Web Conferencing Overview To IEEE

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Web ConferencingJune 19, 2003Bhaskar RoySr. Channel Marketing Manager,PlaceWare, Inc. – A Microsoft Company

Agendaz WhyWeb Conferencing?z MarketOverviewz Applicationsz ROIof Web Conferencingof Web Conferencingz Architecturez Summary/ Design Center

Meetings –The Medium for osing aDeal172223242930eLearningGetting Up to Speedon a New Product31MarketingHolding18 a PressInterview251CollaborativeMeetingsDevelopinga Product2EventsCommunicating3Your Visionto Wall St.4

Meetings Drive Business ResultsBetter Meetings Better ResultszzzzzFaster Time to MarketCompetitive AdvantageCustomer SatisfactionEmployee ProductivityIncreased Revenuesand aleseLearningClosing aDealGetting Up to Speedon a New ProductDevelopinga ProductHoldinga PressInterviewCommunicatingYour Visionto Wall St.

Alternatives: Conference Call?Page5PortlandThe Ineffective Conference CallSFPage3?LAPage1? ––––Cost EffectiveTime Wasted on LogisticsLeader Out of ControlNo One’s on the Same PageCan’t Collaborate

Alternatives: In-Person MeetingsPortlandThe Inefficient In-Person MeetingSFLAAirfare x 4 2,0001 Day Out of Office 4,000Meals, Transport, etc. 350Total for a 2-hr Meeting 6,350 ––––EffectiveInconvenientWasted TimeProhibitively ExpensiveTravel Often Unnecessary

The Better AlternativeWeb Conferencing ProductivezPortlandWWe bebBrowserBrowserWeb BSFLArowserMore Effective than a Conference Call Efficientzz1 Click to Schedule2 Clicks to Start a Meeting Cost-EffectivezSave 1,000s

What is Web ConferencingWeb Conferencing is an interactivecommunications mediumShare andexchangeknowledgewith anyoneUsing only aWeb browserand a phone

Why Web ConferencingzOngoing Reason: Cost Savings– Travel Cost– Traditional classroom training costs, etc.– Capital ExpensezLonger Term Reason: Do More with Less–––––Improve Productivity, EfficiencyGenerate More Revenue with Reduced CostIncrease Marketing / Communication EffectivenessReduce sales cyclesGain Competitive Foothold

Co Wnf eberencing3 Waves of Business CommunicationsliaMExaF

A Natural EvolutionDataHard ferenceEmailAudioConferencesthrough3rd PartiesConvergence ofData and Audio

Market Overview

Web Conferencing Taking Off 2,198 1,807 1,480 1,174 881 Millions 638 42720022003Source: Frost & Sullivan, 200220042005200620072008

Drivers in the WorkplaceKey DriversTime To MarketIncrease EffectivenessSave MoneyExtend ReachWorkplacesTransform CommunicationsReduce time &effort to collaborateTransform thebusiness“Better thanbeing there”Boundary-lessvirtual places

Distance Communication MediumWeb ConferencingWeb CastingzIn Studio with a crewzWeb browserzLive Audio, Video StreamzTelephone / VoIPzHigh BandwidthzLow BandwidthzFirewall IssueszFirewall friendlyzNon Interactive (Broadcast)zHighly InteractiveVideo ConferencingWeb ConferencingzRoom, Set-top boxzWeb browser, TelephonezHigh BandwidthzLow BandwidthzFirewall IssueszFirewall friendlyzNon CollaborativezHighly collaborativezHigh CostzLow CostzLower ScalabilityzHigh Scalability

Economic & Safety Concerns:Influencing travel plansSource: Meetings in America IV 2002, MCI

Business Travel andUse of Conferencing SolutionsConferencing Alternative Those travelingless since 9/11Used since9/11Planning touse infutureNo change Video39%17%Web26%21%Source: Meetings in America IV 2002, MCI

Applications of Web Conferencing

Applications of Web ConferencingMarketingTraining / HRSalesEventsApplications Across the EnterpriseCollaborativeMeetings

