The Advent of BYOD in Video Conferencing Anywhere, Any Device and on the Go The Advent of BYOD in Video Conferencing Compare Business Products © 2015

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Contents BYOD Makes Video Conferencing Even More Powerful ................................................................. 4 Rising Demand for BYOD Tablets ................................................................................................ 4 The Rise of BYOD ......................................................................................................................... 5 The Powerful Impact of BYOD on VC............................................................................................... 5 Pressing Need to Expand Video Conferencing ............................................................................ 5 Emerging Technologies Enable Remote VC ................................................................................. 6 How it Works: Pair BYOD with a Cloud Solution ......................................................................... 6 Benefits of BYOD to Video Conferencing ........................................................................................ 6 Video Conferencing on the Go .................................................................................................... 6 Cost Efficiency ............................................................................................................................. 7 Empowered Employees ............................................................................................................... 7 Increased Productivity ................................................................................................................. 7 Carbon Emission Reduction ......................................................................................................... 8 Examples: Creative Use of BOYD Video Conferencing by Industry ................................................. 8 Court Room Conferencing ........................................................................................................... 8 IT Support .................................................................................................................................... 9 Insurance ..................................................................................................................................... 9 Education ..................................................................................................................................... 9 Manufacturing ............................................................................................................................. 9 Research .................................................................................................................................... 10 Healthcare ................................................................................................................................. 10 Mobile Video Conferencing Features ............................................................................................ 10 Challenges...................................................................................................................................... 11

The Advent of BYOD in Video Conferencing Compare Business Products © 2015

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Costs .......................................................................................................................................... 11 Interoperability .......................................................................................................................... 11 Security ...................................................................................................................................... 12 Conclusion ..................................................................................................................................... 12

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BYOD Makes Video Conferencing Even More Powerful Communication is an incredibly important and ever-progressing part of business, which has prompted the integration of video conferencing into many companies. Whether in person or via technology, being able to communicate with clients, employees, distributors, etc. on a continual basis is vital to modern businesses. With the widespread adoption of personal smart phones and tablet devices, a new era of expansive communication has emerged: The BYOD Era. BYOD, or bring your own device, is the new way to allow businesses to conduct calls, hold conferences, send and share information, and truly connect with everyone involved with a business, from their own devices. The biggest reason BYOD is taking hold so quickly is because smart phones and tablets have become so widely adopted. In fact, it’s estimated that almost 50% of Americans own a smart phone. By the end of the year, we could see over 2 billion mobile devices in use. Tablets are also being purchased more, as the number of them produced in 2012 will have tripled to 370 million by 2017.

Rising Demand for BYOD Tablets When it comes to BYOD devices, it seems that tablets do have a slight lead over smart phones in the BYOD field, 82% of US particularly for functions like video conferencing. Many companies allow people feel this is because tablets, even the smallertheir employees to sized ones such as the iPad mini, are functionally better use their personal for work tasks such as writing documents and video mobile devices for calling. While mobile device screen sizes are increasing, work-related tasks. as many mobile phones now have a screen size over 4.5”, this is still too small for certain necessary tasks. For example, mobile devices are often equipped with FaceTime or other one-on-one video calling apps, but are often more limited when it comes to multi-window video webcasts. Tablets look like they will continue to be the device of choice for those who need more real estate when multi-tasking and participating in multi-point video conferencing.

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The Rise of BYOD So, where is BYOD currently? The research shows that a stunning 82% of companies in the United States allow employees to use their own personal devices for work-related business. The number of employees who admittedly perform work on their mobile device is high as well, at 53%. The reason for this is most likely due to the fact that users feel more comfortable and knowledgeable with their own devices. Another reason may be that A survey showed that, in because consumers are spending so much 2013, 33% of employees money out of their own pocket for the latest and used their tablets for greatest mobile device, companies would rather they use the technology to the video conferencing, and company’s advantage as well. Overall, this 34% used their mobile move to allow employees to use their own phones. devices has created a higher satisfaction with employees and employers, while expanding the possibilities within the communication realm.

The Powerful Impact of BYOD on VC Pressing Need to Expand Video Conferencing One of the biggest reasons BYOD has taken off for business, is the efficiency it offers for the video conferencing used by over half of American companies. In the past, video conferencing meant bringing people together in a room and using expensive companypurchased equipment to make calls. This often resulted in issues with operating the system without the help of IT, and a lack of interoperability, which resulted in delayed meetings, frustration, and an overall waste of money and time. As technology evolved, video conferencing needed to do so as well. It needed to allow for multiple users to participate “on the go” from whatever video conferencing host they used. This is where BYOD comes in as a better solution.

