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#DefyDistance

CONTENTS

- Foreword by Dave Coplin Chief Envisioning Officer, Microsoft UK

- Global View: Business

Video Conferencing Usage

and Trends

- Country Collaboration Tips - Australia - Belgium - Brazil - China - France - Germany - India - Italy - Japan - Netherlands - Poland - Russia - Singapore - United Kingdom - United States of America

- Customer Use Cases –

Video Collaboration in Action

- 12 Tips on How to Get the Best Out of Your Video Conference

#DefyDistance

FOREWORD by DAVE COPLIN

Chief Envisioning Officer, Microsoft UK

One of the great things about science fiction is the freedom it affords

to storytellers. It allows them to create a world free from the limitations of technology and society at any particular time, and indulge their wildest and most wonderful ideas.

Some sci-fi technologies have made the leap from the page to daily life, and innovations such as body scanners, commercial space flight and self-driving cars may have been written as science fiction some years ago but are now becoming a reality. But perhaps the most

successful prediction from science fiction, the one constant piece of technology that is found from Star Wars to Star Trek, is video conferencing.

We might not all be calling family via wall-sized screens just yet, but using video to communicate socially and for business purposes has certainly reached a tipping point in recent years. And this is arguably because most of us would say that we live in a period where technology has become a normal, necessary part of our everyday lives.

We have come a long way in the past 40 years. In fact, we have come pretty far in the last four. Recent technological innovation, in particular, has tended to impact consumers more than businesses, turning our personal lives into rich technological experiences at almost every turn. So surely it is time for business to catch up with our personal lives?

We are all professional, independent creative beings, employed by our firms to help them achieve great outcomes, and we need to ensure this isn’t forgotten in the rush for greater technological advancement in the world of work.

Video conferencing offers an embryonic example of the impact of

this new generation of consumerised IT, with employees using increasingly sophisticated technology to master the day-to-day processes of business life. And part of this process is communicating and establishing a relationship with the colleagues and peers who are working alongside us. A failure to communicate on this basic level can result in social, workplace and even financial repercussions.

Indeed, video conferencing today is already actively transforming the ways in which we work. It is empowering employees to work flexibly and on the move, removing the need for costly and often inconvenient office-based meetings; it negates the need for expensive (and carbon-heavy) air travel; and it tempers the inconvenience of time zones. Actually, being able to do business via video is one of the most fundamental and liberating

changes to business that we’ve seen for generations.

The issue now is educating

people on how to use this wonderful and incredibly useful technology. One of the greatest challenges is that the human element of the equation isn’t entirely comfortable with it.

“Getting together creatively for work no longer necessarily means meeting at the office”

#DefyDistance

This discomfort stems from a combination of factors. Arguably some people simply aren’t comfortable with the idea of “being on camera”, and it may take some time before the apprehension of video is finally laid to rest. Additionally there is the historical issue of poor or slow internet connections which have made the video-conferencing experience slow and frustrating. Again, as internet speeds have increased with broadband and 3G and 4G networks, this is becoming less of a factor.

Ultimately, in my view, some of the unease has its roots in more simple, cultural frictions, as well as ease of use concerns. Many people are simply afraid of causing offence or appearing naive in front of colleagues, clients or peers from other countries. The complex set of rules that govern international, face-to-face business meetings are, for some reason, thrown into disarray once a screen is added to the mix.

Why is this? Why do years of business experience and etiquette desert us once a camera is placed in front of us? Surely the removal of the need to meet people in person, along with all the unique cultural oddities that go with it, makes conferencing via video a more preferable option?

In the world of flexible working, where the workforce is dispersed, it becomes even more important to build trust through increased communication. And that trust can only be fostered through mutual understanding and cultural sympathy. Video conferencing is undoubtedly a major positive force in today’s business world – it increases productivity, saves time, reduces costs and fosters a greater sense of collaboration.

The point is: getting together creatively for work no longer necessarily means meeting at the office all the time. And to both the businessman and the geek in me, that is very exciting.

To get a copy of Dave Coplin’s book:

Business Reimagined please go here:

http://www.harriman-house.com/book/view/557/business/dave-coplin/business-

reimagined/

“Video conferencing today is already actively transforming the ways in which we work”

#DefyDistance

COLLABORATING

ACROSS BORDERSAccording to “Global View: Business Video Conferencing Usage and Trends”, a recent survey of more than 1,200 business decision makers conducted by Redshift Research and commissioned by Polycom, video conferencing is an essential tool helping improve team collaboration and closing the physical and cultural gap between people doing business across great distances.