TrainingChallengesSolutionResultszKeep employees, partners and customers trainedzLimited training budget and growing training needszAccommodate scheduling flexibilityzTrain multiple stakeholders on the same contentzA virtual live medium for delivery of trainingzAn on-demand medium for recorded virtual trainingzIncreased productivityzReduced costszBusiness agility

Training: What features to look forzScalability – within a session and across sessionszAbility to do both live and on-demandzVirtual environment should provide a structured yet interactiveenvironmentzNo barriers to enter the session (especially when trainingcustomers and partners)zInteractivity capabilities – Q&A, whiteboard, text-slide, webtours, seating charts, mood indicators, chat etc.zQuestions & Answers – ability to post in privately and to allzChat – capability to control instructor-student and studentstudent chatzAbility to provide printouts / handoutszAbility to keep track of attendancezIntegration with Learning Management System (if applicable)

MarketingChallengeszDrive awareness and demand with reduced budgetzDeliver and launch products with reduced budgetzGenerate leads with reduced budgetFrequent communications with analysts,customers, partners, creative agencies, etc.zSolutionResultszWebinars, virtual marketing eventszVirtual meetings with customers, analysts, etc.zAn on-demand medium for recorded virtual trainingzAccelerated time to marketzReduced cost per leadzIncreased customer, partner, analyst satisfactionzAccelerated awareness

Marketing: What features to look forzScalability – within a sessionzReliability – alternative is very costlyzNo barriers to enter the sessionzInteractivity capabilities – Q&A, web-tours, seatingcharts, mood indicators, application sharing.zBranding capabilitieszAbility to provide printouts / handoutszAbility to capture details of attendees / leads

SalesChallengesSolutionResultszGenerate more revenuezReduce cost of saleszGetting trained to new products and updateszVirtual product demonstrationszVirtual meetings with prospects, customerszAn on-demand medium for sales pitchzVirtual live/on-demand medium for trainingzReduced cost of saleszFaster sales cyclezAbility to reach prospects faster

Sales: What features to look forzApplication sharing including remote-controlzInteractivity capabilities – Q&A, web-tours, seatingcharts, mood indicators, application sharing.zAbility to capture noteszPersistent content, i.e. content is always ready to gozAbility to perform ad-hoc meetings and inviteparticipants to session with a very short noticezNo barriers to entering the session

EventsChallengesAbility to keep employees, customers, partnersinformed with reduced communication/event budgetzConduct events with customers, partners withreduced budgetzSolutionResultszWebinars, Virtual Customer/Partner SymposiumszCompany-wide meetings (like “All Hands”)zIncreased productivityzIncreased customer, partner, employee satisfactionzReduced costs

Events: What features to look forzScalability – within a sessionzInteractivity capabilities – Q&A, web-tours, seatingcharts, mood indicators, application sharing.zEvent Management capabilities– Planning, Registration, Reporting, Post-production andanalysiszBranding capabilitieszAbility to provide printouts / handoutszAbility to capture details of participants

Collaborative MeetingsChallengesCollaborate with distributed teams effectively withreduced costzzAbility to collaborate in an ad-hoc mannerSolutionzVirtual meetingsResultszReduced product development costszFaster product development and time to marketzHigher customer, partner, employee satisfactionzBusiness agility

Collaborative Meetings: What to look forzScalability – across meetingszReliability and performancezApplication sharing including remote-controlzInteractivity capabilities – Q&A, web-tours, seating charts,mood indicators, application sharing.zAbility to capture notes, action itemszPersistent content, i.e. content is always ready to gozAbility to perform ad-hoc meetings and invite participants tosession with a very short noticezIntegration with common calendaring tools, like MS Outlook,Lotus NoteszIntegration with Instant Messaging applications

Intuitive InteractionPresent, showand shareanythingPowerfulAnnotationToolsView theMeeting’s“Table ofContents”ViewQuestionsand AnswerPublicly orPrivatelyWeb tours,SnapShots,whiteboards,polls, and textboardsPresenter chatand audiencechatRecord esenters:Host andExpertsAudience“SeatingChart” andreal-timefeedbackindicators

