BT Web Conferencing Quick Start Service

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1 BT Web Conferencing uses Microsoft Live Meeting 2005 to provide you with the ability to collaborate with colleagues by sharing information and ideas online and in real time. BT s Quick Start service enables you to assess the technical implications and build the business case for introducing Live Meeting into your working environment. At the end of the service you will hold the necessary technical information to successfully introduce Live Meeting across your organisation; and, having worked with BT, the confidence to maximise the benefits of its use. BT Web Conferencing Quick Start Service Making the most of communication, collaboration, convergence

2 About Quick Start The Quick Start service is a clear, structured evaluation of Live Meeting 2005 that addresses the key concerns an organisation is likely to encounter when making use of BT Web Conferencing. This allows for any technical and business issues to be dealt with from the outset, ensuring a smooth roll-out. What is Live Meeting 2005? Microsoft Live Meeting 2005 is a web based conferencing service that allows users to see and work on the same document or application at the same time. The service can be used as both a collaboration and a presentation tool, allowing 2 to 2500 people to access it at any one time. Enhanced functionality such as instant messaging, electronic whiteboard, meeting recording and instant voting make Live Meeting 2005 an essential tool for effective teamwork. Why use BT Web Conferencing? Enable dispersed teams to work together in real time, whatever their location allowing tasks to be completed when they are needed. Sales teams can present and demonstrate services and products interactively to prospective clients, without the need to travel from their office. Training personnel are able offer to group training online to participants in various locations, and allow them to practice programmes on their own under supervision. With the ability to share, amend and discuss work in real time with colleagues and clients, marketing and sales campaigns can be delivered more effectively. Full scale conferences can be held, with speakers being able to answer participants questions and see them appear on screen. Why use the Quick Start service? Testing the facilities on a small scale allows for clear deployment planning and reduces the risk of on-going technical problems. Building a business case for introducing the facilities based on information gathered within your own organisation assists buy-in from senior management. A defined trial period of six weeks ensures that lengthy and inconclusive testing is avoided. Quick Start not only provides you with the technical and commercial information required to deploy Live Meeting, it also covers the training necessary to make maximum use of this cost-effective collaboration tool. The service covers the following key areas: Appraisal of current business processes and development of Key Performance Indicators (KPIs) to ensure concise measurement of the service. Implementation of targeted technical trials and analysis of compatibility with existing IT infrastructure. Delivery of a comprehensive business trial, where relevant, within specified areas or departments within the organisation to produce the most relevant business case for deployment of the service. Review and recommendations on all technical and commercial factors that influence the usage of Live Meeting 2005 followed by thorough reporting. Recommendations on the way that the facility should be used, roll-out plans and suggested pricing options that best suit the organisation.

3 The process The planned stages of the Quick Start service allows for the most efficient use of time and resources ensuring the trials deliver accurate results. Quick Start service process summary: Stage 1 Assessment Stage 2 Technical trials Measurement criteria Stage 4 Recommendations and planning Optional stage Stage 3 Business trials Deployment Stage 1: Assessment The initial stage aims to establish key information in order to begin the trial process and start the planning for full deployment. This information includes: Helping you assess how many users you have that will benefit from BT Web Conferencing and Live Meeting. Helping you identify which departments are likely to make the most use of the facility. Understanding what your current desktop infrastructure looks like, particularly any mix of operating system set ups. Whether you already hold and utilise a BT MeetMe account. This scoping stage forms a picture of the level of usage once Live Meeting 2005 is available to the organisation. At this stage, you will also have a far clearer picture of the real benefits and value your organisation can expect to see from Live Meeting Stage 2: Technical trial As with the introduction of any new software or web service, you need to be assured that your current system set-up allows it to operate at maximum efficiency. The technical trial is provided to a limited number of employees in order to benchmark the results effectively. Essentially, the participants are given the opportunity to use and test the facility, ensuring any technical issues are identified and dealt with. Following a meeting with your Account Manager where the personnel chosen for the trial and the trial period has been agreed, you will receive: 1. An agreed number of Live Meeting 2005 accounts for the set period. 2. Each participant will receive a welcome , containing basic details of the facility and information about relevant training on offer. 3. Significant ongoing training: available to groups online. 4. Support documents and access to technical information concerning Live Meeting A designated support engineer, a BT Conferencing contact, and, as required, a Microsoft contact: all available to advise on any technical issues that may arise. The technical trial provides the opportunity to establish what, if any, changes need to be made to your network or infrastructure in order to make full use of Live Meeting Typical infrastructure areas to address include: Legacy operating systems: Locked down environment: Network and firewall connectivity: Internet settings: Live Meeting 2005 works best with Windows 2000 and Windows XP. Older operating systems or alternatives, such as Mac OS, have limited functionality. Most organisations employ rules and regulations for using the internet that are automatically applied to the desktop. The security system used by your organisation will, again, have rules applied that may need to be adapted for Live Meeting The technical trial fine-tunes Live Meeting 2005 to enable it to work at optimum level across your different user groups and working environments. From a bandwidth perspective, Live Meeting 2005 works extremely well on typical home broadband connections and above.