#DefyDistance

Some insights from the survey:• 96 percent of business decision

makers believe video conferencing removes distance barriers and improves productivity between teams in different cities and countries.

• When asked to choose their preferred methods of communications today, respondents ranked video conferencing third (47 percent) after e-mail (89 percent) and voice/conference calls (64 percent), and those same business leaders and managers expect video to be their most preferred collaboration tool in three years (52 percent), followed by e-mail (51 percent) and voice/conference calls (37 percent).

• 76 percent of respondents say they use video solutions at work today, and 56 percent of video conferencing users participate in at least one video call a week.

• The survey also revealed that 83 percent of respondents, and almost 90 percent of those in their 20s and 30s, use consumer video conferencing solutions at home today, and almost half of all respondents use video

conferencing at home at least once a week.

• The three biggest advantages of video conferencing are: better collaboration between globally dispersed colleagues (54 percent), greater clarity of topics being discussed (45 percent) and more efficient meetings (44 percent).

Survey respondents also shared their opinions on what makes video meetings more useful, their top distractions that detract from the quality of a video meeting, and what tools they would need to make video conferencing even more effective for conducting business around the world.

Overwhelmingly, respondents said it is important to try and understand different country cultures when meeting using video conferencing (97 percent) and 89 percent of respondents called for etiquette rules to be established to help them better use video conferencing for business.

The survey showed that video conferencing is becoming a communication standard and pervasive in businesses around the globe.

JIM KRUGEREVP and Chief Marketing Officer at Polycom

“The growing popularity of video conferencing at home, especially by millennials entering the workforce, is a big driver of increased preference for and adoption of video collaboration in the workplace.

“Some key factors to making video as popular in the office as it is at home are ensuring it is easy to use, providing a high-quality connection, delivering enterprise-grade security, and participants’ willingness to accept and adapt to cultural differences as they communicate across borders.

“We’re seeing businesses around the world defy distance every day using video collaboration, including increasing productivity, enhancing employee engagement, improving time to market, and helping to save lives.”

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DO KEEP IT SIMPLE

60% said straightforward technology is key. So remember,

the easier you make your technology to access and use, the more people will adopt it.

DO MAKE EYE CONTACT

58% said good eye contact is vital to a successful video

meeting. So look at your on-screen colleagues as

if they are in the room—and make sure that all video participants are visible

on the screen.

We asked survey respondents to share key factorsto a successful video meeting. Here’s what they told us:

DO SPEAK UP

69% said the ability to hear everyone is important. So

make sure microphones are well positioned—and speak slowly and clearly, especially when bilingual participants

are involved.

Connect

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DON’T BE THAT GUY

58% described mobile phones going o� as a meeting killer. So turn o� your phone before tuning into your

next video meeting.

DON’T BRING A SUPPORTING CAST

52% advised against joining meetings from inappropriate locations. So avoid

joining meetings from planes, trains and shopping malls.

DON’T CHECK FACEBOOK

51% noticed people who were multitasking or looking bored.

So take note, colleagues don’t need to see your screen to know you’re not

fully focused on the meeting.

We also asked survey respondents to identify the biggest distractions in a typical video meeting. Here’s what we found:

Answer

DON’T IGNORE YOUR BACKGROUND

50% mentioned being distracted by music, noise or décor. So take down that

Justin Timberlake poster and turn o those tunes before you join a call.

#DefyDistance

Your Field Guide to More Effective Global Video Conferencing As a global expert in video conferencing, and a geographically dispersed company that uses video conferencing in virtually every aspect of its business, Polycom developed this collaboration guide to help businesses everywhere use video to be more successful.

Video meetings today often bring together participants from multiple countries and cultures, which gives businesses the ability to make complex decisions more quickly, build greater trust among colleagues and customers, and foster greater understanding of challenges and opportunities.

However, to be most effective, participants should invest time developing an understanding of the business etiquette and cultural norms of the other countries represented on the call. Polycom created this guide, in part, to help speed that process by providing readers with a quick and easy reference to developing those skills and having more successful meetings.

We hope you will use these insights into cultural variations in 15 different countries to get the most out of your video meetings when collaborating across borders.

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AUSTRALIA

TOP TIPSFOR CROSS-CULTURAL COLLABORATION

• Australians generally prefer to do without too many business formalities. Use first names quickly and expect meetings to be light and relatively informal.

• Australians appreciate promptness. Strive to arrive on time, although five to 10 minutes late is generally acceptable.

