steljes video and data conferencing survey report

productive video and data conferencingSurveY reportThe benefiTs of video and daTa conferencing sysTems To reduce cosTs, save Time and minimise business TraveL

This is Business ProducTiviTy

2 ProducTive video and daTa conferencing survey rePorT

3ProducTive video and daTa conferencing survey rePorT

In Summer 2011, Steljes Limited conducted research into the use and benefits of video and data conferencing systems to reduce travel, save time, cut the costs currently spent by organisations and in turn offer the advantages such as increased efficiency, greater productivity and overall profit gain for many businesses.

Over 160 business decision makers at small to medium sized companies completed a twelve question survey on this topic - this survey report is based on the findings.

Aiming to explore and examine the current use of video conferencing technology, the report searches for what are considered to be the technology’s key benefits from the opinions of organisations who are and aren’t already using it. The survey endeavours to uncover the barriers preventing organisations from harnessing such useful and cost efficient tools, in order to squeeze out any preconceived beliefs or perceptions.

Seeking to reveal fundamental issues in this area, the full findings look at the opinions held in association with using video conferencing technology; from scepticism regarding behaviour change – indicative of business as usual and a fear of adoption being at the forefront of minds here, to whether organisations are receiving enough information on the benefits of new video and data conferencing technology.

inTroducTionThis is the third survey that has been conducted by Steljes this year, with the previous two demonstrating the path that many businesses are on when considering productivity, cost savings, time efficiency and new communication strategies in relation to harnessing collaborative technological advancements.

Strengthened by, and with greater insight offered from, the previous surveys, this third survey indicates that there is an overall interest in using video and data conferencing systems. There is also an understanding of the benefits that the systems can offer, yet a discrepancy is suggested between the perceived initial expense and long-term cost savings and productivity gains. Concerns about technological blips and functional issues are stressed; an area that needs to be addressed further by the video conferencing industry in order to tackle any issues.

Steljes is the leading distributor for innovative technologies that improve the way we live, learn and work and provides a range of solutions that can drive through greater productivity and cost efficiency in a range of business areas. Steljes is an authorised distributor for Aver Information and SMART Technologies.

AVer Information Inc. is a major global provider of presentation solutions, including the AVerComm HD video conferencing system. AVer prides itself on developing cutting-edge products that provide innovative, efficient and easy-to-use solutions that incorporate the latest technologies and exceed the basic needs, requirements and expectations of their customers.

AVerComm video conferencing offers point-to-point and multi-point systems that are cost-effective, user friendly and interoperable with industry standard telephony and video conferencing systems. With features including content sharing, dual screen mode, recording and snapshot* the solution is suitable for your every day and advanced video conferencing needs.

As the global leader in interactive whiteboards, and touch devices SMART Technologies brings more than two decades

of collaboration research and development to a broad range of easy-to-use, integrated solutions that free people from their desks and computer screens, so collaborating with digital resources is more natural.

Software from SMART Technologies such as SMART Bridgit™ and SMART Meeting Pro™ Premium software lets you easily connect SMART Board™ interactive whiteboards or displays to each other or to remote computers, whether they’re in the same room or around the world. Teams can write and share digital notes, review and edit documents, and interact directly with other meeting participants using connected laptops or SMART Board interactive whiteboards. Not only can you and other participants share a desktop, but you can all write over the same documents and applications simultaneously.

We would like to thank everyone that has participated and we hope that by using this survey report you can now benchmark your own use of video and data conferencing technologies and consider adopting new innovative technologies to improve productivity and efficiency across your organisation.

