Technology to ‘See’ you through tough times 10th March 2009, Waverley Gate, Edinburgh
Welcome
Fire Toilets
Mobiles
Who are
?
Microsoft Gold Certified Partner Unified communications specialists We work with many well known UK organisations Offices in Dunfermline & Glasgow Part of a large ICT Group of companies
Unified Communications Group
Exactive
SRS Telecom
nuVideo
Unified Communications
Today’s Agenda 9:00 – 09:30 Registration & Coffee 09:30 – 09:45 Introduction to Unified Communications 09:45 – 10:45 The Microsoft Unified Communications Platform (Peter Ferry) 10:45 – 11:00 Coffee 11:00 – 11:30 Integrate or replace your phone system (Richard McPhee) 11:30 – 12:00 Get more from your investment in Video (Wayne Grattan) 12:00 – 12:15 Next steps & Closing Offer 12:15 – Lunch
Introduction to Unified Communications Scott Millar – Exactive Ltd
Organisations face communications challenges‌
Communication Overload
Security and compliance
Distributed teams, partners, and customers
High cost of communications
...changing Life and Work styles
Mobility • Call me on my mobile... • 60% to VM • 5.5 Million remote workers in the UK*
Business travel
Flexible Workers
• Air travel 6% of UK emissions • Focus on T & E
• 9 to 5 wastes 45 mins/day • Home workers • Remote teams
*Source - Point Topic Broadband User Survey: UK 2005
Gen Y • YouTube, Facebook, IM • Employer to provide tools
...and tough economic conditions
Cost cutting • Fewer workers • Longer hours • Taking on more work
Shrinking Margins
Reduced IT Budgets
• Falling sales • Pressure on Profits • Competition
• Re-use existing IT • More for less • ROI • Flexibility
Communication factoids 60% of Business phone calls go to Voicemail • Gartner Group Report- March 2006- Mathew Cain
67% of Business IM sessions transition to a phone • MS study Fall 04
average information worker gets 51 messages a day in 7 places • MS Study w/ Harris Interactive 2006
50% of the calls workers make, they have to look up the number • MS Study w/ Harris Interactive 2006
Mobile workers will increase to 878.2M in 2009, accounting for 27.3% of the workforce. • IDC “Worldwide Mobile Worker Population 2007-2011 forecast”, 2007
What is Unified Communications? Unified communications bridge the gap between telephony and computing to deliver real-time messaging, voice, presence, email, and audio, video & web conferencing to the end-user
Business Impact of UC Good for Business - Good use of resources
Decreasing Costs by reducing travel, communications and IT costs
Improving Business Outcomes through individual productivity, team collaboration
Reducing Environmental Impact by reducing travel and commuting
Decreasing Costs Reduced travel • Fewer flights, trains, taxis, fuel and accommodation
Lower estate & facility costs • No more expensive moves/changes • Mobile/Home-working solution
Reduce Telephony & Service charges • significant reductions in the amounts paid for dial-in meeting services purchased from teleconferencing vendors as these services are replaced with on-premise Live Meeting conferencing or OCS capabilities. • Presence awareness and UC products result in fewer telephone calls as callers can see the availability of intended recipients and as recipients can determine rules for how they wish to be reached. • Organisations with multiple offices and clients in a host of countries and across several continents, the potential for reducing the costs of traditional landline calling charges is large.