4 Stage 3: Business Trial For many organisations the business benefits of BT Web Conferencing are clear from the outset and often progress to using the package in full directly after the technical trials. However, for those that require a more comprehensive business case, the business trial is employed. As with the technical trial, stage 3 follows a clear process over an agreed time period, typically 4 weeks: Agree KPIs: Identify participants: Continuous contact: Completion survey: BT works with you to establish the success criteria for the business trial. Common examples include the reduction in travel costs, an increase in productivity and user adoption levels amongst others. The KPIs provide the basis for the measurement and reporting of the trial. BT is able to advise on the most suitable personnel to take part which will provide the most accurate and useful results. Each participant is contacted individually; providing details of key functionality and training. The participants are regularly contacted by BT both by and telephone. This allows participants to input into the final deployment of Live Meeting 2005, and allows you to gain internal buy-in before any implementations. All participants are surveyed twice: at the beginning and end of the trial. Participants complete two surveys aimed at gathering information relevant to the business case for Live Meeting. The survey helps benchmark the before and after effect of Live Meeting and identifies any particular areas to focus training on. Stage 4: Re-assessment and recommendations Following the trials, BT is able to analyse the information gathered which is then presented back to you in a format most useful to you. By examining the usage patterns and key discoveries from the trials, BT compares the results against the pre-agreed KPIs to establish: Core benefits to the users and likely returns for the organisation as a whole Summary of technical adjustments required and options for implementation Plans for launch of the facility to the organisation to maximise uptake Recommended price plans most suitable to you The outcome The main aims of the Quick Start service are: firstly, to clearly identify and understand the benefits, value and usage within your organisation. Secondly, to de-risk implementation through the technical trial: ensuring that Live Meeting 2005 is easy to deploy and will deliver an internal business case for wider internal roll-out. The whole process is designed to be completed typically within four weeks, making it efficient and cost-effective. Ultimately you will have: A comprehensive plan covering any technical adjustments that will be required to your infrastructure so that Live Meeting can be launched rapidly. A detailed and compelling business case for its use, with a focus on the value and benefits to your specific organisation. A series of advocates within your organisation, increasing the speed of uptake once Live Meeting is launched. Knowledge of where and how to engage with BT in the future concerning any new technical issues and the training of employees. Clear choices in terms of pricing packages to best suit your organisation.

5 About BT Web Conferencing BT Web Conferencing uses Microsoft Live Meeting 2005 to provide interactive meeting services. Put simply, web conferencing extends the efficiency of telephone conferences by allowing attendees to view and work on the same document at the same time, via the internet. The only components required are a phone (landline or mobile) and a PC with internet connection. The service can handle any number of participants up to 2,500 so as well as interactive sessions, Live Meeting 2005 can act as a presentation resource. Web conferencing is particularly useful for organisations that have a dispersed workforce, by ensuring that the right people are available wherever they are. BT is the UK s market leader in conferencing, and we offer global coverage. We are strategic partners with Microsoft, and we work closely together to provide innovative conferencing services. Whatever your needs, we re confident we can meet them. Live Meeting 2005 features: Better audio control: Integrated audio (with groups of up to 20 people) offers the Chairperson greater control over the meeting. The chairperson can: Mute individual lines good if there s background noise Bring participants into the call by dialing out to them Meeting Lobby: The chairperson can put participants in a meeting lobby a reception area before admitting them to the conference. Useful when sensitive information is being shared. Document and presentation viewer: Display PowerPoint presentations, including animated slides and import any printable document, for example Word documents or PDFs for the chairperson to present. The chairperson has control over what participants see and when, and sees the same view as participants. Application/desktop sharing: Show and share visuals, web pages, files or software to participants in real time. Meeting attendees can see exactly what you are doing including your mouse movements. Web slides: Take your audience to live web pages. Each meeting attendee can click on links or fill out forms. The preview feature allows you to see the page before you show it to meeting participants. Integration with Outlook: Schedule meetings, even when you are off-line. Just one click to schedule meetings and join your web conference. And if you are using integrated audio you can join the audio and web conference with one click. Instant voting: Allow instant feedback from attendees with real-time polling. Electronic whiteboard: Illustrate an idea or draw a picture for meeting attendees. All attendees can be given permission to use the whiteboard. Language: Supported in seven languages French, German, Cantonese, Spanish, Mandarin, Korean and English. Meeting recording: Record meetings quickly and easily. Simply click to record before or during your meeting. Access to previous meeting information: Save meeting content to enable participants to print it. Enhanced security: There are nine levels of security, plus a facility for user passwords and encrypted meeting notes. Live Meeting 2005 stores your meeting documentation in a secure, hosted environment. Set content expiry dates to prevent content being available after a certain period of time.

6 What next? We can take you through the benefits and implications that would directly affect your organisation, as well as help to build tangible examples that are more valuable to your business stakeholders. To arrange a meeting to discuss collaborative working in more detail, contact your BT Account Manager. About the BT Quick Start Series BT s Quick Starts are concise, service-led engagements focused on key technologies, in a particular area of convergence within the digital networked economy. These technologies combine to form a wider infrastructure model, each representing significant advances and long-term efficiency for the organisations deploying them. The Quick Starts can be used as an integral part within an organisations roadmap along their convergence journey. BT Quick Starts enable the customer to assess, test, plan and establish the validity of each technology in manageable parts. Each Quick Start is formed of defined stages with clear outcomes and will provide the necessary information, not only for the technical aspects of deployment, but also for the commercial justification of infrastructure or network changes. Quick Starts help an organisation to gain a real technical understanding and an action plan around a specific area of convergence. A Quick Start will help your organisation to plan how to solve a key business objective or pain point. Quick Starts could help you avoid big, expensive, time-consuming engagements Quick Starts offer real value, quickly. Quick Starts give you the business case and rationale to take new initiatives and projects to other stakeholders for buy in. Quick Starts are a highly flexible set of services. By using them in combination, an organisation can deliver business value in the right area of convergence for their priorities. Microsoft Office Live Communications Server 2005 BT ibridge IP Telephony Security Healthcheck Quick Start Services Supporting convergence in the digital networked economy Application Assured Infrastructure (AAI) Offices worldwide The telecommunications services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms any part of any contract. British Telecommunications plc 2005 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England No Designed by Loewy: London Mobile BT Web Conferencing Messaging PHME All third party trademarks are duly acknowledged.