Some things to consider when standardizing AV systems on a global basis.
Many organizations that have geographically dispersed facilities are learning the value of standardizing configurations for AV systems. Besides the obvious economies of purchasing larger volumes of components and services, users know that if they learn how to use the system in one location, they can operate them in any location. Here are some of the types of systems that should be considered.
Basic Presentation and Meeting Rooms: These are basic conference rooms capable of accommodating different size groups. Within these rooms, the communication technology should consist of a simple-to-use AV system that includes a properly sized display, a high fidelity audio teleconferencing system, an economical and simple method of control, and an IP-based remote monitoring solution. The typical cost for rooms of this type is estimated to be about $20,000 to $25,000, although this number can vary depending on the size of the deployment.
Presentation-Enabled Videoconference Rooms: This conference room functions just like a standard conference room, except that it is equipped with a hardware-based videoconference system, a touchpanel for control, special finishes and lighting treatments, and enhanced acoustical criteria. This solution is fully compatible with all other industry standard videoconference systems and can be monitored via an enterprise-wide, IP-based software solution. The typical cost for rooms of this type is estimated to be about $80,000 to $100,000, depending on the desired features.
Hardware-Based Videoconference Endpoints: For mission critical, yet personal conferencing capability, a hardware-based desktop videoconferencing solution is often recommended. This consists of a device that looks much like a flatscreen computer monitor, but comes equipped with a camera and microphone. It’s fully compatible with all other industry standard videoconference devices and can be administered by an enterprise-wide, IPbased software solution. Depending on what type of solution is best for your organization, these can cost about $10,000 each.
PC-Based Videoconference Solutions: For non-mission critical communications, and to enable a larger number of employees to see each other when they communicate, a PCbased solution is sometimes deployed on an enterprise-wide level. These solutions are inexpensive, can be administered by the same enterprise-wide, IP-based software packages, and are compatible with all of the above-mentioned solutions. Depending on the number of seats an organization buys, this solution can be deployed for about $200 per user.
Bridging Capability: Most hardware-based videoconference endpoints have an option to connect four to six sites at once for group conferences. If larger groups need to be connected, sometimes a bridging solution is helpful. There are bridges that come in sizes of 10, 20, and 40 that can be linked to connect virtually any number of endpoints. This can be good if a company-wide address is needed, but there are also a number of more cost-effective ways to do this in a hybrid fashion (i.e., a mixture of digital and analog methods). Bridges can cost as much as $50,000 and are simple rack-mounted devices usually as small as one rack unit.
Recording, Archival, and Streaming: A good mixture of communication technology often employs a form of archival, streaming, or recording devices. These devices can archive conferences and presentations and make them available for download or streaming via a webbased application. They can be extremely useful in cataloging ideas or important decisions however they are costly, usually coming in at about $100,000 to $200,000.
Enterprise-Wide Management and Control Solution: Most AV technology companies have configured their devices so that they can be accessed and controlled via IP. Many control system and hardware companies have applications that can control, schedule, and manage an entire enterprise’s assets remotely, from any location, 24/7. The software, while typically off the shelf, usually requires some form of adjustment to tailor an organization’s needs and can cost $20,000 to $35,000 by the time it is deployed and safely operating on your network.
Network Support: A key component of an enterprise-wide AV technology solution is having the proper network components in place to support everything. There will be servers, IP-enabled devices, IP address assignments, and software applications that will need to be tested for security and stability. Some organizations opt to construct a separate network, and others build VLANS.
Digital Signage/Television Distribution: There are many ways to make essential information and corporate messages available to employees. Some involve distributed flatscreen displays and others involve world clocks. Most are IP-based, others are analog. These usually consist of a standard set of locally selected television stations (CNN, Bloomberg, CNBC, etc.) and some in-house developed content channels that allow enterprise-wide announcements or specific custom programming.
Support and Help Desk: While all of the components are being procured, planned for, or designed, a system of support should be developed so that users have a remote and local palate of help. In addition, the support system should include weekly system tests of all rooms and a service contract with the company that provides all of the systems.
End User Awareness and Training: Part of every successful enterprise-wide adaptation of technology involves making users aware of their options and training them. The training lessens the support requirements and the feedback is a way to gather information for future standardized system designs and rollouts.