Diane Mayer, VP Services Sean Spradling, Sr. Bus. Consultant Corvent LLC UNC202 Questions Why are you interested in deploying Live Meeting? Cost reductions Improve internal collaboration Improve external.
Download ReportTranscript Diane Mayer, VP Services Sean Spradling, Sr. Bus. Consultant Corvent LLC UNC202 Questions Why are you interested in deploying Live Meeting? Cost reductions Improve internal collaboration Improve external.
Diane Mayer, VP Services Sean Spradling, Sr. Bus. Consultant Corvent LLC UNC202 Questions Why are you interested in deploying Live Meeting? Cost reductions Improve internal collaboration Improve external collaboration Licenses were included in our EA, why not? No clue, boss is making me Questions At what stage of planning or implementation are you? Planning purchase now Licenses in house, ready to deploy Already deployed to desktop, but nobody is using What is Live Meeting again? Start with the end in mind: Widespread Live Meeting adoption The Role of Adoption Defining success Traditionally success in software deployment is secure, functional, stable app Build it and the business units will come Collaborative apps deployed for more specific purpose Cost containment – travel Productivity gains – sales cycle times, time to market Greening of organization The Role of Adoption Defining success Success for Live Meeting deployment is measurable progress on the business goals driving the deployment None of that happens without adoption Opportunity for IT to impact bottom line/ corp. goals Case Study: Canadian Government Agency EA for OCS included Live Meeting and Communicator Procurement done by central shared services group No one knew what to do, no deployment Engagement established to move department by department Customer facing division first – significant technical barriers Internal project divisions next 2008 progress 5 divisions deployed and using 1 division alone saving approximately $680K and 114 metric tonnes of GHG annually 2009 More divisions More process changes Overview of Implementation Process Align with corporate goals & executive sponsors Select project team & build project plan Assess technical & cultural readiness Conduct phased rollout Align with Corporate Goals People need a good reason to change: For their own personal benefit For the “greater good” Because the boss says so! Your executive sponsor(s) are in the best position to motivate and/or mandate change Your Project Team Executive Sponsors & Business Leaders • Motivate employees to use Live Meeting in support of enterprise vision and goals Project Manager • Assigns responsibilities, oversees all activity, manages deadlines, tracks results Technical Team • Manages technical readiness and all aspects of deployment and user support Marketing Communications • Manages internal marketing campaign to drive awareness & adoption Finance • Helps build ROI model and supports targeted campaign for frequent travelers Your Project Team Executive Sponsors & Business Leaders Integrate Live Meeting with business initiatives Lead by example Help you tailor the training to relevant business scenarios Use “carrots and sticks” to drive usage Your Project Team Project Manager Big picture person who is detail oriented Technically knowledgeable and relates to business users Change management skills nice to have Must be comfortable interfacing with executive sponsors Your Technical Team Messaging Team Adoption requires a significant change in normal business behavior and pressure from all angles The team should include: Outlook team – The Outlook plug-in, critical for adoption Sample Fill Your Technical Team Network Operations Team Function Bandwidth required Data transfer 56 KBps Voice 80 KBps (50 KBps minimum) Video 350 KBps (50 KBps minimum) Office RoundTable 700 KBps (100 KBps minimum) The bandwidth requirements listed are cumulative. Voice, video, RoundTable, the minimum bandwidth would be 50 + 50 + 100 = 200 KBps per user. Tech Consideration WP http://www.microsoft.com/downloads/details.aspx?FamilyId=E52C945A-BF33-48AC-B5D8D8C4E93C71CC&displaylang=en TechNet Article http://technet.microsoft.com/en-us/library/cc745931.aspx Your Technical Team Information Security Considerations: Data storage security Data storage compliance Meeting content retention Recording Handouts (file transfer) 2007 Security Guide http://livemeetinguser.org/files/folders/userguides/entry114.aspx Your Technical Team Desktop Management Client and plug-in install Prior to any training Deployment strategy Updates Client routinely updated, have seen auto update work/not work Best practice is to keep everyone on same version Any possible conflicts with other software (Adobe full suite) Administrators Guide http://www.microsoft.com/downloads/details.aspx?FamilyId=824A55C8-809A-4224A8CD-F37B348B7481&displaylang=en Your Project Team Marketing Communications Segment user groups Tailor benefit statements to each group Develop internal marketing campaign to drive awareness and usage Announcement of Live Meeting initiative Email invitations to training sessions Intranet portal with resources & incentives Other visibility as appropriate Your Project Team Finance Develop success metrics T/E savings Decreased telephony costs Increase sales Work with departments to measure and report In this economy, travel reduction is the golden goose. Typical Implementation Plan Assessment & Planning • Assess cultural & technical readiness • Define business goals and success criteria • Identify & interview targeted user communities • Develop project plan and team Assess Technical & Cultural Readiness Cultural assessment exposes: The context for usage within the organization Prioritize deployment groups based on impact to goals Technical assessment provides understanding of issues to be resolved prior to deployment Cultural Readiness Context for usage Interview of your target users Select good cross section of user base How collaborative is their role Who do they need to communicate with What meetings do they regularly have What projects are they working on What are most common issues (“Corvent time”) Customize training to meet needs Discover leverage points to drive usage Cultural Readiness Context for usage Prioritize business groups for deployment Start with groups that can impact your goals Roles or groups that hold frequent meetings Additional characteristics The technology friendly (not just IT) Get to some of the remote users early Break down the total to manageable groups (hundreds, not thousands, in early phases) Technical Readiness All the traditional IT issues Key considerations specific to Live Meeting Administrative policies Software