Making Smart Group Video Collaboration Decisions

Transcription

1 October 2015 Making Smart Group Video Collaboration Decisions Choosing the systems and solutions best suited for your workplace. This study sponsored by

2 Making Informed Decisions Group video conferencing / collaboration is not a new subject. And many of the vendors offering group video conferencing solutions have been in this business for more than 20 years. And as one might expect, over the years the features, functions, and capabilities offered by group video conferencing systems have expanded and evolved. And the requirements and expectations of collaboration users have changed along with them. For decades, group video was viewed as a technical curiosity understood by a relatively small society of trained and experienced VC professionals. This has changed in recent years as video conferencing has fallen under the auspices of the IT department, thanks in part to group video technology becoming more IT-centric (in terms of management and the use of the enterprise IP network) and IT-friendly. Despite video conferencing becoming a mainstream business tool, many end user organizations remain confused about how to choose the group video conferencing systems that best address their requirements. The goal of this document is to help end users understand the features and functions needed to collaboration-enable five of the most common spaces found in enterprises of all sizes; - small (huddle) rooms - teaming spaces - standard meeting rooms - executive boardrooms - reconfigurable (and perhaps divisible) spaces. With this information in hand, customers can make group video conferencing product decisions from a position of knowledge. Figure 1: Example - Huddle Room Figure 2: Example - Teaming Space 2015 Wainhouse Research Page 2

3 Type of Space: Huddle Room Definition A huddle room is a meeting room that due to its size or layout can accommodate only a small number (usually 6 or less) attendees. Huddle rooms are best suited for informal, ad-hoc meetings. WR estimates that there are Million huddle rooms in the world today, most without any audiovisual equipment. Requirements The requirements for a group video system to support a typical huddle room are as follows: Topics Description Low Cost Due to the large number of huddle rooms within the company, low cost is critical. Form Factor Set-top or split-system options are acceptable. Rack mount is not acceptable. Networking Camera Video In / Content In Video Out Audio In / Mic Options Audio Out Audio Wireless Presentation Video Control & Management A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are interesting, but are not worthy of an additional spend. Ideally a fixed, wide-angle (120+ degree FOV) camera would be utilized. Alternatively an inexpensive, wide-angle PTZ (pan / tilt / zoom) camera is acceptable. One additional HDMI input (beyond the input for the main camera) is required to allow for wired content sharing. Additional video inputs are considered nice to have. A single HDMI video output driving the main display is all that s required. Due to the small room size, additional outputs are not really necessary. A single microphone is acceptable. Depending on room size, the mic can either be built in or external to the device. A combined mic / speaker pod would also be interesting as it offers both mics and speakers (and perhaps even control) in a single place. The main audio out is sent to the room display over an HDMI connection. An additional line level audio output would be a nice to have especially for larger huddle rooms. The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer located on the meeting room table. Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported by the huddle room collaboration device. Ideally, the system would support both stand-alone video conferencing (SIP) and video conferencing using a BYO device. The ability to control the video conferencing system from a BYO device is recommended. For large scale deployments, centralized device management and control is required. Additional Comments: WR believes that most huddle rooms should be collaboration-enabled by a single, multi-function device. When evaluating huddle room system options, customers should prioritize low cost, ease of installation, and support for remote management. While strong audio and video quality are certainly important, advanced features (e.g. numerous inputs / outputs, etc.) are unnecessary luxury items in these spaces Wainhouse Research Page 3