Improving Business Outcomes Faster, more intelligent & intuitive communications Improved user and team productivity/visibility • Faster project completion • Shortened sales cycle times • Faster resolution of customer issues
Flexible/Home Working enabler Attract, retain and get more from your best employees
Reducing environmental impact Reduce the need to travel for meetings or training
Replacing travel with Web conferencing reduces fossil fuel consumption VoIP users can also reduce power consumption through the use of USB phones, which consume far less power than conventional phones
4th Area it can benefit you
The Microsoft Unified Communications platform Peter Ferry – Microsoft
Peter Ferry Technology Advisor, Microsoft Scotland http://blogs.technet.com/technology_trumpet
Microsoft Unified Communications
Messaging • E-mail
Identity & presence
Communications • Instant Messaging
• Calendaring
• Conferencing
• Unified Messaging
• Enterprise Voice
Exchange Server 2007 Built-in Protection your company demands
With the Anywhere Access employees want
And the Operational Efficiency IT needs
Office Communications Server Scenarios Help employees find & collaborate with the right people
Lower travel & audio conferencing costs increase collaboration
Lower-cost, more flexible telephony for a better user experience
Light up your Microsoft Office investments with Presence & Instant Messaging
Audio, web, and video conferencing
Software powered Voice
Streamline Communications Simplifying communications for people and organisations “Click to Call” Communicate in context Transition between email/IM/voice/video Missed calls and voicemail in Outlook
Manage communications more effectively Control who, how and when you are called No more “telephone tag” Target the right person at the right time Assistant delegation
Enhanced Conferencing Audio/video/data conferencing – Bring together geographically dispersed teams
“With presence awareness, I don’t have to call someone five times just to see if he is there. This is a huge benefit. Companies often underestimate how much time is lost in trying to initiate communications.” Infineon - Ralf Kohl, Director of Information Technology
Unified Identity Alex Hankin Contoso, Ltd. Senior Director New York, NY
Tel: (207) 555-1000 Direct: (207) 555-1112 Fax: (207) 555-9999 Mobile: (775) 551-2345 Home (208) 555-5656 Telex: 781-234 Work Email: alexhankin@contoso.com Work IM: alexhankin@contoso.com Home Email: Alex@hotmail.com Home IM: Alex@hotmail.com Skype: AlexH
Alex Hankin Senior Director Contoso, Ltd.
work
mobile
alexhankin@contoso.com
Active Directory Single Source of Identity
home
Conferencing for all •
Changing workstyles – – –
•
Positive meeting experience – – – –
•
Audio “bridge” minutes up 55% in 2008 Boardroom video endpoint up 43% in 2008 Travel avoidance reducing cost and environmental impact
Informal, ad-hoc Simple to set up and control Quality audio and video Roundtable: Active speaker and panorama views
Inclusive – – – – –
PC or phone At work, home or on the move Authenticated users Federated partners Dial-in with passcode
Unified Communications Momentum
2007 The Magic Quadrant is copyrighted August 2007 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose. SOURCE: Gartner, Magic Quadrant for Unified Communications, 2007�
Decreasing Costs Unified Communications Bring Immediate Cost Savings Reduce Travel and Training Costs (20-40%) Replace internal meetings, in-person training and customer / partner visits with LiveMeeting
Reduce Real Estate & Facility Costs (30-40%) Reduce office space per employee and improve space utilization with telework and remote working
Reduce Telephony & Audio Conferencing Charges (10-40%) Replace long distance and audio conferencing call charges with VoIP and save the cost of office move for phones
Reduce the Cost of Voice Mail (20-60%) Replace and consolidate disparate voice mail and fax systems with Unified Messaging
Reduce IT Infrastructure and Administration Cost (up to 50%) Extend existing investment while optimizing IT infrastructure by consolidating servers and multiple vendor solutions Note: Cost savings above are based on customer interviews and calculations using the Forrester’s Total Economic Impact framework.
Impact on top and bottom line Improved collaboration across global design teams • More rapid diagnostic and issue resolution • UC built into design application
Cost cutting and more productive -IM, conferencing and voice • Reduced travel costs by 20% and saved $200K on conferencing • Access to Expertise regardless of location with “3 way banking”
More productive field professionals • 150,000 Users worlwide – 8,000 on OCS soft phone solution • Shell will retire 200 PBX systems over the next 2 years • Easier global audio and video conferencing, and access to expertise
“To us communications are life critical, not business critical” • 750 people across 24 fire stations • Voicemail and video training across fire stations • Replacing most of their PBX
Flexible working Business Imperatives
Competitive Advantage
• • • •
• Anywhere access
“RightSize” fixed costs Business continuance Support flexi-working Maximise productivity
Scenarios Work phone at home Productive virtual teams New office /Office move Productive even when it snows!