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Emerging Technologies Enable Remote VC Almost all smart phones and tablets have built-in cameras that allow for video recording and even live streaming. As a result, businesses are now investing in software that allows for their employees, clients, and others to connect with each other remotely via video conferencing. This approach cuts costs for businesses, because the software is often far cheaper than that expensive equipment and software of traditional video conferencing systems. It is also liberating, as users can participate on a call anywhere, at any time.

How it Works: Pair BYOD with a Cloud Solution Not only does video conferencing via BYOD help with costs and flexibility, it also simplifies the management of IT. Many video conference systems available for mobile devices take advantage of the devices already connected to the internet, to provide the video conferencing system via the cloud. In this type of subscription, businesses would only need to sign up for the service, thus leaving the technology management to the video conferencing provider. This allows for low-maintenance access on the go, and the avoidance of pesky IT difficulties. Lastly, most cloud systems are now offering cross compatibility, so you can connect with your colleagues, clients, etc. who use other system providers. Interoperability is solved with the right provider!

Benefits of BYOD to Video Conferencing What are the benefits of video conferencing with BYOD? Let’s review!

Video Conferencing on the Go BYOD allows employees to connect with each other, or with clients from wherever they are. This opens up huge possibilities for scheduling meetings and staying in touch. You are no longer restricted to a meeting room. With employees using their own devices, which they have on them 24/7, video conferencing has become easy and less disruptive to the work day.

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Cost Efficiency Many companies used to believe that buying video conference equipment and mobile devices for their employees was the best option. This way, all communication was possible through the company setup. However, this was very expensive in terms of the hardware, software, training, IT support, service plans, and time. Employees were forced to learn how to use these new technologies, which added to the stress. All of these problems are removed with BYOD, where the business does not have to worry about purchasing equipment or training employees on that equipment. The cost savings don’t end there. Traditional video conferencing equipment often goes unused due to technical difficulties and a lack of interoperability. This means that businesses have to resort to in-person meetings. That can be costly, as it is estimated that $1.7 billion was spent by U.S. passengers on baggage fees alone in the first half of 2012. Add that to the time that employees are stuck in the airport or en-route to a destination, and the costs add up. With the convenience of BYOD video conferencing, businesses are saving on those travel expenses.

Empowered Employees When employees are allowed to use their own devices, they are able to work more easily. The freedom and flexibility of being able to use their own devices and make calls remotely allows them to feel more in charge, more empowered, and more self-reliant. This eventually equals happier, more satisfied employees. In March of 2013, a poll was conducted to see just how many people were using their smart phones and tablets for video conferencing. The number of employees using tablets was at 34%, with 33% using their mobile device.

Increased Productivity BYOD video conferencing also increases productivity. In a recent poll, video calling is currently 9th on the list of priorities for enhancing productivity. But, by the end of 2015, this is expected to jump up closer to 3rd, or even 2nd. It seems that 2015 is the year that all businesses are expecting this and other web-reliant features to be adopted.

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The research backs up what seems apparent. One study done by Intel stated that their employees saved an average of 57 minutes per day by utilizing BYOD. In 2014, the Mobile Productivity Survey polled more than 185 companies from multiple industries. A whopping 93% of the leaders from the telecommunications departments, as well as IT departments, boasted increased productivity from their employees using their own personal devices. This increase in productivity is seen by customers and consumers as well, which helps to boost revenue for the companies.

Carbon Emission Reduction A lot of companies have begun to recognize their contribution to the decline of the planet, and many now take action to reduce their carbon footprint. While it was already stated that video conferencing will save money and time by eliminating travel, companies will be able to continue reaping benefits by publicizing that by eliminating unnecessary travel, they are reducing carbon emissions and helping to protect the environment.

Examples: Creative Use of BOYD Video Conferencing by Industry Not only does video conferencing allow your employees the flexibility of being almost anywhere while on a call, your customers or clients can also take advantage of this benefit. This could essentially eliminate problems that may have been present in the past, such as clients accidentally leaving vital information at home or on their computer. If the client has the ability to join a video call from their home, they would have access to all their documents or data. Let’s look at applications of BYOD video conferencing throughout multiple industries.