4 Type of Space: Teaming Space Definition A teaming space is simply a place where people get together and chat, and take many different forms. Some have no furniture, while others have no displays or many displays. The group video system requirements for teaming spaces depend on the layout and intended use of the space. Requirements The requirements for a group video system to support a typical teaming space are as follows: Topics Description Low Cost Depends on scale. For companies with lots of teaming spaces, cost may be critical. For others, cost may be less important than other features described below. Form Factor A small footprint is important in this space. Rack mount is not acceptable. Networking A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are interesting, but are not worthy of an additional spend. The goal is to capture all of the people in the teaming space on camera, ideally with reasonable eye contact (vs. a side of the face or back of the head shot). Here are three viable options (the proper choice depends on the layout in use): Camera Video In / Content In Video Out Option 1 A fixed, wide-angle camera (120+ degree FOV) at the side of the room. This is best suited for teaming spaces with traditional layouts (e.g. a meeting room table). Option 2 A 360 degree camera system (either a single system or multi-camera setup) located in the middle of the room (note not necessary on a table as some teaming spaces will not have a meeting room table at all). Option 3 A custom installation involving several cameras and a speaker tracking system. This option is likely to result in high cost and install / integration complexity. One additional HDMI input (beyond the input for the main camera) is required to allow for wired content sharing. Additional video inputs are considered nice to have. The goal is to place the display(s) to provide each participant with an easy view of the content. Depending on the layout of the space, this may require as few as one, but as many as 4 or more video outputs and displays. The proper microphone setup depends on the layout of the space. Audio In / Mic Options Option 1 In rooms with a center table or device in the middle of the room, a single omni-directional microphone (or a tri-mic / mic pod) may be sufficient. Option 2 In rooms with no table, ceiling mics or wireless mics will likely be required. Audio Out Audio Wireless Presentation Video Control & Management In some situations, several microphones will be needed, which means the system will require multiple microphone inputs or a line level input (for use with a mic mixer). The proper audio out setup depends on the room layout. In many spaces, the audio on the HDMI video output to the display will be sufficient. In other spaces, a line level output will be needed to drive an external speaker system. The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer either on the table (if applicable), wall mounted, or wireless. Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported by the teaming room collaboration device. The system should support stand-alone video conferencing (SIP). Depending on the layout of the space, video conferencing using a BYO device may or may not be useful. The ability to control the video conferencing system from a BYO device is recommended. For large scale deployments, centralized device management and control is required Wainhouse Research Page 4

5 Additional Comments: WR believes that most teaming rooms should be collaboration-enabled by a single, multi-function device (plus perhaps some additional peripherals such as an electronic white board). When evaluating teaming space solutions, customers should consider the comfort of the people in the space. In many cases, aesthetics and specifically how well the technology blends into the space will be more important than tight camera shots and perfect audio / video quality. Note that teaming rooms are NOT standard meeting rooms --- they are special spaces designed for special purposes, and should be treated as such. Figure 3: Example - Standard Meeting Room Figure 4: Example - Executive Boardroom 2015 Wainhouse Research Page 5

6 Type of Space: Standard Meeting Room Definition A typical meeting room with 7 16 seats positioned around a rectangular table and including one or two displays mounted on the front wall. Requirements The requirements for a group video system to support a standard meeting room are as follows: Topics Low Cost Form Factor Networking Camera Video In / Content In Video Out Description While always appreciated, low cost is a nice to have in this space. Many things are more important including reliability, ease of use, manageability, etc. Split-system with a rack mountable base unit is the preferred form factor especially for larger rooms. If necessary, a set-top system is a viable alternative. A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are not necessary. These spaces require a high performance PTZ (pan / tilt / zoom) camera. While not strictly required, a speaker tracking system is highly recommended especially for larger rooms with long tables. One additional HDMI input (beyond the input for the main camera) is required to allow for wired content sharing. Additional video inputs are recommended and worthy of some limited additional cost. For most standard meeting rooms, two HDMI video outputs (to drive two displays) are required. Even if the space is too small / narrow to support two displays, for obsolescence protection, support for two video outputs is recommended. For typical meeting rooms, more than one microphone will be needed. Audio In / Mic Options Option 1 Support for multiple mics directly connected to the group video system. This is an easy, cost-effective way to capture the mic audio in a standard meeting room. Option 2 A line level input on the group video system to be used with an external mic mixer / digital signal processor (DSP). This is a flexible, but more costly approach. Audio Out Audio Wireless Presentation Video Control & Management Note in very small rooms, a single mic or a combined mic / speaker pod may suffice. For typical meeting rooms, a line level audio out to drive an external audio system (amp, DSP, speakers, etc.) is required. Note in very small rooms, a combined mic / speaker pod may suffice. The system should support audio conferencing (VoIP / SIP), and ideally should include a dialer user interface on the table (e.g. using a touch panel or mic / speaker pod). Note in rooms with a DSP, the audio conferencing may be handled by the DSP instead of the group video system. Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported, either within the group video system directly or via the use of an additional device. The system should support stand-alone video conferencing (SIP). Video conferencing using a BYO device is not needed in this space. The ability to control the video conferencing system from a BYO device is recommended. For large scale deployments, centralized device management and control is required. Additional Comments: Unlike huddle and teaming rooms where audio conferencing and content sharing are paramount, the video conferencing user experience is very important in these rooms Wainhouse Research Page 6

