Advances in technology mean that videoconferencing is finally living up to its promise as a cost-effective meetings solution, says Catherine Chetwynd
ONE OF THE MANY AREAS in which technology has revolutionised communication is videoconferencing (VC). These days, with the higher- end equipment, it really can be like sitting in the room with those taking part and, as a result, many companies have installed VC technology across numerous locations. But there is no point in investing
thousands of pounds’ worth of equipment and expecting use to happen organically. The message needs to come from the top and communication, education and motivation are crucial – this includes writing use of VC into travel policy. In fact, it is increasingly the norm for companies to advise that, when someone considers booking travel, they should look at an alternative first.
A DIFFERENT APPROACH “Travellers understand [the need for alternatives] and use videoconferencing,” says
telecommunications company Alcatel-Lucent’s travel manager, Mike Butcher. “For one thing, it takes less toll on them and their families.” Alcatel-Lucent has got spend down by between 30 and 50 per cent but, Butcher says, that’s not wholly attributable to using audio- and videoconferencing. “We issued a profit downgrade to the market in November and wanted to cut costs significantly before the end-of-year results,” he says “Since then, I estimate we have an average of 40 per cent less travel and the bulk will have been replaced by audio- or videoconferencing.” Alcatel-Lucent has a VC suite in each of its offices but, Butcher says, the main limitation is that it works best when you know the people you are talking to and when talking one-to-one or two. “With big groups you have to adopt a very disciplined approach,” he says. Nonetheless, the equipment has been such a success
that it is increasingly difficult to book the videoconferencing rooms. Use of VC outside corporate offices is less common: the Meetings Industry Association (MIA) Pathfinder report for Q4 2011 shows only 20.4 per cent of venue respondents were experiencing greater demand for VC; and having installed Cisco Telepresence, London’s Grosvenor House hotel had it removed at the end of last year due to lack of demand – companies that used VC regularly had their own suites. Radisson Blu Manchester Airport has £6,300 worth of Polycom HDX facilities, and IT manager James Holdsworth rates the quality. “It is high-definition and very clear,” he says. “You can pick and choose the bandwidth to improve picture quality and split the screen for half-laptop, half-video. It is ISDN and IP [internet protocol] capable and we have a 50-inch HD TV connected to it, or it can be linked