MeThodologyThis survey is published by Steljes Limited. There were more than 160 respondents to the survey, which took the form of an online questionnaire. Information about the questionnaire, including the link, was emailed to a list of pre-targeted senior business decision makers at small to medium sized companies with up to 500 employees across multiple industry verticals. The incentive for taking part was access to a complimentary copy of this report and the opportunity to be entered into a free prize draw.

executiveSummarY

* Dependent on model purchased


Don’t know1%

Yes42%

No57%

80.8

19.2

0

10

20

30

40

50

60

70

80

90

Yes No

analYSiS

Figure 1

1. Do you have video conferencing in your organisation?

With less than half the survey respondents currently owning video conferencing within their organisation, this leaves almost 60% who either do not, or don’t know whether they have this type of system within their organisation for use. This demonstrates that there are currently a significant number of organisations that are potentially missing out on a form of progressive communication tools that could provide solutions to some of their most frequent cost and efficiency scenarios.

2. If no, would you consider using video conferencing in your organisation?

A substantial number, 80.8%, of those who do not have access to a video conferencing system, would use video conferencing if it was available within their organisation. This indicates that there is a strong demand for this type of technology and demonstrates a gap in the market for the industry to acknowledge and address further.

Figure 2


Yes 80%

No 20%

With face-to-face meetings upheld as an ideal way to communicate in order to build social rapport and develop business relationships – as highlighted in our previous surveys, nearly 90% of respondents believe using a video conferencing system would allow them to effectively meet as if they are face-to-face without needing to travel. This in turn avoids the complications and cost of travel, meanwhile providing more opportunity to restore or strengthen enduring business relationships in as natural a way as possible. It can be argued that a certain flow and rapport is facilitated through a face-to-face video conference, providing a more genuine social interaction environment without the cost output, which other remote conferencing technologies struggle to offer.

Combining a video conferencing system with data conferencing can further enhance collaborative work sessions with local or remote colleagues by allowing them to visually collaborate on digital media, not only seeing each other but also sharing screens, annotating and interacting with each other’s documents – regardless of location. This technology moves users from the more traditional passive and broadcast conferencing to interactive and collaborative video and data conferencing sessions that provide a rich experience and more natural way of working for the user.

78.80%

21.20%

0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% 90.00%

Yes

No

3. If you already use video conferencing, are you satisfied with your current system?

The fact that nearly 80% of respondents who use video conferencing are satisfied with their current system signifies the overarching benefits that it can bring. For the fifth of respondents who aren’t satisfied with their current video conferencing system, this suggests that perhaps more information or training could be given on how to make the most of the advantages their system has to offer or that the type of system they are currently using does not suit them completely.

Figure 3

4. Would you use video conferencing as a way to meet face-to-face without the need to travel?

Figure 4

analYSiS


29%

39.40%

31.60%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

Internally with colleagues Externally with suppliers, partners and customers

Bcross muCple locaCons i.e. you will require a mulCEpoint soluCon

Nearly 40% of respondents would use video conferencing to allow them to meet with external suppliers, partners and customers. This was closely followed by using video conferencing to both facilitate meetings that bring people together across multiple locations and supporting meetings with internal colleagues regardless of location. This builds upon the notion that the face-to-face communication enabled by video conferencing provides greater opportunity for strengthening external relationships, in particular with customers and clients where a stronger social bond can also result in a more profitable business relationship. It also demonstrates the need for a conferencing solution that is simple, intuitive and easy for third parties to adopt with minimal training and allows them to interact in a natural way. Where third parties may have other systems and solutions interoperability and ease of use are significant issues to resolve when using the technology in this way. It also shows that video conferencing is seen as a means of improving external relationships as well as improving internal communications.