• Australians will have agendas for their meetings, but they will be not always be strictly adhered to and deviation is generally accepted if it is seen as constructive.

Australians are known for their open and relaxed attitude and this friendliness permeates well beyond social situations into business culture. Use video conferences to take advantage of this valuable trait and build lasting relationships anchored in openness.

Be prepared to be on a first-name basis with Australians very quickly as they generally prefer

to do without the business formalities employed by other nations. Due to the flat nature of

company culture, decision-making does not necessarily lie with the most senior person in the room.

VIDEO CONFERENCING FACTOne in five Australians use video at work every day and almost two-thirds (64 percent) of Australian respondents who use video conferencing at work do so at least once a week. This places it among the top five countries using video at work at least once a week, behind India (76 percent), tying with Russia (64 percent) and edging out Singapore (56 percent) and Brazil (51 percent).

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Belgium comprises two distinct cultural groups – French-speaking Wallonia in the south and Dutch-speaking Flanders in the north.

Belgium is a multi-lingual country with Dutch, German and French all widely spoken. Hierarchical structures are closely observed, although more so in the south than the north. It is important for Belgians to develop a level of trust with their business associates. When using video conferencing, expect initial meetings to kick-off with some small talk and “getting-to-know-you” chatter.

BELGIUM


• Language is a sensitive subject in Belgium and it is easy to cause offense with the wrong choice. If in doubt, stick to English.

• Belgians tend to prefer keeping meetings formal so expect to introduce yourself with your proper title and surname.

VIDEO CONFERENCING FACTBased on the findings in the Polycom survey, expect to see video conferencing over mobile phones double in the next three years. While 25 percent of Belgian video users say they use or would use mobile video for work today, 50 percent of respondents said they would expect to use a tablet or smartphone for video conferencing three years from now.

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When doing business in Brazil, it is important to remember that relationships are of the utmost importance, even more so than signed agreements.

Brazilians like to do business with people they know and trust, hence you will often find family members working together. Meeting over video can play a big part in winning trust and building a solid personal relationship when doing business in the country.

BRAZIL


• Brazilians like to cultivate personal business relationships – use video conferencing to help build trust and rapport.

• Brazilians are very relaxed in their approach to meetings. Do not try to rush business matters or expect meetings to always start on time.

• Brazilian culture considers the ‘OK’ sign – using a thumb and index finger – an insult. Avoid using this gesture.

• Take video calls in appropriate places such as the office, in a home office or other quiet working space. What Brazilians find most distracting during a video meeting is participants attending from inappropriate places – such as public transport or stores. Seventy-one percent of Brazilians said this was distracting, more than any other country in the survey, and coming in nearly 20 percentage points higher than the average across the globe.

VIDEO CONFERENCING FACTWhen asked what methods of communications they will prefer most in three years, Brazilians overwhelmingly ranked video conferencing as their most preferred method of business communication in 2016. Video was ranked as the top preferred method in three years by 68 percent of respondents in Brazil, more than double the number of respondents who selected the next two most preferred methods of communications in three years: email (38 percent) and voice or conference calls (33 percent).

On top of that, when asked what type of video conferencing device they expect to use in three years, 71 percent of Brazilian respondents said they would use mobile devices – the most of any country in the survey – followed by laptops or desktop PCs (64 percent) and conference rooms (49 percent).

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A close personal relationship built on trust and respect is the basis of many connections in China, both social and business.

The concept of respect is omnipresent in Chinese culture. When initially meeting a business colleague in China, showing a humble attitude is an effective way to make a positive first impression.

In a business culture that puts strong emphasis on respect and harmony, it is safe to expect that communications with business people in China will be implicit and indirect from time to time. As a result, saying “no” can be challenging in a culture that instead tends to use phrases similar to “we’ll see” or “maybe” to mean “no.”

Business people in China greatly value punctuality and meetings almost always start on time. Whenever a group joins a meeting the last person to enter will generally be the most senior.

CHINA


• Respect is paramount in business in China. Avoid potentially disrespectful actions, such as interrupting a colleague, which could be seen as discourteous. Saying “no” directly can be challenging and create an awkward situation in a meeting. Instead, use more indirect communication and allow for softer language while working towards agreement.

• Rank and hierarchy is of utmost importance, so pay special attention to being respectful towards senior figures.

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One of the most important things to bear in mind when doing business in France is the extent to which formality and professionalism is expected.

French business people place particular importance on appearance when it comes to first impressions, both in terms of attire and personal grooming.