– “VPN-less” access – “Adaptive” video and audio
• Enables – VOIP everywhere – Hi-fidelity voice in poor network
Building into Business Process Person to person • Comms in context of business data • Presence-enabled apps
Machine to person • Business process comms • Notifications based on presence • Automate alerting of employees
Person to machine •Anywhere information access •Workflow and interactive voice recognition •Voice portals and interactive agents
Choice of Communications Endpoints • Office desk: Phone handset – Communicator Phone Edition
• At your PC: – USB Wired/Wireless
• On the move: – Communicator Mobile – Windows Mobile and Java
• Wherever: – Communicator Web Access – IM, presence
Peter Ferry Technology Advisor, Microsoft Scotland http://blogs.technet.com/technology_trumpet
Integrate or replace your phone system? Richard McPhee – Exactive Ltd
Evolution of Telephony...
...but maybe not style
LG-Nortel Tanjay
Polycom CX200
Polycom CX100
Microsoft Roundtable
Laptop or PC
So where do I start?
You’ve already started Do you have 2003 Windows based servers or later?
Do you have Active Directory?
Do you have DNS?
Do you have Telephone lines?
Is your arm tired?
Do you have Exchange 2007?
Do you have Office Communications Server?
What Now?
Phased Deployment Design Workshop
Return on investment ROI
Develop a Unified Communications Strategy
(3 Main Phases)
3 Phases to Microsoft Unified Communications • Exchange 2007 • Office Communications Server 2007 R2 • Enterprise Voice
Phase 1 – Deploy Exchange 2007 Unified Messaging Tight integration with Office Communications Server 2007
Enhanced Mobility Features
• Outlook Voice Access • Voicemail straight into your Outlook mailbox
Fax Server
Phase 2 – Deploy Office Communications Server 2007 R2
Deploy Internal IM
• Presence • Internal SIP based Voice and Video • Internal Live Meeting
Enable External Access
• Remote user access • Voice and Video conferences from home • Federation • External participants in LiveMeeting • Free SIP calls to federated partners
Phase 3 – Deploy Enterprise Voice Software based MCU for Conferencing
Configure users to be able to make calls straight from their OCS client to the PSTN network
Variety of Devices or simply a USB headset as a desk phone
Auto Attendant
Hunt Groups
Integrate or Replace? Integrate PBX “VOIP as you are�
Replace PBX
Existing PBX under support
Greenfield site
Need for UC now
New branch office
Long term strategy for replacing phone system
Out of warranty PBX
VOIP as you are Hang on to your legacy routers, gateways, the PBX, even your phones—and let software evolve your telephony to the future of communications
Avoid Confrontations with your office Dan • http://www.microsoft.com/uc/voipasyouare/default.aspx
How to integrate or replace your existing PBX • A Media Gateway – What is a media Gateway? – A media gateway is a hardware device used to connect your Voice Over IP (Exchange UM + OCS) system to traditional telephony equipment and/or the PSTN network
Why do you need a Media Gateway? A media gateway provides the translation of IP to PSTN Also provides translation of SIP from UPD to TCP (Microsoft’s standard for SIP)
Bridges the gap between your existing phone system and OCS (**separate signalling server may be required for RCC)
Example of PBX Integrations
Key to a Successful deployment Planning, Planning, Planning
Design Workshops, Planning Workbooks, Planning tools
Capacity planning
Documentation
Get more from your investment in Video Conferencing Wayne Gratton– Avnet TS
Collaboration Is Key to Performance But Being There in Person isn’t Always Possible Interactivity
Video
When
Progress meetings Expertise Multi-party Rich media sharing Voice
When Email
Value
Trust Stronger relationships
Standard communications
When IM
Time insensitive messages
When
Quick, short messages
Value
Value
Familiar, but no datasharing
Value
Ubiquitous, but slow and easily misunderstood
Instant, but no datasharing
Productivity
Why does VIDEO make it better or more natural?
7% - 38% - 55% Rule – 7% words – 38% tone of voice – 55% body language
• With voice-only you are missing 55% of the speaker’s communication and 100% of a nonspeaker’s communication!