ROI of Web Conferencing

Why Companies Are Looking for ROIzTough for companies to justify the ROI of softwareinvestments– Often intangible – tough to quantify, measure– Often in years – business climate changeszWant to make sure that they can justify theinvestment to their managementCompanies have made software investments in the past thathave not provided them with returns that they thought they’d get

ROI of Web Conferencing– Better Results, Faster PaybackEnterprise SoftwareWeb ConferencingCapitalInvestmentMillions of s ofupfront investmentMinimal upfront investmentPaybackPeriodIn YearsAlmost ImmediatePercent ROI5 - 35%1000% Return BasedOnGradual Margin,RevenueImprovementsCost Savings(can be as soon as the 1st webconference held)Productivity and RevenueImprovement

Typical ROI for Virtual Meetings withPlaceWarezROI SummaryAssumptions:–––– 14,000,000.00 12,000,000.00 10,000,000.00 8,000,000.00 6,000,000.00# of meetings per month 1000# of participants per meeting 7% of people who travel 20%% of meetings that can be replacedwith PlaceWare 80% 4,000,000.00 2,000,000.00z 1234567Months89101112Cost SavingsROI Summary– Annual Savings– ROI– Payback Period 13.2M 1,465% 0.82 months

Why Web ConferencingzOngoing Reason: Cost Savings– Travel Cost– Traditional classroom training costs, etc.– Capital ExpensezLonger Term Reason: Do More with Less–––––Improve Productivity, EfficiencyGenerate More Revenue with Reduced CostIncrease Marketing / Communication EffectivenessReduce sales cyclesGain Competitive Foothold

Evolution In The Way BusinessesCommunicate and CollaborateCross Enterprise ReliableSimplicityTasksFlexibility FeaturesBenefit: No travelTechnologyCool TechnologySingle UserDepartment(Tactical)Enterprise(Strategic)

Results with PlaceWareIncreased Revenues“We’ve had great success with PlaceWare. During our firstWebinar, we could actually see customers getting offline andgoing to our website and purchasing software.”— Kristin Nauta, Director, Sales & MarketingIncreased Profitability“We saved 9,000,000 in the first 6 months.”— R. Lee Allen, Manager, OperationsFaster Time to Market“We got the same information out in 3 days versus 5 days –and saved 75,000.”— Stephen Rezac, Manager, Sales Training

ROI of Web Conferencing– Better Results, Faster Payback“Using PlaceWare has allowed usto recognize significant ROI infood, travel, equipment rental andlodging. It has saved us aboatload of money.”“This lowers our cost of sales,increases our ability to generaterevenues, and avoids thousands ofdollars of travel every week, as wellas the cost of establishing remotedemonstration centers, because wecan demonstrate complex systemsfrom headquarters.”“At SAS, an average-sizedmeeting on PlaceWare is fivepeople. At 1,100 per person,we would have saved over 2.5million in one year.”We have seen significantbenefits by using PlaceWare,not just by saving in travelexpenses, but by reducing theamount of time our channelpartners and field personnelare pulled away from theirrevenue-producing work

Critical Attributes to Deliver to the ROIPromise of Web ConferencingzAccessibility and Ease of Use– Focus on the content and the success of the meeting andnot the technology behind itzReliability– Alternative is costly and not budgeted for– Loss of confidence in the usefulness of the technologyzSecurity– Feel confident about conducting your internal andconfidential meetingszScalability– Scale with adoption– Scale from departmental usage to an enterprise solution– Scale to provide maximum marketing reach

Architecture / Design Center

Critical Requirements fortrue business collaborationzAccessibility and Ease of Use– Focus on the content and the success of the meeting andnot the technology behind itzReliability– Alternative is costly and not budgeted for– Loss of confidence in the usefulness of the technologyzSecurity– Feel confident about conducting your internal andconfidential meetingszScalability– Scale with adoption– Scale from departmental usage to an enterprise solution– Scale to provide maximum marketing reach

Types of Meetings“Internal”Non-proprietarycorporate communicationOpen“External”Product launchesPublic seminarsVirtual tradeshowsQuarterly resultsTrustedProject meetingsProspect demosEmployee trainingClient presentationsPersonnel issuesSupplier/Vendor meetingsMergers and acquisitionsStrategic partners