While it is generally positively received to use spoken French for greetings, unless you speak French fluently try not to use it for anything beyond initial pleasantries. When the time comes for introductions introduce yourself fully and formally. This is especially true when using video conferencing to meet with French-speaking colleagues or contacts around the world. Do not be surprised if others present themselves by their surname first.

When talking with French business people, especially in any kind of group or video setting, always address them as “Monsieur,” “Madame” or another appropriate title (especially academic titles). When talking or presenting to French people, expect to be interrupted, with participants either asking questions or commenting upon what is being said. This is not an attempt to undermine or be rude towards the speaker, it is part of the normal French conversational style.

FRANCE


• French business people value formality and professionalism. Remember to always address participants in a video conference using their appropriate, formal titles.

• Keep any small talk away from personal topics and do not be put off by interruptions or comments mid-flow. Avoid eating during a call – this is seen as bad manners.

• In France, the ‘OK’ gesture – with your thumb and index finger – means ‘zero’ or ‘nothing.’ Avoid using this gesture unless that is the meaning you intend.

VIDEO CONFERENCING FACTBusiness decision makers in France indicated that “technology that is straightforward and easy to use,” was the most important feature for an ideal video meeting (cited by 59 percent of respondents).

However, that was closely followed by good audio – the ability to hear everyone clearly –which almost tied with technology that is straight forward as the top feature for an ideal video meeting (58 percent of respondents). Less than one-quarter (23 percent) of French respondents see pets entering the background as a distraction during a video meeting.

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Germans are fastidious about punctuality – from trains to social engagements to business meetings. To arrive late is unacceptable in German culture.

There is also a strong sense of social responsibility among German people, and if you find your behavior being corrected in some way, do not be offended. It is almost certainly being done out of a sense of duty, as opposed to being a way to embarrass you.

German business executives also appreciate a round of greetings and introductions when beginning a video meeting. Hierarchy is important in German organizations, especially in big enterprises. Furthermore, German employees will rarely disagree with their superiors in public and will generally adhere to what their superiors say in most situations.

German people are also known for their efficiency and directness – for them it is important to get to the point directly and quickly in discussions.

GERMANY


• German people value punctuality. Expect meetings to start on time and to be formal in approach.

• Hierarchy and respect of senior figures is considered very important. Allow the most senior person in the video meeting to sit in the middle of the room with subordinates around them.

• The idiosyncrasies of gestures in Germany follow a similar pattern to other European nations. For example, as in France and Italy, you should avoid making an ‘OK’ sign using a thumb and index finger while on video. In Germany, this gesture is considered an insult.

• Furthermore, do not point your index finger to your head as this is considered to be a very insulting gesture.

• Germans generally prefer an orderly business environment. When participating in video conferences ensure the room you are participating from is tidy and quiet. Conservative business attire is preferred.

VIDEO CONFERENCING FACTWhile only about one-quarter (27 percent) of all respondents find it distracting when they see pets in the background of a video call conference, one-third of respondents in Germany found children in the room to be a distraction. What do Germans find most distracting on a video conference? More than half (56 percent) of respondents said that a mobile phone going off is a distraction.

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In the past, when meeting business people in India, even via video conference, the appropriate greeting was to clasp your hands together as if in prayer, bow slightly and say “Namaste” (pronounced na-mas-tay).

Nowadays everyone is simply happy to meet and greet with a handshake when in person, although the traditional greeting would still be appreciated when using video.

In India, the majority of the power in businesses lies with the senior figures (often a single person), who will also tend to be the eldest. Showing them appropriate respect is expected. When a meeting starts there will be some small talk and family will often be the subject. To ask about and show respect towards someone’s family by inquiring about them will be very well received.

INDIA


• Business affairs can take a long time in India. Do not expect matters to be concluded quickly and do not try to rush things.

• Meetings often start with small talk, often with inquiries about family. When meeting via video conference it is recommended that you engage in small talk first as it could be considered impolite to start discussing business matters immediately.

• Appropriate business dress is more important in India than any of the 12 countries surveyed. The survey found 38 percent of respondents find appropriate attire makes for an ideal video meeting, versus 21 percent across all survey respondents globally.

• Business leaders in India value good eye contact, with 74 percent of survey respondents saying this is the most important thing for an ideal video meeting. This compares to 58 percent of global survey respondents who ranked eye contact as important for an ideal video meeting.