5. Would you use video conferencing in the following scenarios?

Figure 5


0.50%

10.50%

11.30%

3.90%

9.50%

19.00%

10.30%

13.60%

1.30%

12.10%

8.00%

0.00% 5.00% 10.00% 15.00% 20.00%

Dissa0s1ed with managed service contract

Incompatability between different vides conferencing systems

Bandwith issues

Doesn't support data collabora0on

Expensive running costs

Expensive to buy

Don’t know who I can video conference with

Can't change peoples behaviour to encourage them to use it

Poor support services and set up

Poor quality video and audio

Too complicated / difficult to use

When all survey respondents were asked to consider the issues they perceive to be associated with video conferencing systems their main concern was initial expense. This may reflect perceptions or experience of purchasing more traditional video conferencing systems. While cost is an understandable and important consideration, the benefits of a video conferencing system e.g. reduced travel costs, increased communication efficiency and overall business productivity can later over-ride the initial expense - this is highlighted further in other responses in this survey, as well as in our previous surveys. Other key issues highlighted include behaviour change – whereby people become stuck in old and familiar ways that they’re comfortable with and they can’t be encouraged to use the new technology. This suggests that adoption is likely to be correlated closely to the ease of use and solutions that provide a natural way of working. It also highlights the importance of training as part of any new technology adoption. The worry of poor quality video and audio was another concern – perhaps a memory of some past technologies that caused frustration; and bandwidth issues. Grainy video and poor quality audio reduces the user experience and prohibits wider adoption.

Interoperability between systems remains a key issue. In order to adopt technology you need to be able to use it every time you need it, particularly with third party organisations using different systems and potentially different networks. This is being addressed by the industry and with further consolidation of standards and networks should improve the ability to use the technology, reduce current frustrations and improve adoption for organisations.

Figure 6a

6. What are your perceptions of current video conferencing system offerings? What are the issues?


Of those who currently possess a video conferencing system in their organisation, incompatibility between different video conferencing systems presents itself as the main perceived problem, followed closely by bandwidth issues. Such issues and perceptions can be dealt with, yet this is reliant upon initial clear information and instruction by the industry providing these tools and systems, as well as a constant support service.

The AVerComm HD Video Conferencing system addresses these issues offering compatibility with industry standard telephony and video conferencing systems. More often what is required to gain a better experience and connectivity is a refresh of the technology to more modern systems that offer this functionality.

7. Those who responded to Yes to Q1 i.e. they have video conferencing in their organisation. What are your perceptions of current video conferencing system offerings? What are the issues?

8. Those who responded to No to Q1 i.e. they do not have video conferencing in their organisation (57%) or don’t know if they have video conferencing (1%). What are your perceptions of current video conferencing system offerings? What are the issues?

Figure 6c

0.70%

8.80%

10.20%

1.80%

10.60%

24.10%

10.90%

11.30%

1.10%

11.70%

8.80%

0.00% 5.00% 10.00% 15.00% 20.00% 25.00% 30.00%



Bandwith issues



Expensive to buy






0.00%

15.80%

14.30%

6.80%

8.20%

12.80%

10.50%

11.30%

3.00%

11.30%

6.00%

0.00% 2.00% 4.00% 6.00% 8.00% 10.00% 12.00% 14.00% 16.00% 18.00%



Bandwith issues



Expensive to buy






Figure 6b


Those respondents who don’t own a video conferencing system in their organisation, perceive the initial purchase expense as a main issue of concern. While this is an understandable and important consideration, it may be more from a perception of the historical costs of such systems and telepresence rooms. Equally, the consumerisation of desktop video conferencing through low cost solutions like Skype leads to a perception that video conferencing systems should be inexpensive. We must remember that these types of solution deliver relatively poor quality experiences which are only suitable for one-to-one desktop video rather than video on large format screens in meeting rooms. The newer video conferencing systems are much lower in cost, easier to use and deliver a high quality experience for meeting room solutions. The industry needs to work harder at helping to educate people currently without video conferencing in their organisation on the value, benefits and return on investment offered by the new wave of systems available on the market today.

The benefits of such systems e.g. reduced travel costs, increased communication efficiency and overall business productivity can easily over-ride the initial expense - this is highlighted further in other responses in this survey, as well as in our previous surveys.


9. If you have a video conferencing system would you be interested in trading in for a better solution?

Over half of those respondents surveyed who currently own a video conferencing system in their organisation would potentially consider trading it in for a better solution – in turn, these respondents could address some of the issues that were highlighted earlier in the survey, such as poor quality audio and video and incompatibility between different video and audio conferencing systems.