From Endpoint to Integrated Solutions
Phase 1
VC only in meeting rooms
Phase 2
IP Enabled VC
Phase 3
Integrated VC
Natural Communication in Your Organization
Natural Communication in Your Organization
EXECUTIVE OFFICE Manage by “walking around” right from your desk
TELEPRESENCE Strengthen relationships and finalize decisions with executives from around the globe
DESKTOP Video that integrates with existing business tools
TEAM ROOM Bring teams together into a virtual meeting room. React, plan, and create at a moment’s notice
And Outside of Your Organization HOME OFFICE Productivity has no boundaries, whether in the office or working from home
ANYWHERE Mobile solutions for mobile people. From 3G to the PC
INDUSTRY Reach suppliers on the manufacturing floor, technicians on site, and emergency responders in the field
Integrated into Your Existing Environment
Scheduling and Desktop Tools
Infrastructure and Management
VOIP Network
Managed Network
Visual Communication is not an Island……
Telepresence T3
Breakthrough Graphical User Interface • Drag and drop to create your own view on any of the touch screens • Easy access to contacts directories, or concierge services • Puts your world at your fingertips
• One touch to share a presentation or other materials
New Room Systems : Profile Series The New TANDBERG Profile
Profile 42’’
Profile 52’’
Profile 52’’ Dual
The New Generation for Team Collaboration Clearest, smoothest 1080p video and wide band audio
High definition collaboration Intuitive, simple user interface Sleek Scandinavian design
Personal Telepresence T1700 and T1 Be at the same‌ desk
face-to-face
immediate
Be there, see your team, face-to-face.
Always and immediately connect for planned or ad hoc meetings.
TANDBERG E20 Solution for mass deployment Video for everyone Perfectly integrating in any voice- or video environment available on the market today
MOVI 2 Anywhere, anytime business quality video on your PC
Superior quality
Scalability
Easy & Secure
High definition videoconferencing in your PC
PC video connectivity for thousands of employees
Easy to use, manage and deploy
A cost effective way to keep everybody visually connected
Connect via video from public spaces securely
Connect to any standardscompliant video system or meeting room when at home or on the road
TANDBERG CODIAN Universal Encoding™ “The best experience possible for every participant” Independent Port for Each User ■ Constant Port Count ■ Clearest images and audio ■ Optimal layout of multiple images ■ Smoothest motion ■ Least delay
Universal Port™ Technology
VCS
Bridge SIP & H.323 together Manage HD Infrastructure Link with management
SIP UC and VoIP Solutions
Internet
ISDN GW
Movi2 VCS Expressway™
System A TMS
Movi v2 with VCS
Thousands of Users Firewall traversal
MCU System B
User Management (Import from AD) Monitoring Reporting
TMS
TANDBERG UC Solution – VCS is the Core HD Infrastructure and Management
Unified Communications Platforms
TMS
Service Provider
Gateways
IM/Presence Collaboration VoIP
MSE
MCU Recording
Industry Leading Video Endpoints
VCS Cluster
Third Party H323, SIP Endpoints
Unify Your Comms
71
Next steps & closing offer Scott Millar – Exactive Ltd
Recap of the benefits Decreasing Costs • Reduced travel • Lower estate & facility costs • Reduce Telephony & Service charges
Improving Business Outcomes • Improved user and team productivity/visibility • Faster project completion • Shortened sales cycle times • Faster resolution of customer issues • Attract & retain employees
Reducing environmental impact • Reduce the need to travel for meetings or training • Replacing travel with Web conferencing reduces fossil fuel consumption • VoIP users can also reduce power consumption through the use of USB phones, which consume far less power than conventional phones
Be Proactive How can you use this to decrease costs in your business? How can you use this technology to improve your Business Outcomes? How can you do your bit to and reduce your environmental impact?
Return on Investment
Average ROI < 1 Year Average risk adjusted ROI of 563 percent** Simple to save tool http://www.microsoft.com/optimization/tools/overview.mspx
**Source - Forrester Consulting - The Total Economic Impact TM of Microsoft Unified
Closing offer
Free ½ day Unified Communications Workshop
Feedback questionnaire
Why work with Exactive? Microsoft Gold Certified Partner Unified Communications Competency Part of larger group offering best of breed telecoms, IT and Video Conferencing Many years of ICT experience Professional, methodical approach. ITIL, Prince2
We can help you understand the business benefits and present them to your decision makers
Useful Links www.exactive.co.uk www.microsoft.com/uc www.microsoft.com/communicationsserver http://www.microsoft.com/optimization/tools/overview.mspx http://www.microsoft.com/uc/voipasyouare/default.aspx