VIDEO CONFERENCING FACTAmong all countries in the study, India was the leader in video usage at work. Of those using video today, almost three-quarters (76 percent) of respondents in India use video at work at least once a week and more than a third (34 percent) use video at work every day. Business decision makers also had the highest preference for video as their preferred method of communications by 2016, with more than three quarters (77 percent) of respondents indicating they see it as their top preference in three years.

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Gestures and body language are important in Italian culture.

Italians prefer to maintain eye contact during conversations; one of the upshots of this is that Italian business people are much more comfortable doing business when they are able to see the person they are talking with, something which should be remembered when conducting long-distance communications. Use video conferencing to build a rapport with your Italian colleagues – they will appreciate seeing that you are as enthusiastic about the business as they are.

ITALY


• Do not underestimate the power of sight; Italians greatly value the ability to see and make eye contact with those they are doing business with. Whenever possible choose video conferencing to help build rapport.

• Italian business people generally expect for meeting participants to express themselves verbally, by spoken comments, and visually, through facial expressions and gestures. Do not be afraid to display body language when communicating. Be open, relaxed and confident and you’ll find your Italian counterpart generally will respond in kind.

• Don’t be afraid to show your enthusiasm and gusto in meetings; this will be well received and help build rapport.

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The group is considered more important than the individual when conducting business in Japan. That said, personal pride is of great importance in Japanese culture.

The combination of these factors tends to mean that direct criticism and confrontation are rare. Subtly and indirectness are important traits, and being able to say “no” without actually saying “no” is key to doing business in Japan.

Try to avoid using excessive gestures and movements during speech. Personal pride and loyalty are held in high regard in Japanese culture, so it should come as no surprise that personal relationships built on trust and mutual respect are key to successfully conducting business in Japan. Small talk is common prior to commencing business discussions and is a way of getting to know you better so that a relationship can be built.

JAPAN


• Direct criticism and confrontation are rare in Japanese culture. Learn how to say “no” without actually saying “no.”

• Building a business relationship based on trust and mutual respect is essential. Respect the business hierarchy and do not try to go over or around your counterparts and colleagues.

• Silence for reflection and consideration is common in business meetings. Do not be put off by silence in conversation. Use other tools over video – such as presentations and demonstrations – to keep the conversation flowing.

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The Dutch business culture is quite flat and senior members of staff are usually very open to dialogue with more junior employees.

Promptness at meetings is appreciated and changes to plans should be communicated with as much notice as possible. When using video solutions maintain eye contact and do not be surprised to get direct one word “yes” or “no” answers, a key element of the Dutch directness. Keep your presentation or discussion factual and short.

NETHERLANDS


• The Dutch appreciate direct interactions. Avoid talking around a subject and just get to the point.

• According to the Polycom survey, Dutch business leaders ranked “no outside distractions” as the most important aspect of an ideal video conference (cited by 61 percent of respondents). Make sure you are joining a video conference from a quiet place and minimize or eliminate distractions like background music or people walking behind you.

VIDEO CONFERENCING FACTMore than half (54 percent) of all survey respondents in the Netherlands are either not using video conferencing at work today or using it less than once a month (cited by 16 percent of respondents). However, 46 percent of respondents in the Netherlands say they expect video to be one of their preferred methods of communications at work in three years, second to email (48 percent). Much of that growth in usage could be driven by video conferencing on mobile devices. In the Netherlands today, 39 percent of respondents who use video today use mobile devices for video conferencing at work. By 2016, 52 percent of respondents who use video today expect mobile devices to be their preferred video device, a 33 percent increase.

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Relationships are a vital part of Polish business life, particularly if you wish to cultivate a long-term business connection.

Using video conferencing to get to know your colleagues and clients can be a key differentiator between you and the competition in helping to build rapport and understanding. Small talk is also a usual part of business meetings, so use the start of your video calls to enquire about families, holidays and the weather before getting down to business.

The hierarchical structure, where age and education are often key parts of the business environment, are regularly observed by Polish business people. Basic business courtesy – for example, addressing people as “Mr” and “Mrs” – is widely observed and appreciated.

POLAND


• Openness and honesty are highly valued in Polish society, as is courtesy and politeness. Fifty-nine percent of those surveyed video users in Poland said that good eye contact makes for an ideal meeting, nine percentage points higher than the average for the rest of the world. Strive to maintain good eye contact during a video conference.

• Lateness is frowned upon. Arrive on time for meetings.

VIDEO CONFERENCING FACTMore than half (59 percent) of respondents in Poland who use video today say they use or would use video conferencing at work for flexible working situations.

