The case for an All in One Video Communication solution

As technology evolves every day, with innovations targeted at adding more features, one thing that remains unchanged is the user's desire for simplicity. “More is good but keep it simple” - technology is here to make life easier but using it should not be complex. We can see this across all kinds of devices. For example, mobile phones evolved to touch based smartphones and there is nothing more intuitive than that for any user. CRT Televisions have evolved to LED based smart TVs - people want to access OTT but they prefer apps inbuilt in the TV vs using another device to carry the OTT apps. Even desktops these days come in a single unit vs a separate monitor and a processor. This brings us to the use case of video conferencing. Why are we still using complicated multi component set ups?

A typical assembled solution contains these elements - camera, microphones, sound bar/speaker, mini PC, lots of wires, touchpad/ remote control unit and optional accessories like extra microphones for the meeting participants. All of these are connected appropriately and also wired up to the display device - the TV. The logic of simplicity should dictate that there should just be 3 items - TV for display, a conferencing terminal and a remote control unit/ touch pad. All the functions of audio & video i.e. voice input (microphone), video input (camera), audio output (speaker) and computing should be combined in one device. This would mean just one wired connection between the device and the TV. How elegant !

There will be some trade offs though. A top end PTZ camera has an inbuilt motor which gives functionality of participant coverage that cannot be matched ever by the camera in the integrated or all in one device. Likewise, a mini PC can carry more processing power than what can come inbuilt in the device. Same goes for extra microphones or separate speakers. However, the obvious question is whether there is sufficient value add of each of these individual units for all types of meeting rooms. The answer is a clear no. One can understand the need for sophistication in a large boardroom that might hold 20+ participants where the users desire the highest level of clarity and detailing possible. In all other meeting rooms such as huddle rooms (4-6 members), individual user cabins, medium sized meeting rooms (8-10 members), the priority is to have a simple & effective all in one solution that drives productivity. In a typical office set up 80-90% of the meeting rooms fall in this category and organisations follow an online resource booking system to avoid conflicts and drive some orderliness. When users walk in, they seek a very high degree of ease when it comes to joining a meeting and managing the same without having to seek the help of an IT infrastructure support executive.

All in one conferencing terminals come in different forms and we can broadly bucket them into 2 categories.

• Category 1: Passive conferencing terminal that provides all audio, video functionality but no computing

• Category 2: Smart conferencing terminal that is a category 1 terminal plus the computing

Let’s dive a little deeper into each of these categories.

Category 1: All in One video bar

This is a device that looks like a mini sound bar and can be placed above or below the TV with all participants in the meeting seated facing the TV. The device is able to capture the participants - both voice and video. It could also come in the form of a cylindrical unit that is placed on the edge of the table between the users and the TV. Both of these are typically connected to the TV using a HDMI cable and to a power source. To start a meeting, one of the participants starts the meeting on his laptop and then selects the video bar as the source for sound input, video input and audio output (optional). This video bar is connected to the laptop as well (wired or bluetooth).

Category 2: Smart conferencing terminal

This device looks exactly like the all in one video bar, and is placed on top of the TV so that the camera can capture participants in the meeting. The device has an inbuilt operating system on which the required meeting apps are installed. It is connected to the network and has a unique Enterprise resource ID. One can start or join meetings directly with the device without the use of a laptop. It is truly an all in one device in the sense that it is BYOM (Bring Your Own Meeting). All meeting controls are handled with the help of a Remote Control Unit (or a touchpad or a mouse).

Customers are appreciating the elegance and ease of category 2 and starting to adopt the same for their meeting rooms as long as it meets their requirements on functionality and fits their budgets. Due to limitations in some of the available devices with respect to support for multiple meeting platforms and associated costs, some users prefer category 1. However, in a world where a smart phone costing USD 100 or less can help individuals do VCs at ease, it is not believable to say that adding computing to the video bar makes it unaffordable.

Our top reasons for why one should go for a smart conferencing terminal -

#1 Ease of Use

Book the room, come on time, click a button and join/start a meeting. Anyone can control the meeting settings during the call using a remote control unit. If there is a need to present something on the screen, wirelessly present a screen to the device (casting)

#2 Easy Set up, DIY

Once the device arrives, a user simply needs to affix it on the TV, power it up, connect it to the TV and configure settings one time (wifi network, user credentials to sign in). And that’s it - the meeting room is now ready to use. No complicated wiring or fit outs are required at all.

#3 Easy on the Wallet

All meeting rooms do not have the conferencing setups due to their high cost. If the smart conferencing terminal is delivered at the right cost, it would cost much less than assembling a solution using multiple components. Then the decision to power up meeting rooms with a smart terminal is a no brainer as it fosters effective collaboration without a doubt.

#4 Productivity Improvement, ROI

Productivity measurement tends to be subjective as it varies widely across teams. However the simple fact is that if teams don’t waste time connecting/setting up a meeting, participate actively as are all now “in the room and visible”, use their laptops appropriately if required in parallel and exchange ideas/brainstorm without being limited by technology, productivity improvement should be a natural outcome. If the device costs are manageable, the ROI would also justify the investment.

#5 Meet ESG Goals

Organisations today have ambitious ESG goals. The smart conferencing terminal aids in achievement of multiple ESG Goals

• Minimise electronic waste: One device replacing 5-6 devices and less wires. This is an obvious one and reduces e-waste generation. If built to last at least 3-5 years, that is a substantial reduction in e-waste

• Energy Consumption: Lower energy consumption due to the form factor and the energy efficient design

• Social Impact: With the device fostering active participation/collaboration, there is more inclusivity within a meeting room. Secondly, by powering up smaller meeting rooms, working teams are now provided with a cost effective solution to collaborate and be more productive.

At TIFOH, we are developing the next generation of smart all in one conferencing terminals. With a very simple form factor, powered by android and supporting the most popular meeting platforms, this all in one video communciation device is a must have for businesses to transform their meeting rooms into powerful collaboration spaces.