Virtual Edge
Deborah Erwin tests out the latest video-conferencing equipment on the market.
In the last 12 months, businesses located in every corner of the world, of every size, have been looking to cut costs in any way possible. One major epiphany experienced around the globe, which coincides with increased awareness of carbon footprints and corporate social responsibility, is how time- and budget-consuming air travel can be. To cut travel costs and boost operational efficiency, companies are looking to invest in video-conferencing (VC) technology.
There are a large variety of systems and solutions in the market, so it’s not always clear which one is best suited for a company’s needs. Depending on the size and sophistication of the system, end-users often need to transform valuable real estate into a purpose-built teleconferencing suite, train existing IT staff and get used to contacting external service providers regularly. End-users, especially corporate executives, don’t want to fiddle around with cables, troubleshoot networking glitches or spend precious time setting up virtual meetings. Nor do they want to depend on their IT departments or outsourced technicians, who won’t be able to help during late-night calls to disparate timezones. However, once you’ve become a full-fledged owner and user of this virtual machinery, you’ll realise that it not only simulates in-person interaction, it also allows for data-sharing, power-point presentations and staff training sessions at the touch of a button.
Taking the Plunge
The main issue when purchasing video conferencing systems is the relationship between pricing and ease of use. Typically, cheaper systems require more manual manipulation, accessories and maintenance by service providers. Exorbitantly priced products, on the other hand, are usually all-inclusive (providing conference room fitouts) and user-friendly, needing little instruction and consultation with technicians. Here are the main players in the market:
Aethra
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According to Media Go Technology Ltd, Aethra’s Hong Kong and Macau distributor, it’s all about the cameras. Each of Xtreme’s 300, 360 and 380 models differ in their degree of high definition cameras. Like others in the market, this system is built to look slim, sleek and non-intimidating. The codec (processor), not unlike a DVD player, functions as a nexus, and is accompanied by the camera, microphone unit and remote control. Xtreme is based on a Windows 2003 server so will need to be hooked up to a computer and supplementary flat-screen TV, if needed.
With Aethra’s additional Hydra software, the system can connect with up to nine end-points (laptops, desktops, LCD screens) and share power-point presentations; but note the software costs an additional US$3,355. Through this Multi-point Connection Unit (MCU), one can share documents and invite comments through a text box while viewing a live-feed of end-point users. It also offers intelligent audio functions such as noise-cancelling. Companies can also broadcast an ongoing conference to its staff, which is ideal for data sharing and training. Meetings may be recorded for future reference.
System sales, installation and maintenance are carried out by Media Go’s 10 channels or dealers in Hong Kong. Since January, Media Go has reported a spike in sales of Aethra video conferencing equipment and expects to double 2008’s revenues.
Pricetag: US$11,742-19,742
(Prices are per system)
Sony
Sony’s Ipela system offers a competitive package, but you’ll need to be a conscientious shopper to make sure you have everything on the VC grocery list. For a basic point-to-point contact, you can expect a good deal (US$8,516). To connect with up to six end-points, you’ll need a supplementary MCU (an additional US$3,097). To share data with other meeting attendees US$2,581 is needed for the software. As for monitors, both Sony’s and Toshiba’s 40 inch LCDs are the most popular sidekicks for Ipela, says a spokesperson at Kingsmark, Sony’s sole distributor. These go for US$1,032-1,677. A Wacom electronic writing pad is also up for grabs at US$129, equipping attendees with a means to comment on the shared documents (or draw smiley faces).
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Installation and one year’s service are included. Provided that an IP address is established, Kingsmark’s sales team claims that installation takes a mere five minutes. To counteract glare from exterior windows, Ipela features Brightface technology, which illuminates the foreground and downplays the background. Unfortunately, its audio quality isn’t as crisp and echo-free as other systems on the market. Others (Aethra, Polycom and Cisco) have noise cancelling and auto-adjustment features.
Pricetag: US$15,355-16,000
Polycom
Polycom, is one of the market leaders. Its HDX and Real Presence (RPX) series deliver comprehensive sets complete with Sharp LCD screen, codec, ceilingmounted microphones and MCU. ‘Users only want a single button,’ says Alex Chan at UAT (Polycom’s sole distributor in Hong Kong and Macau), therefore, mobile touch-screen interfaces serve as visual remote controls. Polycom has secured a large presence in Asia in the last ten years, says Chan. The HDX series is smaller in scale with one or two displays. Compact executive systems, which can easily sit atop desks, serve as both computer desktops and VC end-points. This system can connect with up to eight sites, but when coupled with an MCU can manage linkages among 160 sites.
RPX features built-in screens yet is more attractively priced than Cisco’s. Screen sizes for a purpose-built conference room range from 65 to108 inches. Note the larger the screen, the more space is required. Chan recommends that companies install a 65-inch screen into a room no smaller than 500 sqf. Polycom’s audio equipment is both discreetly integrated and intelligently designed. No bigger than golf balls, its microphones are ceiling-mounted so they can pick up and project voices from anywhere in the room.
