Four Signals That It’s Time to Outsource Video Conferencing
At some point you will most likely have to T-up the option of outsourcing video conferencing. Why? Consider the big picture:
• Environmental and budget pressures are driving increased use of video conferencing.
• Increased usage causes a growing market, which attracts innovation and technology turnover.
• Travel schedules are uncertain, and video conferencing preserves the benefits of face-to-face interaction.
• To be a viable alternative to travel, video conferences need to be supported 24x7, often across multiple time zones.
Given this snapshot of the industry, in-house solutions may have to be expanded and replaced more often. Are you better off using a hosted or managed service? If your situation matches one or more of the following ‘signals,’ then the answer is probably ‘yes.’
1. Adoption and utilization are low, for any or all of these reasons:
• Systems aren’t intuitive, and this inhibits use.
• Training doesn’t seem to make employees comfortable using the technology.
• The components and connections in the network do not work together cohesively.
• Employees think the system is unreliable. Typically, this perception is linked to technical issues. For example, a power supply dies at night and no one is monitoring the equipment. Users come in first thing in the morning and try to hold a meeting. One bad experience can turn off some users for good.
2. You don’t have the budget to add extra staff or shifts to schedule and support 24x7 video conferencing – a task that often falls to IT. And really, is this the best use of IT staff? And is your IT team comfortable and proficient interacting with executives and customers and partners?
3. Obsolescence looms. You may have purchased a leading-edge system but now it is outdated. Do you want to make a significant capital investment every 2-3 years?
4. You want to increase business velocity. The faster you make decisions, the higher the velocity. Travel is inefficient, but enticing employees to replace it with video conferencing means you have to provide a high-quality, reliable experience every time.
Companies that are new to video conferencing typically start with a hosted solution because all they have to supply are the endpoints, whether they are in-office or rental suites like those in the ACT Proximity network. Some companies end up buying a bridge and then eventually switch to managed services.
Believe it or not, the most common reason a system fails is that it has been shut off! When you get ready to evaluate providers, be sure their services include equipment monitoring, testing of connections, and problem-solving remotely and via your designated technical contact (e.g., “turn on the system in Conference Room A!”). For more tips, read Sherlock Holmes and the VNOC Investigation.