Almost half of respondents who use video in Poland (49 percent) find it distracting when they see pets appear in the background of a video conference – the highest response of any country in the survey. In comparison to some of their European counterparts, only about a quarter of those in France and Germany, and about one third in Russia, found pets to be a distraction.

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When conducting business in Russia strive to develop a strong business relationship – it will help greatly.

While Russian businesses have a hierarchical structure, it should be remembered that in Russian society decisions are often made in a relatively open and democratic manner. That said, showing proper respect to senior figures is an essential step in being accepted by Russian business people.

RUSSIA


• Russian business people like to cultivate business relationships face-to-face. Use video solutions to help build trust and rapport.

• Russian culture considers the “OK” sign – using a thumb and index finger – as an insult. Avoid using this gesture.

• Bright clothing can be seen as too casual. Business attire should be conservative in color and style.

VIDEO CONFERENCING FACTAmong all 12 countries in the study, Russia leads the way in use of video conferencing for flexible working, with close to two-thirds (61 percent) of respondents who use video today indicating that this is or would be one way they use video conferencing at work. In fact, flexible working was the top use or potential use of video conferencing at work by Russians using video today, followed by local/non-international interoffice meetings (53 percent) and new business development/sales (47 percent).

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Friendly introductions are important when doing business with Singaporeans, but small talk is often reserved until a relationship is established and even then this largely depends on the formality of the meeting content. Good timekeeping and punctuality are essential.

Personal relationships are almost as valuable as the company you work for, so strive to build trust and friendship into your business relationships. That said, Singaporeans appreciate getting to the point. Hierarchies in business are observed and in some older, more traditional businesses attendees at video conferences might not take their seats until indicated by senior staff. Historically, it was best to address people by their title and surname, although nowadays addressing people on a first name basis is more common.

SINGAPORE


• Be open, friendly and civil, but respect the intricate nature of Singaporean business relationships. Use video solutions to get to know your contacts both socially and professionally – a nod, smile and detailed introductions are always appreciated.

• Small talk is not widely observed in the first meeting. Plan for the conversation to stay fairly formal until the relationship is developed further.

• Decisions are made very quickly – be prepared to discuss particulars and negotiate key points in a fast-paced discussion.

• Tardiness and emotional display are not generally well received. Arrive on time and remain even-keeled.VIDEO CONFERENCING FACT

With more than half (56 percent) of video user respondents in Singapore using video at work at least once a week, and almost a quarter using it every day, Singapore is second only to India (where 76 percent of respondents use video at least once a week) for highest regular usage of video at work among all countries in the Polycom study.

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Within a business environment, particularly when meeting over video for the first time, British business executives like to address or greet attendees upon arrival and when leaving.

Punctuality is important and it is preferred when meetings are scheduled well in advance to allow time for preparation. Expect polite conversation and small talk before going ahead with any business related matters.

In terms of control, important decisions in British businesses will be made by senior members of the team, or as a group consensus. As a result, decisions can require some time to be formally approved and to ensure proper procedure is followed. Use video as a way to help speed up the decision-making process when dealing with British businesses and always ensure the right stakeholders are present when doing so.

UNITED KINGDOM


• British business people like to address or greet attendees upon arrival and when leaving a meeting. When meeting over video for the first time, suggest a virtual ‘roundtable’ of introductions.

• Group decisions are particularly important in British business culture. Expect decisions to take longer and use video solutions to help you reach those decisions.

• British business executives are recognized for having a unique sense of humor that often makes its way into business discussions, often to help build rapport or lighten the mood. Do not be put off by the use of humor when meeting over video.

• British business people tend to prefer straightforward vernacular. Try to avoid overt or sensationalist language.

VIDEO CONFERENCING FACTAlmost four out of every five (79 percent) UK respondents who use video today use a laptop or desktop computer to video conference with their colleagues, and 79 percent expect to work in this way in three years’ time. The British sense of propriety is obvious in the 91 percent of respondents who believe that companies should establish etiquette rules for video conferencing.

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With many companies in the US having several offices spread across the 50 states and globally, video solutions are seen as critical to building teams and speeding up the decision-making process across the country, as well as with the broader global business landscape.

Meetings are, whenever possible, short but serious affairs with limited small talk. Participants are typically provided with agendas prior to the meeting.

UNITED STATES OF AMERICA


• Almost two-thirds (61 percent) of respondents in the US who use video today said that eliminating background distractions is key to holding a more productive video meeting. Ensure that you are in an appropriate environment for a video meeting so that you can be heard and seen.