7 Type of Space: Executive Boardroom Definition A well-appointed meeting room intended to host executive meetings, board meetings, etc. These rooms typically include expensive decorations and furniture, as well as more advanced AV capabilities than standard meeting rooms. Many of the meetings in these rooms include in-room support. Requirements The requirements for a group video system to support an executive boardroom are as follows: Topics Description Low Cost Not a primary concern. Performance and flexibility trumps price in these rooms. Form Factor A split system form factor with a rack mountable base unit is the best option. Networking Camera Video In / Content In A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are not necessary. Depending on the room size and layout, these spaces require one or more high performance PTZ (pan / tilt / zoom) cameras. A speaker tracking system is highly recommended. Multiple video inputs to support cameras and content sources are required. Video Out Multiple video outputs to drive several displays are required. These rooms require multiple microphones. Audio In / Mic Options Recommended Option A line level input on the group video system to be used with multiple mics and an external mic mixer / DSP. This provides flexibility and the ability to optimize the audio performance (very important in this space). Using a mic mixer / DSP from the same vendor may reduce cost, complexity, and install time. Viable Alternative Support for multiple mics on the group video system itself. This simplifies the installation, but offers limited audio adjustment capabilities. Audio Out A line level audio out to drive an external audio system (amp, DSP, speakers) is required. Audio Wireless Presentation Video Control & Management The system should support audio conferencing (VoIP / SIP), and ideally should include a dialer user interface on the table (e.g. using a touch panel or mic / speaker pod). Note in rooms with a DSP, the audio conferencing may be handled by the DSP instead of the group video system. Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported, either within the group video system directly or via the use of an additional device. The system should support stand-alone video conferencing (SIP). Video conferencing using a BYO device is not needed in this space. These rooms will typically include a control system with a touch panel. Therefore the ability to control the video conferencing system from BYO devices is interesting, but not a necessity. Remote (centralized) device management and control is a must. Additional Comments: The requirements for an executive boardroom are similar to those for a large venue such as an auditorium, theatre, or customer experience center Wainhouse Research Page 7

