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Technology in the Workplace: Video Conferencing

Emerging Technologies in the Workplace: Social History, Examples, and Impacts of Video Telecommunication on Businesses (Informatics 161 Spring 2010, Group 5)

Vivian Ly

on 7 July 2013

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Transcript of Technology in the Workplace: Video Conferencing

Evolving Organizational Structures & Experience of Work
Communication in the Workplace: Video Conferencing
of Workplace Technology
Chat Software
(Instant Messaging)
What's it doing in business?
Skype is actually one of the many online
software tools available to business
Life before email.....
Vivian Ly
Alex Chung
Stacey Dao
Brian Olsen
Bryant San Antonio
Anthony Wang
Ammar Taki El-Din
Group 5
Chat/Instant Messaging
Handwritten notes
Writing actual letters
"Snail mail"
Email Used in the Workplace
Corporation owners could easily transmit e-mail messages, documents, and presentation material through company network to all employees

o In the Office: company updates, misc. notices, social gatherings were distributed through e-mail clients
o Maketing/Advertising: Newsletters, email campaigns
Popular Email Software/Clients

o Still VERY popular among business because it
was a great way to keep track of documents, schedule
reminders, etc… and it still is
MS Outlook:
Other Email Clients: Mozilla Thunderbird, Apple Mail, Eudora, Pegasus
Email and Telecommunications: Gmail
o Of course, there are technologies that have integrated e-mail clients that are being introduced into businesses

o E-mail clients like Gmail have managed to keep up with telecommunication methodologies:

Same instant messaging functionalities as AIM, MSN messenger, etc…
Video chat functions for simulated presence
IMs in the Workplace
Still used among many younger generation employees of companies

People leave themselves signed on in the background behind the work being done (for anyone who's worked in an office, you've done it....)

Video chat capabilities allow users to experience conversation orally and not just visually
File transfer allows people to exchange any kind of documents or files over the web
Brief History of IM
concept of instant messaging develops in the late 1990s as people spend more time on the Internet
ICQ is introduced by Mirabellas as first chat client in 1996
AOL comes up with its IM program in 1997, buys out Mirabellas and ICQ and merges into one program, AIM
other companies follow with similar IM clients: Yahoo, MSN
Impact of IM on Businesses
o Real-time acquisition of information
o Efficient/ cost and time-saving
o Good for teams and businesses, but not really retailers
o With current social standards, it has become a medium for building relationships among employees
Negatives of Using IM Software
o There are still downsides for companies using instant messaging programs for business:
Security is an issue of instant messaging between companies (file transfer, viruses, reputation, and confidential information leak)
IM is effectively a replacement for normal, face-to-face conversation--is this a good thing?
Instant Messaging and E-mail are useful tools,
but then businesses discovered….
Skype's Three Main Goals
According to the Skype website, Skype has three main goals for its role in business:

- Make your money work harder
- Help you work smarter
- Let you work wherever
Free downloadable software and easy for company employees to make long distance calls, as long as the have the computer, a webcam, and internet service
o E-mail/IM could be too slow for quick response
o Saves significant money and time
Yes, it is FREE!
o And even if you make calls do a cell phone or landline, its still affordable with Skype’s
unlimited calls plans
Business-Oriented Features of Skype
o 5-way group calling
o Incorporates MS outlook and other MS Office applications
o Manage employee accounts and budgeting
o SIP (Session Initiation Protocol) compatibility for companies with SIP PBX (private branch exchange) or their own private telephone exchange service
§ People can reach businesses through their website by a click-and-call at no cost to the customer
§ Skype's low-cost global calling rate allows businesses to place calls to landlines and mobiles worldwide from devices connected to their PBX systems
o Smart-phones carried by millions of people in businesses world-wide now carry free Skype clients
Uses of Skype in Business
Skype in the Workplace
Popular among employees to communicate with their fellow employees/bosses
Integrates components of Instant Messaging, e-mail, and video chat, all-in-one package
Discussing work-related business with a simple-click away and from any location
Example: My dad uses Skype to communicate with international company customers as well as his workmates (who may be out of town).
Brief History and
Evolution of
1960s-1970s: AT&T and the Picturephone
First prototype of Picturephone built in 1964, displayed at Worlds' Fair and Disneyland
Predicted to sell a million by 1980
FAILED miserably: way too expensive, big, and intrusive for its era
1990s: Development of Video Conferencing Software
Concurrent with the technological boom of the era, many
companies started coming out with their own video conferencing
sets and software
1991: PicTel (IBM) and DARTnet (first transcontinental VC set)
1992: CU-SeeMe (Apple/Mac)
1997: Virtual Room Video Conferencing System (VRVC), run by CalTech-CERN