Figure 7

Don't know 40.60%

Yes 15.60%

No 43.80%


10. Are there circumstances when you would want to record your video conference sessions?

Almost half of those surveyed stated that there are circumstances when they would like to record their video conference sessions. A reduction in rushed note-taking is one clear advantage of making use of this system; real-time note-taking can disrupt a natural flow, impact concentration and affect the ability to keep up with all the information being communicated if a meeting is progressing at a pace. Certain points, ideas and key information that are so frequently missed can all be captured and revisited with a recording of a video conference session. Body language, facial expression and voice tone can also be considered in more detail, allowing a potential analysis that could provide further insight into the dynamics of the meeting and state of business relationship. This could be of particular importance when using the communication tool for sales meetings. In certain professions, the need for an audit trail and compliance policies means that the recording option is increasingly seen as a requirement of a video conferencing system.

In addition, when combined with data conferencing where you can capture the written and visual notes on digital media alongside the sound and video means you can have a complete record simply and easily in digital format that can be reviewed again and again after the event.

Figure 9

11. In what situations do / would you use video conferencing?

10.20%

7.40%

9%

15%

17.50%

10.00%

4.10%

1.70%

8.50%

5.50%

11.10%

0.00% 2.00% 4.00% 6.00% 8.00% 10.00% 12.00% 14.00% 16.00% 18.00% 20.00%

-nterna3onal communica3ons

;usiness con3nuity e.g. during adverse weatAer condi3ons

Support remote working

-mprove eEciency Fy reducing wasted 3me spent travelling

Help reduce costs e.g. travel

;uild rela3onsAips

Data collaFora3on

Monitoring / surveillance

Delivery training remotely

Product demos

Sales mee3ngs

Cost reduction is a clear benefit of using video conferencing, with survey respondents identifiying this as their top reason for making use of this type of system. As well as helping to limit expenses, respondents also felt that the use of a video conferencing system would improve efficiency by reducing wasted time spent travelling, which in itself can also incur great costs to an organisation. Sales meetings, building relationships and internal communications were also selected by many of those surveyed as situations where video conferencing would prove beneficial. Again, the face-to-face, real-time and efficiency element of the technology adds a different dimension to distance communication.

In order for organisations to build on these uses, video conferencing needs to come out of high end telepresence rooms and be more pervasive in standard rooms so that employees can access the technology when they need to. New lower cost devices with improved compatbility allow this to become an achievable reality.

Figure 8

Yes 43%

No 57%


Nearly 80% of all respondents would expect to pay £2,000 - £7,000 for a video conference system, indicating an overall understanding of the value of this technology.

Over half of respondents would expect to pay £2,000 - £3,000 for a video conferencing system. This is significantly less than the cost of a traditional room-based video conferencing system, especially when installation, warranty and other services are included.

There are now siginificant systems of high quality, such as the AverComm HD video conferencing system, that provide an entry point at half of the cost the majority of our survey respondents would be prepared to pay for such systems. It is evident that the discrepancy in perception of an acceptable cost for a video conferencing system and what constitutes expensive is comparing true video conferencing for use in meeting rooms with desktop video conferencing through systems like Skype.

54.60%

22.40%

10.90%

6.10% 4.20%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

£2 -‐ 3k £3 -‐ 7k £7 10k £10 -‐ 20k £20k+

12. How much would you be prepared to pay for a video conference system?

Figure 10


13. What do you consider to be the benefits of video conferencing? (Rank in order of priority with 1 being the biggest benefit and 6 being of least benefit)

Reducing travel, saving time and lowering costs came out top as key business benefits of video conferencing according to those surveyed. With food, energy and fuel prices soaring, increased efficiency, budgeting and a consideration of overall business yield are more important than ever to organisations, as also expressed in our previous survey results – video conferencing can address and provide a solution to all of these issues. Almost a fifth of those surveyed also felt that video conferencing improved collaboration, allowing for stronger relationships to be built in a more natural manner due to the face-to-face factor. Sharing that joke at the end of call is always going to be much better if you can see the other people smiling.