8 Type of Space: Reconfigurable Space Definition Reconfigurable spaces come in many shapes and sizes ranging from standard rooms in which the furniture can be rearranged to support different use cases, to divisible rooms which allows a large space to be divided in several smaller rooms. The primary requirement here is flexibility. Requirements The requirements for a group video system to support a reconfigurable space are as follows: Topics Description Low Cost Not a primary concern. Performance and flexibility trumps price in these rooms. Form Factor A split system form factor with a rack mountable base unit is the best option. Networking Camera Video In / Content In A wired Ethernet connection is a requirement. Wi-Fi and power over Ethernet (PoE) capabilities are not necessary. Depending on the room size and possible room configurations, these spaces require one or more high performance PTZ (pan / tilt / zoom) cameras. Multiple video inputs to support cameras and content sources are required. Video Out Multiple video outputs to drive several displays are required. The number of microphones required depend heavily on how the space is configured and will be used. Audio In / Mic Options For rooms with reconfigurable furniture, ceiling microphones or wireless microphones should be used. For divisible rooms, a DSP is required. Using microphones and/or a DSP from the same vendor may reduce cost, complexity, and install time. Audio Out A line level audio out to drive an external audio system (amp, DSP, speakers) is required. Audio Wireless Presentation Video Control & Management The system should support audio conferencing (VoIP / SIP), and ideally should include a stand-alone dialer either on the table (if applicable), wall mounted, or wireless. Note in rooms with a DSP, the audio conferencing may be handled by the DSP instead of the group video system. Wireless presentation from laptops and mobile devices, while in a call and not in a call, should be supported, either within the group video system directly or via the use of an additional device. The system should support stand-alone video conferencing (SIP). Video conferencing using a BYO device is not needed in this space. These rooms will typically include a control system with one or more touch panels (depending on the configuration / ability to divide the space). Thus the ability to control the video conferencing system from BYO devices is interesting, but not a necessity. Remote (centralized) device management and control is a must. Additional Comments: The multi-purpose nature of these systems typically requires the use of additional AV equipment including control systems, audio/video switchers, multiple cameras, etc. In some situations, several group video systems may be used Wainhouse Research Page 8

9 Conclusion To select the group video conferencing systems that best address their requirements, customers should do the following: 1) Understand the types of spaces to be video- (or collaboration-) enabled and the common use cases for each. 2) Review the requirements described in the tables above. 3) Meet with various solution vendors, ask for details about their group video offerings, and see how closely those systems address the needs of each type of space. Users should apply common sense and logic to this analysis. In general, customers should seek simple solutions using as few devices as possible. If multiple devices are needed, one should choose devices from the same manufacturer to minimize installation time, cabling, and programming and to maximize feature realization. Whenever possible, standard systems should be chosen over custom solutions. Occam s razor applies in the AV / collaboration world, and organizations that deviate from this concept do so at their own risk. And finally, organizations should watch out for hype, gimmicks, and blinking lights. Easy-to-buy, easy-toinstall, easy-to-use, and easy-to-manage are the paths to success in the collaboration space. Figure 5: Example Reconfigurable Room 2015 Wainhouse Research Page 9

10 About the Authors Ira M. Weinstein is a Senior Analyst & Partner at Wainhouse Research and a 20-year veteran of the conferencing, collaboration and audio-visual industries. Ira has authored and contributed to dozens of articles, white papers, studies, reports, and evaluations on rich media communications, video conferencing, streaming and webcasting, audio-visual design and integration, business strategy, and general business practices. Ira specializes in providing strategic advisory services to vendors, resellers, and end-users within the collaboration space. Ira can be reached at iweinstein@wainhouse.com. Saar Litman is a Senior Researcher & Consultant at Wainhouse Research and has 15 years of experience in the audio-visual and video conferencing industry. Saar s primary focus is the products, services, and companies within the audio-visual space. In addition, Saar provides AV design services, helps enterprise organizations define and implement global AV standard systems and designs, and manages the WR test lab in Coral Springs, Florida. Saar can be reached at slitman@wainhouse.com. About Wainhouse Research Wainhouse Research, is an independent analyst firm that focuses on critical issues in the Unified Communications and Collaboration (UC&C). The company conducts multi-client and custom research studies, consults with end users on key implementation issues, publishes white papers and market statistics, and delivers public and private seminars as well as speaker presentations at industry group meetings. About Polycom (copy provided by Polycom) Polycom helps organizations unleash the power of human collaboration. More than 415,000 companies and institutions worldwide defy distance with secure video, voice and content solutions from Polycom to increase productivity, speed time to market, provide better customer service, expand education and save lives. Polycom and its global partner ecosystem provide flexible collaboration solutions for any environment that deliver the best user experience, the broadest multi-vendor interoperability and unmatched investment protection. Visit or connect with us on Twitter, Facebook, and LinkedIn to learn more Wainhouse Research Page 10