Those hoping to plug and play within minutes should keep in mind that installation and testing can take up to three days. Also, some end-users have indicated that Polycom’s systems can be unreliable and highmaintenance, when compared to other brands. One of Kingsmark’s sales representatives asserts that Polycom marks up its systems because the brand is more well-known in this market than others, like Sony. UAT’s sales staff disclosed that VC sales dropped in November, February and March but does not forecast severe revenue declines for 2009.
Pricetag: US$18,064
LifeSize
Relatively new to video conferencing circles, LifeSize provides similar options to Aethra and Sony. Distributed in Hong Kong by i-control, LifeSize serves up its Express and Room 200 systems. Both are designed to be compact and simple to navigate. The product package includes a camera, table-top microphone and codec. While the Express can facilitate point-to-point exchange, the Room 200 can link up to six parties with its embedded MCU. This feature in particular is a costsaving bonus since most other systems require buyers to fork out extra cash for an accompanying MCU. However, a plasma or LCD screen is needed. LifeSize provides 50-inch TVs from its industry partners NEC, Pioneer and Samsung. As for accessories, i-control advises consumers to add a SMART Board, a wallmounted panel for data-sharing and posting comments. This conference tool is listed at US$3,613, its accompanying projector ranges from US$1,161-2,580. Be warned that end-user feedback has reported visual delays and imperfections at times. Furthermore, installation including on-site testing and staff training takes a full day. On the plus side, a one-year warranty is included in the product price, meaning that customers need not worry about extra service fees.
Pricetag: US$19,871-23,742
Tandberg
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The latest to roll off Tandberg’s conveyor belt is the Edge MXP series. Tandberg offers exceptional connectivity with its Video Communication Server, which can manage 2,500 end-points; attach a Management Suite to boost this to 4000 end-points. If you don’t need such a far-reaching virtual network, Edge MXP systems can connect up to four sites without any auxiliary parts and provides for PC sharing. To establish linkages with 6-40 sites, an MCU is required.
Vega, Tandberg’s Hong Kong distributor reveals that Codian MCU 4200 is the most popular among its clients. Note, this additional hardware impacts significantly on cost (US$25,806-77,419). Edge MXP also needs a TV monitor; Vega supplies both Sony and Philips screens for US$1,032-4,516. The one caveat with Tandberg is that accompanying service charges amount to 10 percent of the product price. Hence, one can expect to pay US$968 per year for the Edge MXP range (US$9,677). For corporates looking for a fully equipped and fitout conference suite, Tandberg also has Telepresence products for 1:1 video representation (US$38,7096).
Pricetag: US$11,677 (without Codian MCU 4200) —92,580 (with Codian MCU 4200, 40-port)
Cisco
The most advanced rendition of video conferencing arrived in 2006 with Cisco’s TelePresence system. The term ‘telepresence’ has since been analogous with life-like communication via high-tech audio-visual transmission. The concept is simply to simulate inperson interaction without physically being in the same room or even country, but to do so in the most realistic way possible. Hence Cisco devised its CTS series to facilitate both intimate and large-scale gatherings. The larger installations of CTS 3000, which accommodates six people per room, and the CTS 3200, which seats nine people per room, require full conference suites. Cisco provides bespoke fitouts, integrating the hardware, customised furniture and technology discreetly. Top-of-the-line audio-visual equipment and lighting has been developed, Stephen Spielberg’s lighting team was hired to devise a way of illuminating meeting to optimise the lighting. Cameras are fixed so occupants need not reposition or refocus them. The audio equipment is designed to track and project sound in accordance with the source’s location. For both CTS 3000 and 3200, three 65-inch screens are stitched together and span one wall. The atmosphere produced is that of being on a game show, minus the spotlight. To view documents and presentation slides, attendees can peer below the monitors at a canvas clad panel, which acts as a projection screen. Cisco’s systems also come with WebEx; this allows users to invite remote clients and colleagues to join meetings via the internet. One of Cisco’s latest systems even comes with a high definition name card scanner to enable ease of identification.
While all of this is very impressive, it’s time to address the setbacks. One major drawback for fast-talking, speed-walking corporates is that ‘site analysis’, delivery and installation usually takes a few weeks. Another involves the configuration of the tables and seats for CTS 3200 which arranges people in two rows facing the screen. While this setup affords everyone clear views of those at the other end-point, it’s not conducive to open discussion among those in the same physical room. This doesn’t pose any problems if those in the same room have reached a consensus, but usually the main purpose of meeting is to discuss and deliberate. Lastly, there’s the cost of Cisco’s lavish VC offerings. Although gasp-inducing, their prices are all-inclusive. Each model includes room fitout, equipment and service. Cisco reported a 97 percent revenue increase for TelePresence products in 2008.
Pricetag: US$80,000-300,000
A New Age
The birth of video conferencing has significantly impacted the business world. With such ‘on-air’ exposure, participants are forced to be mentally present and to contribute, instead of simultaneously attending to emails, BlackBerrys, MSN and random internet searches. The ability to see facial expressions and body language should result in more productive collaborations, at least that’s the theory.