2000s to Present: Video Conferencing Features Today
Several types of dedicated video conferencing devices that range in price and quality:
Individual devices are usually portable and meant for single users.
It has fixed cameras, microphones and loudspeakers integrated into the
Desktop systems are usually manufactured by integrating add-on boards to standard PCs. A variety of cameras and microphones can be used with the board, which contains the necessary codec and transmission interfaces. Most of the desktop systems support the H.323 standard.
Large group systems are expensive, non-portable devices used in one-way type seminars in large rooms and auditoriums.
Small group systems can be non-portable or portable. This type of system is smaller and a less expensive device used in small meeting applications.
There are MANY different video conferencing tools
that businesses choose to use.

is an example of a VC business tool.
Online Collaboration with Cisco WebEx
Business is experiencing a productivity gap
Collaboration can speed decision cycles and accelerate innovation closing this gap.
The network is the platform enabling people to connect, communicate and collaborate.

Cisco enables collaboration through an open portfolio that embraces business applications:
Unified Communications
Web/Enterprise 2.0 Platform
is it being used?
Small companies
College campuses
Large institutions and companies
is it being used for?
sharing presentations in any format, demonstrating products and research activity
collaborating on document creating with shared whiteboard space and markup tools and full video support
Security and WebEx
NAC: Validates security posture of client machines prior to admittance to team spaces
CS-MARS: Intelligent thread detection based on behavior monitoring and event correlation
ASA: Line-rate gateway to the enterprise – safe cross-company collaboration
VPN: Secure user access to the enterprise
Impacts of VC in the Workplace

Eliminates travel costs
Eliminates downtime

Faster decision making and shorter time to market
Competitive advantage
Videoconference interviews
Support remote and dispersed teams
Hard Benefits:
Soft Benefits:
Social Implications
•Decreased stress in some areas increases stress in others
Less travel, More phone calls
•World becomes even smaller: Skype, Chatroulette
With the successful mainstream development
of video conferencing technology, a new space has emerged—the idea of
Video conferencing technology is relatively new in the workplace,
so where did its origins come from?
What exactly IS telepresence?
a set of technologies enabling meetings between groups and individuals to seem more in-person
major technology players (HP, Cisco and AT&T) have been making enormous bets in the telepresence space
they believe it is the next evolution in communication
Characteristics of Telepresence
high quality visual feedback
high-fidelity, stereophonic sound
manipulation - ability to manipulate a remote object of environment
What Telepresence CAN'T Address
-time zones
-cultural differences
-trust and attribution
Impacts of Telepresence
-significantly reduces air travel
-making interaction across long distances seem “closer”
-allows individuals to be more “present” at remote locations
Examples of Telepresence

-HP Halo - Designed initially as a platform people of the entertainment industry communicate, HP Halo is HP’s most ambitious endeavor into the telepresence space. It is a highly integrated solution that offers a global, fully managed, end-to-end telepresence solution running on a private network designed for video collaboration.
-Remote surgery: allowed surgeons and doctors to perform complex medical procedures to patients over long distance
-Telemedicine/Telematics - Solutions that involve the transfer of medical information as interactive audiovisual media for the “purpose of consulting, and sometimes remote medical procedures or examinations.”
Effects that WebEx Has On Organizational Structure In The Workplace
-allows different departments in an organization to affect real change in the workplace by:
getting people’s attention,
getting managers engaged, and getting them to take action and increasing their retention
-does a good job of letting the facilitator monitor the attendees
example: icons for each person and you can submit feedback via either a text, voice, or emoticon, where managers would solicit an emoticon response periodically when delivering projects, presentations, etc., to ensure that everyone was paying attention and understood the content
As the idea of telepresence continues to evolve, there are many
social effects and consequences,
both good and bad, that emerge.
References and Sources
1. Could telepresence replace teachers physically in the classroom? Why or why not?

2. How is telecommuting (e.g. going to work via video conference), affecting the relationship between the traditional public and private
spheres of work and home?

3. How will the general trend towards increased telepresence in the workplace impact the quality of work output in the future?
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