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THE HYBRID MEETING: EMS AND SELF-SERVICE VIDEO CONFERENCING
Thomas Allen, Ankita Verma
EMS Software, Product Management
October 4, 2017
Video conferencing (VC) provides a tool to unite
dispersed teams and foster communication within an
organization.
We see two types of VC:
1. Managed
2. Self-service
Video Conferencing
2
• “Managed” video conferencing refers to the
requirement for IT and audio-visual technicians to
configure and administer technology endpoints for
each video conference
• These workflows present challenges with high
operational costs, limited scalability and, because of
complexity, low user adoption.
Managed Video Conferencing
3
Managed VC Workflow is Labor Intensive
4
Create VC meeting,
invite others
Provide meeting
details to planner
VC technician
manages connectionsA/V technician
sets up equipment
Users attend
meeting
• Multiple people required
• Multiple points for potential errors
• Technology is costly
Companies are striving for self-service video
conference workflows to allow everyday users to
schedule and initiate their own video conferences
without A/V intervention.
How Video Conferencing Is Changing
5
Self-Service VC Booking Workflow
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• Uses Exchange & Skype for Business integrations
• Single person required (self service)
• Error points eliminated
Create VC meetings
in EMS Apps
Attend meeting and start
with one-click
• Enables everyday users to activate in-room video conferencing technologies with little or no effort.
• Benefits of a self-service approach to video conferencing
• Lowers IT operational costs.
• Simplifies end user experience, leading to higher adoption of video conference technologies.
• Increased Return on Investment in video conference technology.
Self-Service Video Conference Benefits
7
SKYPE FOR BUSINESS
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Skype for Business, formerly
Microsoft Lync, is a unified
communications platform that
enables:
• Instant messaging.
• Audio and video conferencing.
• Online meetings and real time
collaboration
What is Skype for Business?
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• Simple to use
• Join from anywhere
• Consistent user experience regardless of backend VC systems
• Fosters innovation by connecting employees and ideas without regard for time zones and geographies.
• Helps teams collaborate efficiently.
• Enables better communication for remote and mobile workers.
• Reduces email volume by providing instant access to colleagues.
Why Organizations Use Skype for Business
10
Adoption Trends for Skype for Business
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http://www.nojitter.com/slideshows/240171671/skype-for-business-adoption-trends-2016?pgno=2
• Everyday users create reservations through EMS Web App/Mobile App
• Enable Skype for Business Toggle
• Exchange Room Integration invites in-room VC system to the meeting
• Everyday users are integrated with Skype through their EMS booking
Self-Service VC with Skype for Business
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EXCHANGEEMS
As a meeting host, I want to…
• Book a video conference by simply choosing a room
• Activate in-room technologies with no effort
As an attendee, I want to…
• Attend and collaborate effortlessly
As a VC admin, I want to…
• Enable self-service video conferencing
• Simplify technology integrations
As an executive, I want to…
• Leverage my technology investments fully
As a User, I Want to…
13
Skype for Business with Web App
14
On Desktop On Mobile
SELF-SERVICE VC:
BOOK A VC ON-THE-GO
Everyday Users:
1. An everyday user schedules a meeting using EMS mobile, invites attendees, enables Skype for Business and reserves a room.
2. User walks to the conference room and joins the meeting from a Microsoft Surface Hub.
3. One attendee joins the meeting remotely from a coffee bar.
4. Another attendee is working from home and joins from there.
Integration Points:
• Exchange Room Integration books the video conference mailbox in Microsoft Exchange, including it in the meeting.
• Skype for Business meeting details are included with meeting invites.
Skype for Business with EMS Mobile App
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SELF-SERVICE VC:
WHEN NO VC SYSTEM
Everyday Users:
• Everyday user schedules a meeting using EMS Web App/EMS
Mobile App, invite attendees, and enables Skype for Business.
• On the day of the meeting, user walks to the meeting room and joins
the meeting from the laptop.
• Other attendees join Skype for Business from remote access points.
Integration Point
• Skype for Business meeting details included with meeting invites.
Skype for Business with EMS Mobile App / Web App
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SELF-SERVICE VC:
BOOK A VC WITH IN-ROOM TECH
Everyday users…
• Create meeting, invite attendees.
• Utilize EMS Plug-in for Outlook/webapp to filter and find desired room.
• Use the BlueJeans plugin / other VC plugin to create the Join URL.
• Create booking.
• Host enters meeting room and starts the video conference with one click
(BlueJeans, Polycom RealConnect, Cisco Meeting Server).
Integration Point
• Exchange Room Integration includes Exchange mailbox for video conference
endpoints with room booking.
• Video conference interfaces in room display meeting schedule.
Single Video Conference Resource in Room
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TECHNICAL SPECIFICATIONS
Supported Skype Products:
• Skype for Business Online
• Skype for Business Server 2015 (on-premise)
EMS Access Points:
• EMS Web App
• EMS Mobile App
• EMS Platform Services (REST APIs available for integration)
Skype for Business Integration was included as a feature in the Spring 2017
release.
Skype Products and EMS Access Points
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Exchange Room Integration System Reqs
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Exchange Support
Microsoft® Exchange 2016
Microsoft® Exchange 2013
Microsoft® Exchange 2010, SP3
Microsoft® Office 365
EMS Access Points Add/Remove Skype Meeting Interoperability
EMS Web App ✓ ✓
EMS Mobile App ✓ ✓
EMS Desktop Client × ✓
EMS for Microsoft Outlook ✓ (Skype Plug-in) ✓
EMS Room Sign App × ×
EMS Kiosk App × ×
Master Calendar and Regics × ×
Skype for Business EMS Integration Points
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QUESTIONS?
THE HYBRID MEETING: EMS AND SELF-SERVICE VIDEO CONFERENCING
• Visit the Play area for examples of hybrid
meetings
• Webcast: What’s New in the Spring 2017
Release
• Video Conferencing in EMS page
Thomas Allen, Ankita Verma
EMS Software, Product Management