Types of Meetings- Technical Perspective“Internal”All Inside F.W.“External”Inside and Outside F.W.Non-proprietarycorporate communicationOpenProduct launchesPublic seminarsVirtual tradeshowsQuarterly resultsTrustedProject meetingsProspect demosEmployee trainingClient presentationsPersonnel issuesSupplier/Vendor meetingsMergers and acquisitionsStrategic partnersMeetings considered internal, still need access outside the Firewall

Meeting Analysis Of PlaceWare UsageAll Inside F.W.51%51%Inside and Outside F.W.49%49%Meetings Inside and Outside the Co. FirewallsPlaceware Hosted ServiceSource: PlaceWare

ExRaindanceGenesysHosted ServiceEnterprise Software /On-Premise SolutionBreakout of Vendors by Approach

Service Providers: Basic ArchitecturesDecentralized Switch ModelSwitch1Switch4Centralized Hub-Spoke ModelSwitch2Switch39 Extensible? Scalable8 Manageable8 Secure8 ReliableCentralizedServers9 Manageable9 Scalable9 Reliable9 Secure8 Extensible

Accessibility & Ease of UsezAbility to traverse firewalls transparently and withoutperformance degradationzExisting integrations with common desktop andenterprise applicationszStrong set of APIs to integrate to any desktop andenterprise applicationzSupport real-time interactions allowing participants toconcentrate on the meeting contentzAbility to customize the user interface depending onthe type of audience

Accessibility & Ease of Use:Two Virtual EnvironmentsAuditorium PlaceWeb Meeting PlaceFor Larger orMore Formal PresentationsFor Smaller or MoreCollaborative Meetings

Reliability: The 9s & the Criticality ScaleOutageMinutes/ Yr90%99%99.9%99.99%99.999% 100%50,0005,000500505 0MissionCriticalSafetyCriticalCRITICALITYSCALETask NonCriticalTaskCriticalPortions of the data obtained from:* Timothy Chou’s talk on “99999: Myth or Reality” (May 2001)* Article “Criticality Scale” from Software Magazine (Dec. 1999)BusinessCritical

Reliability, Reliability, ReliabilityzPlaceWare has areliability of 99.99%7M2.7MUsage Hours% of 02E

Security of Web Conferencing“Security in web conferencing is not anafterthought, it needs to be built in.Purchasers should not have to addtechnology to increase the security of theirsoftware and services. Increasingly,enterprises are making it clear to vendors thatthey are demanding safer products - byrefusing to buy products and services that arenot safe.”»Matt Cain, The Meta Group

Three Cornerstones of SecurityzMeeting Keys / PasswordzAccess Control Lists (ACLs)zLDAP integrationzAccess based on roleszContent EncryptionzSecure User ID, Passwordz128-bit Slide EncryptionzNo clear text for any datazSSL encryption

Content Storage: Layers of Security

Scalability – Two Basic DimensionsTypeDescriptionScalability within a Ability to invite alarge number ofmeetingparticipants in onemeetingScalability acrossmeetingsAbility to have alarge number ofmeetings going onwith variednumber ofparticipantsApplicationszProduct LauncheszWeb SeminarszMarketing EventszAll Hands Meetingsz Varioustypes ofmeetings happening atthe same timez Enterprisewidedeployment

SummaryzMeetings drive business results – but a conferencecall and in-person meetings often fall shortzWeb Conferencing enables people to meet andcollaborate with just a browser and a phonezIt is a natural evolution in the way peoplecommunicatezThe main applications of web conferencing are:Training, Marketing, Sales, Customer Service,Events, and Collaborative MeetingszWeb conferencing has strong, measurable ROIwith immediate paybackzThe critical attributes to look for in a webconferencing solution are: Accessibility & Ease ofUse, Reliability, Security and Scalability

Web Conferencing Bhaskar Roy Sr. Channel Marketing Manager, June 19, 2003 PlaceWare, Inc. - A Microsoft Company. Agenda zWhy Web Conferencing? zMarket Overview zApplications of Web Conferencing zROI of Web Conferencing zArchitecture / Design Center zSummary. Meetings -The Medium for Business

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