• More often than not the leader of the meeting will sit in the middle of a meeting room and will typically drive the agenda.

• Americans are more likely to ask questions in meetings as a means to driving openness and transparency. When participating in a video meeting, anticipate that you will be asked to contribute to the meeting and be prepared to speak on camera.

• Meetings tend to start on time and finish on time. Take care to be punctual.

VIDEO CONFERENCING FACTInterestingly, when asked what makes for an ideal video conferencing meeting, US respondents chose a decidedly non-visual aspect to a video call: good audio. Approximately four fifths (80 percent) of US business decision makers chose “I can hear everyone clearly” as their top consideration for an ideal meeting over video.

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Customer Use Cases – Video Collaboration in ActionAt Polycom we are passionate about

the benefits of video conferencing, and,

as one of the biggest users of video

conferencing in the world, we experience

those benefits every day.

But don’t just take our word for it; our

customers are seeing enormous benefits

too. From global blue chip companies

such as Lonza and Jaypee Group, to

educational institutions and start-ups,

we see video conferencing playing an

increasingly important role in helping

organizations meet their goals.

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Video bridges the distance among global locations for the lowest TCO at leading supplier to pharmaceutical, healthcare and life sciences industries.

Headquartered in Basel, Switzerland, Lonza has contacts worldwide across

90 sites and 11,000 employees. The company prides itself on adapting its

offerings and services to the needs of customers, and changing technologies.

However, under the global economic pressures it needed to increase

productivity and reduce downtime and travel costs.

Using Polycom video solutions, employees at Lonza – who are based in

multiple locations and involved in a wide range of chemical and biological

pharmaceutical projects – securely communicate via video, voice, instant

messaging and presence, no matter where team members are located.

They found that conducting meetings over video avoided not only the

cost of traveling, but also all the time associated with it. The use of video

conferencing helped Lonza bridge the distances between global locations to

cross both language and cultural barriers. Video collaboration has become

central to the way Lonza does business and the travel desk now encourages

employees to use video instead of traveling to meetings.

The Polycom OTX immersive video suites and HDX Room video solutions

are being used by all Lonza employees for a wide variety of meetings – from

management and board meetings, to facilitating interdepartmental meetings

and expediting quality control group meetings. Additionally, HR uses the

rooms for global training and interviews without the need to travel.

Video is mission critical for improving communications between internal teams and subsidiaries for Jaypee Group, infrastructural industrial conglomerate in India.

Headquartered in India, Jaypee Group, a large and diversified conglomerate,

uses Polycom video solutions as mission critical to their business, improving

communications between employees in 40 dispersed and remote offices.

Their Polycom video solution contributed to reducing travel by 40 percent

and doubling employee productivity, while also providing a cost-efficient,

scalable solution that is easily integrated with the organization’s existing

unified communication (UC) investments.

Polycom video solutions have helped speed up decision-making between

teams, improve communication across the group’s companies and merge

multiple ‘collaboration islands’ under one UC solution. For the company,

video is seen as an essential way to transform teamwork on projects,

including those with long lifecycles such as infrastructure and energy. With

many employees required to travel to townships to oversee projects, video

collaboration solutions are used across remote offices in townships to enable

real-time project discussions and update meetings with executives at the

company’s headquarters, located some 30 kilometers away.

#DefyDistance

Using Polycom video, specialists can now evaluate and advise ‘Ice Doctors’ in cardiac or neurological emergencies in one of the planet’s most remote environments.

More than 1,400 U.S. scientists, researchers and support staff stationed

around the South Pole spend their winters isolated by bitter cold, darkness,

and thousands of miles. In order to help with any medical assistance they

use a telemedicine network based 9,000 miles away that is operated by

the University of Texas Medical Branch at Galveston and powered by video

collaboration solutions from Polycom.

Access to specialist expertise can make a profound difference in health

outcomes, particularly when every minute counts and transporting patients

is not an option. In stroke cases, for example, the sooner neurologists can

evaluate a patient by video, the faster they can determine if treating the

stroke with clot-busting drugs like Tissue plasminogen activator (t-PA) will

minimize damage to the patient’s brain. Galveston, Texas, where UTMB is

located, is nearly 9,000 miles from the South Pole. For telemedicine to result

in effective, efficient care, UTMB physicians must be able to see and hear

patients with crystal clarity, something the Polycom solution is able to deliver,

seamlessly and easily.