Even greater value can be achieved when video conferencing is combined with collaborative data conferencing using solutions like SMART Bridgit conferencing software and SMART Board interactive whiteboards or displays. Combining the two technologies provides a powerful and rich collaboration experience.

Although over half of respondents chose recording and archiving as their least beneficial consideration in association with using video conferencing, this aspect of the technology does offer an opportunity to increase efficiency by extracting all that is communicated during what can be fast-paced and jam-packed meetings. Recorded evidence can also potentially reduce any possible disputes over what was communicated during a conference due to different interpretations of comments, struggles over decisions or perceived semantics.

5.40% 6.06% 3.64%

16.97%

7.27%

54.55%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

Reduce costs Reduce travel 9ave :me Improve work / life balance

Improved collabora:on

Recording and archiving

27.27%

46.06%

33.33%

7.09%

18.88%

2.42%

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

45.00%

50.00%

Reduce costs Reduce travel :ave ;me Improve work / life balance

Improved collabora;on

Recording and archiving

Fig.11a – Benefits ranked as number 1 (with 1 being the biggest benefit and 6 being of least benefit)

Fig.11b – Benefits ranked as number 6 (with 1 being the biggest benefit and 6 being of least benefit)


14. Would you be interested in finding out more about video and data conferencing solutions from Steljes?

A high proportion of respondents requested a follow up meeting with Steljes, demonstrating a clear interest in incorporating video and data conferencing systems into their communication/meeting strategies.

66.06%

5.50%

18.80%

9.10%

0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00%

No -‐ not interested

Yes -‐ video conference

Yes -‐ online web conference

Yes -‐ f?ce-‐to-‐f?ce @eeAnB

Figure 12


The survey findings show a keen interest in video conferencing technology, with 80.8% of those who do not have access to a video conferencing system stating that they would use this technology if it was available within their organisation. Certainly the Skype / FaceTime generation will demand video communications in their organisations in the future.

Unsurprisingly, a key concern highlighted in the survey is behaviour change, with the issue that it would be difficult to encourage people to use a new communication tool. However, the overwhelmingly positive response highlighted above suggests that if the technology is there people are willing to give it a try, especially if it is simple, easy to use and interoperable with other video conferencing systems that external partners, customers and suppliers may be using.

Another issue that came out of this survey was the technological worries that are still faced perhaps owing to past experiences with dated and unreliable technologies;

such as the fear that video conferencing could result in visual and audio problems or difficulties in fixing any difficulties that might surface. This is where training and clear, concise information and support provided from the industry should be paramount, so as to dispel any preconceived concerns and allay any worries that prevent the moving forward of productive business, through harnessing creative and progressive communication solutions.

With the main benefits of video conferencing stated in this survey as heightened productivity and efficiency, reduction in cost and time wasted on travel, as well as improved collaboration, the issue of initial purchase expense only serves as a reminder that people are aware of spending, but also keen on saving in the long-term. It also perhaps highlights that the consumerisation of video conferencing is changing peoples perceptions in terms of what these solutions should actually cost and there is a greater need to educate people in the differences between solutions.

Video and data conferencing offers the opportunity to transcend time and space barriers, to reap competitive advantage over other organisations that are still filling their expenses forms with pricey hotels and rising transport fares. With the kind of winter weather the UK was presented with over the last 2 years, important meetings need not be cancelled if a carpet of snow or volcanic ash cloud grinds the transport system to a halt again. This ever-more essential technology presents innovative ways of working and communicating in uncertain times, meanwhile maintaining and building upon the old and trusted benefits of a face-to-face conversation.

As with our previous surveys, the results strongly demonstrate the need and desire for organisations to harness new technologies that allow a form of communication that is as natural and flowing as possible, is reliable and convenient, pushes the boundaries of efficiency and productivity, meanwhile keeping the bank account happy.

concluSion

© Copyright 2011 Steljes Limited. All rights reserved. No part of this brochure may be reproduced without prior permission. All trademarks and copyrights are herein acknowledged. SJ/44379.

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