Displays
  • Document cameras
  • Scanners
  • Cameras
  • Whiteboards
  • Podiums

Tools to

Consider

displays
Displays
  • Large sized displays
  • Two displays
    • 1 for data
    • 1 for people

Tools to

Consider

two displays
Two Displays

Tools to

Consider

document scanners
Document Scanners
  • Two types
    • Data
    • Video
  • Use to handle
    • last minute documents that are paper
    • objects

Tools to

Consider

document scanners1
Document Scanners
  • Best for paper documents
  • Make sure that software is installed
  • Reconfirm before briefing

Tools to

Consider

accessing electronic documents1
Accessing Electronic Documents
  • Using USB memory keys
  • ….from IBM web site

Tools to

Consider

cameras
Cameras
  • Multiple cameras
    • Quality, quality, quality
    • Fixed or pan, tilt, zoom?
    • Front of room or back?
    • PC Camera for ad hoc capture

Tools to

Consider

whiteboards
Whiteboards
  • Electronic copy-boards
    • Paper capture
    • Multiple surfaces
  • Interactive whiteboards (non-projected)
    • Portable
    • Built-in
  • Digital capture whiteboards
    • Camera based
    • Appliances versus PC peripheral+

Tools to

Consider

publishing notes online
Publishing Notes Online

Tools to

Consider

podiums
Podiums
  • Standard or electronic?
  • Effect of standing behind

Tools to

Consider

mission critical support
Mission Critical Support
  • What happens when something goes wrong?
  • Lessons learned
training
Training

Getting comfortable with the technology

  • Don’t forget the remote participants
  • Change behavior to include remote folks
  • Resolution
  • Gesturing (remote pointer)
  • Announce who is speaking
  • Think of working with a disabled person (deaf, blind)
  • Follow-me presentations
  • Slide design
electronic briefing summary
Electronic Briefing Summary
  • Learn from others – some best practices can be found on www.EffectiveMeetings.com
  • Look for a suitable pilot
  • Make appropriate tools available
  • Bring all team members together
  • Teach the new processes as well as how to use the technology
electronic briefing summary1
Electronic Briefing summary
  • Teach when to use the tools
  • Bias your solution set to Audio + Data
  • Make infrastructure investments
  • Get champions on-board early
  • Move from Paper to PowerPoint to Electronic Work Age
slide45
Electronic Briefings at a Distance

Presented to the ABPM Conference by

David Martin

Chairman & CEO

SMART Technologies Inc.

April 4th, 2002