Court Room Conferencing It can be quite challenging for lawyers to meet with clients at a moment’s notice, and often it is difficult to get certain witnesses to court. With video conferencing, you can question a young child while they are safely and comfortably at home. Defendants can be interviewed from prison without the need for what can often be dangerous transport.

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Additionally, defendants who might be in the public eye can be kept safely out of the limelight.

IT Support Instead of techs listening to customers describe their problems (possibly without the proper terminology), the customer can simply show the tech what problems they are having. The tech can then see for themselves exactly what the customer is clicking on or how the computer behaves. The problem would certainly be easier to diagnose without the hearsay of an uneducated witness.

Insurance Insurance adjusters, instead of taking photos for claims, could take videos. They can even hold a conference or interview with a client who may be too busy to meet during normal business hours.

Education With video conferencing, not only can teachers and students interact with questions or polls, but students can collaborate together on school projects, both in the school and out. Without ever really needing to be in the same place, students can work on the projects. Also, imagine how enlightening it might be to young minds to be able to talk to guest speakers via video chat during lectures. It might be exciting for them to talk to an actual astronaut on board the international space station during a lecture on space. Additionally, with video conferencing, teachers have the convenience of letting sick children stay at home without missing class.

Manufacturing Imagine how amazing it would be as an engineer to actually show your prototype to investors or colleagues instead of sending photos or design specs. They could demonstrate the abilities of the project and get immediate feedback. Testing and redesign could happen on the spot.

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Research The world of research is vast. People scattered all over the globe could be studying the same thing. With the use of video conferencing, they have the ability to share their thoughts, ideas, and complications without the hassle of travel.

Healthcare This is an area that may have the most to gain through video conferencing. When a child is sick in the middle of the night, parents may desperately try to get in touch with a doctor on the phone for a prescription, or at least the promise of an appointment for the morning. Now, you may be able to call your doctor and let them visually and audibly assess your child’s symptoms and give you a diagnosis without ever leaving the house. This may also help people in remote locations to reach a doctor as well. Doctors may also use video conferencing to consult with fellow doctors in the same field to diagnose a patient that may seem to have issues that don’t make sense, all without the risk of moving the patient or getting other people sick.

Mobile Video Conferencing Features The benefits of BYOD video conferencing are quite clear. Now let’s look at the features which are commonly found on mobile video conferencing solutions.        

Schedule Meetings Invite Participants Stream Audio and Video Screen Share Record Meetings Enable Text Chat Interactive Presentations/Whiteboard Functionality Participate in Question and Answer Polls

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   

Pinch to Zoom Meeting Content Switch between Portrait/Landscape View Who’s Presenting/Talking Compatibility with Other Video Conferencing Systems

Challenges As with any new technology development, BYOD isn’t without its challenges. While there aren’t many to name, the challenges BYOD and video conferencing can potentially face include costs, interoperability, and security.

Costs While costs are typically an advantage with BYOD video conferencing, some software can require a large initial investment. This will vary by provider, and is typically offset by the reduction of travel costs and savings on equipment.

Interoperability Interoperability is an issue with video conferencing that could lead to some dissatisfied employees and customers if not addressed within the early stages. It’s very important that when choosing a solution for BYOD initiatives, since they are not all purchased by the same company or may be running on different operating systems, you make sure you have some form of compatibility in order for video conferencing to run smoothly. If you opt to make calls with an Apple-compatible service for every client you need to chat with, you will obviously be in trouble trying to call someone who is using an Android operating system. This is why it is crucial to look at interoperability as a key feature when looking for a provider. This challenge can be addressed easily by choosing a solution that is cross compatible.

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Security One of the biggest concerns for most companies is security. With BYOD, the company no longer has control over what information is being shared and what network the employee is on during any calls or data transfers. While we want to believe that most public domains are going to be safe and secure, you can never be absolutely sure. In addition, employees might not even know if they are accessing a secure network, or could be accessing an unsecure network on purpose. As a matter of fact, 51% of employees polled have admitted to using an unsecure network for the purposes of convenience. In response to this, companies must take measures to ensure that employees only have access to what is needed, and that other information is protected using appropriate security protocols.

Conclusion With all this information, it’s easy to understand why BYOD is becoming so common. BYOD and video conferencing are quickly becoming the newest and easiest way to communicate with employees and clients. While there are a few snags here and there, there’s no doubt that this is sure to become a standard business practice in the few years.

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