Video collaboration connects more than 50 countries around the world

UK-based global technology firm Smiths Group has five divisions creating

products, technologies, and services for threat and contraband detection,

medical devices, energy, and communications markets worldwide. The group

currently employs over 23,000 people across more than 50 countries to

serve diverse customers in a range of industries. With employees dispersed

over so many different business groups and locations, Smiths faced

challenges in communication and project collaboration, the speed of decision

making and mounting travel costs.

The firm is now using Polycom RealPresence video solutions in

combination with Microsoft Lync Server 2010 to unify video, voice, and data

communications across 400 locations in more than 50 countries.

“Polycom video conferencing has significantly changed our way of working,

enabling the company to break down some of the barriers to communicating

across a distributed work force whilst reducing travelling costs, improving

employee collaboration and increasing efficiencies across business units.”

said Simon Quintin, Director, Workplace Services, Smiths Group PLC.

#DefyDistance

12 TIPS on How to Get the Best Out of Your Video ConferenceThis guide provides discussion about

cultural differences encountered when

conducting business across borders and

cultures. Following are some practical

hints and tips for how to make your video

conference a successful communication

channel for effective business

meetings, anytime.

#DefyDistance

MAKE IT EASY TO JOINWhen you are sending out information

to invite people to a video conference,

ensure you include clear, easy-to-follow

dial in instructions, so your colleagues and

customers quickly and easily have this to

hand within the invitation.

CONNECT EARLY AND GO ON MUTE It sounds obvious, but it is worth

connecting to the video meeting early to

ensure everything is working correctly

and checking that your device or meeting

room is prepared before your colleagues

or customers join the conference. Also,

prepare an agenda for the meeting – this

was cited by all survey respondents as

one of the top five things to do for an ideal

video meeting.

GET THE PICTURECheck your camera angles before starting

a call. Set the camera for an ideal view for

your remote participants. This is especially

important in a large conference room. If

you are the only participant in the room,

place your camera above your monitor at

eye level to help maintain eye contact with

others and frame yourself in your camera

view from mid-chest to just above the top

of your head.

CAN YOU HEAR ME NOW?Ensure your microphone is in good

working order and when you start the

meeting, ask participants if they can

hear you. Speak in your normal voice,

without shouting, and do not lean in to

the microphone. Our survey said that the

ability to hear people clearly is the most

important feature for having an ideal

video meeting.

HOME COMFORTSIf you are joining the video conference

from home, check your background – is

there anything behind you that could be

distracting your colleagues or customers?

Also check for noise, turn off radios and

the TV and try to avoid any interruptions.

Finally, even when joining a video

conference from home, dress as you

would in the office.

SILENCE IS GOLDENPut your microphone on mute when you are not speaking. This makes it easier for others to listen to whoever is talking at that time. Eating or chewing food, even with the microphone muted, is unadvisable as you may be called on to speak at any time.

#DefyDistance

LOCATION, LOCATION, LOCATIONWhen joining a video meeting using a mobile device, make sure the location is suitable – supermarkets, shopping malls, trains, the street or a restaurant are usually loud and generally not suitable locations for a video conference. According to the Polycom survey, joining a call from an unsuitable place rated as the second most distracting element when doing a video conference.

Instead, try to join from a conference room, home office or quieter space. If you are in a busy or loud location, try to go to a less crowded space and make sure to use your mute button when you are not speaking.

KEEP AN EYE ON THINGSMaintaining good eye contact was cited as the third most important element to having a successful video conference by respondents to our survey, so ensure you address colleagues or customers directly and look them in the eye when you are speaking to them.

STAY IN THE MEETINGRemember that you can be seen at all times, so avoid having side conversations if others are in the room with you, as this can be off-putting for other participants.

UNSPOKEN LANGUAGEThink about your body language. A lot of what is conveyed in a meeting happens non-verbally. Lean forward when someone is speaking to indicate you are listening, nod if it is appropriate and be sure to include everyone in the room into the conversation. Be careful of gestures and body language (such as animated nods) that may be perceived negatively.

ONE TASK AT A TIMEMultitasking can be tempting when you arein a group scenario, but this rated highlyas distracting by our survey respondents.Avoid emailing or attempting to completeother tasks while you are on thevideo conference.

MOST IMPORTANTLY:Participate in the video

conference as if you are face-to-face, and use natural gestures

when you speak. Video conferencing is about

the power of human collaboration and

communication, both visual and audio.

#DefyDistance

THANK YOU

Visit www.polycom.com/defydistance for more information, tools and resources to help you get the most out of voice and video collaboration.

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