Electronic Briefings at a Distance
Presented to the ABPM Conference by
David MartinChairman & CEO
SMART Technologies Inc.
Electronic Briefings at a Distance
Presented to the ABPM Conference by
David MartinChairman & CEO
SMART Technologies Inc.
April 4th, 2002
OutlineOutline
• Introduction
• Briefing Effectively at a Distance
• Problems & Solutions
• Tools to Consider
• Summary
• Questions
SMART’s Vision
To develop and sell products that help people collaborate, whether they are in the
same room or located around the world.
• Effective Virtual Team workshops since 1997
• Developer of Collaboration Products since 1990
Briefing Effectively at a DistanceBriefing 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 DistanceBriefing Effectively at a Distance
9/11 impact on Travel
• Safety
• Security
• Restrictions
• Hassles
Briefing Effectively at a DistanceBriefing 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 ConsiderationsBriefing 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 issuesBriefing issues
Telling your story
=> One-way presentation
Capturing the dialogue
=> Two-way dialogue
=> Capture decisions, tasks
People, Process and TechnologyPeople, Process and Technology
Solutions for Effective Briefings are a blend of People, Process, and Technology
People
Technology
Process
EffectiveBriefings
Transitioning to Electronic WorkTransitioning 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 WorkTransitioning to Electronic Work
Paper Age PowerPointAge
Electronic WorkAge
Transitioning to Electronic WorkTransitioning to Electronic Work
Change management techniques
• Best practices
• Senior management buy-in
• Look for win-win situations (pilots with more technically-oriented individuals)
It’s all about managing Change…
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 BriefingsProblems & 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
Tools to considerTools to consider
• Audio conferencing
• Data conferencing
• Videoconferencing
• Peripherals
Tools to Consider
AudioAudio
• 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 ConferencingAudio 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 ConferencingAudio Conferencing
• Audio bridging
• Microphones
• Mixers
• Local amplification
• Telephone quality or better
Tools to Consider
Data ConferencingData Conferencing
• Integrated with audio?
• Browser or client?
• Security
– Authentication
– Encryption
– Getting through the firewall
Tools to Consider
Data ConferencingData 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 softwareNew Conferencing software
• Software only solutions
• Portable solutions
• Meeting process + Conferencing
Tools to Consider
VideoconferencingVideoconferencing
• Group videoconferencing unit sales have grown from 20,000 in 1996 to 80,000 annually in 2000
Tools to Consider
VideoconferencingVideoconferencing
• 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
VideoconferencingVideoconferencing
• 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 toolsOld 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
Tools to Consider
PeripheralsPeripherals
• Displays
• Document cameras
• Scanners
• Cameras
• Whiteboards
• Podiums
Tools to Consider
View from the FrontView from the Front
DisplaysDisplays
• Large sized displays
• Two displays
– 1 for data
– 1 for people
Tools to Consider
PowerPoint + VideoPowerPoint + Video
Two DisplaysTwo Displays
Tools to Consider
Document ScannersDocument Scanners
• Two types
– Data
– Video
• Use to handle
– last minute documents that are paper
– objects
Tools to Consider
Document ScannersDocument Scanners
• Best for paper documents
• Make sure that software is installed
• Reconfirm before briefing
Tools to Consider
Accessing Electronic DocumentsAccessing Electronic Documents
Tools to Consider
Accessing Electronic DocumentsAccessing Electronic Documents
• Using USB memory keys
• ….from IBM web site
Tools to Consider
CamerasCameras
• Multiple cameras
– Quality, quality, quality
– Fixed or pan, tilt, zoom?
– Front of room or back?
– PC Camera for ad hoc capture
Tools to Consider
WhiteboardsWhiteboards
• 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
Optical Whiteboard CaptureOptical Whiteboard Capture
Tools to Consider
Publishing Notes OnlinePublishing Notes Online
Tools to Consider
PodiumsPodiums
• Standard or electronic?
• Effect of standing behind
Tools to Consider
Mission Critical SupportMission Critical Support
• What happens when something goes wrong?
• Lessons learned
TrainingTraining
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 SummaryElectronic 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 summaryElectronic 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
Questions?Questions?
Electronic Briefings at a Distance
Presented to the ABPM Conference by
David MartinChairman & CEO
SMART Technologies Inc.
Electronic Briefings at a Distance
Presented to the ABPM Conference by
David MartinChairman & CEO
SMART Technologies Inc.
April 4th, 2002
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