deployment Live Meeting Portal Audio accounts Other hardware Support model Typical Implementation Plan Assessment & Planning Technical Deployment • Assess cultural & technical readiness • Define business goals and success criteria • Identify & interview targeted user communities • Develop project plan and team • Set all Live Meeting Admin policies • Enable appropriate audio functions and set policies • Implement support model & conduct administrator training • Deploy client and add-in to desktops Live Meeting Deployment Administrative Policies Recording Handouts Desktop sharing Content expiration Live Meeting Deployment Administrative Policies Recording Poses data leakage and compliance risks Record to service Content hosted by Microsoft Can be disabled Can also disable download decision Local recordings Requires PC audio be enabled Can be disabled Live Meeting Deployment Administrative Policies Handouts File transfer capability Poses data leakage risk Can be disabled Can limit file types Desktop sharing Poses data leakage and misuse risks Can be disabled or limited to a single program Live Meeting Deployment Administrative Policies Content expiration Deletes all meeting content including recording Admin sets maximum time before deletion User can set shorter time Restoration Can be enabled to allow Admins to restore content up to 90 days after deletion Live Meeting Deployment Software Deployment Un-managed – not recommended Open installation policy User Mode Installation: No MODI – no uploading docs Managed – recommended LMSetup.exe, ConfAddins_Setup.exe, EASetup.exe, LPSetup.exe Lockdown regkey – no upgrade notice will appear Per user install regkey – no auto install is done Deployment Guide http://www.microsoft.com/downloads/details.aspx?FamilyId=824A55C8-809A-4224-A8CDF37B348B7481&displaylang=en Live Meeting Deployment Live Meeting Portal Local service to manage Live Meeting accounts and user authentication Automatically creates accounts for users Provides single sign-on capabilities for Windows account holders Integrates with AD to deactivate user accounts Provides Admin-defined account management Portal Admin Guide http://www.microsoft.com/downloads/details.aspx?FamilyId=C0CE5E7C-67C2-453C-8B3195FF6F3B2873&displaylang=en Live Meeting Deployment Audio Accounts Live Meeting provides “Computer audio” – not suitable for all meetings Certified for use in limited set of countries Can connect to a conference call to better serve all needs OCS R2 has more fully featured conferencing offering Not as feature rich as conferencing service but meets many needs Audio strategy should be defined ahead of time If third-party accounts will be used, how will they be provisioned Does your provider have the audio integration (service or OCS) Everyone that needs one should get one prior to training Live Meeting Deployment Other Hardware Speakers/Microphones – needed for PC audio (or Communicator calls); speakers also needed to hear rich media shared in meetings Webcams – required for video in Live Meeting; one of the most requested and appreciated features RoundTable – meeting room web cam from Microsoft Provides panoramic video in meeting room Tightly integrated with Live Meeting Live Meeting Deployment The Support Model Issues here mean more A lack of support will prevent adoption Successful support model includes: Ongoing access to training Live or recorded Well-educated support team Immediate support capabilities Enough staff to go help Willingness to get involved Typical Implementation Plan Assessment & Planning Technical Deployment Phased Launch & Training • Assess cultural & technical readiness • Define business goals and success criteria • Identify & interview targeted user communities • Develop project plan and team • Set all Live Meeting Admin policies • Enable appropriate audio functions and set policies • Implement support model & conduct administrator training • Deploy client and add-in to desktops • Customize training content • Develop training & resource portal • Launch targeted communications campaign • Launch end user training program Barriers to Successful Adoption Lack of executive sponsorship No alignment with business goals User confusion & natural resistance to change Inadequate and/or irrelevant training It’s an afterthought Steps for Driving Adoption Long before deployment: Determine what success looks like Obtain executive involvement Allocate budget and identify team Steps for Driving Adoption Limited rollout: Target users who are motivated & committed to succeed Support them with training/support tailored to their needs Do whatever it takes to ensure success Broad rollout: Recruit “evangelists” from above Launch communications campaign Offer training program tailored to different employee groups Steps for Driving Adoption Stay close to your users Look at their behavior Listen to their feedback Learn from them how to facilitate success Document ROI Reward and celebrate success Understanding End User Adoption Advocacy Adoption “It’s part of my life.” Usage “How soon can I benefit?” Trial “Will it work?” Awareness “Why should I try?” Adoption Process “What else can we do?” Typical Implementation Plan Assessment & Planning Technical Deployment Phased Launch & Training Measurement & Review • Assess cultural & technical readiness • Define business goals and success criteria • Identify & interview targeted user communities • Develop project plan and team • Set all Live Meeting Admin policies • Enable appropriate audio functions and set policies • Implement support model & conduct administrator training • Deploy client and add-in to desktops • Customize training content • Develop training & resource portal • Launch targeted communications campaign • Launch end user training program • Track end user usage and feedback • Report against success criteria • Implement ongoing support & training resources Track Ongoing Results Live Meeting reports offer pretty good detail but in a relatively cumbersome form OCS has no reports on usage Reliant on user surveys Survey users to Get ROI data Understand use cases and additional opportunities Publicize IT’s role in saving company hard dollars Case Study: Health Care Organization 5,000 desktops equipped for web conferencing Sat idle for 6 months 2 to 4 online meetings total per month Adoption program began in Q1 2007 200 self-selected participants Month 1: 100 online meetings 2008 progress Dept. by dept., group-by-group focused training Currently averaging 450 online meetings/month Renewed focus in 2009 “Results Oriented Environment” (ROE Initiative) UC collaborative technologies essential to its success Start with the end in mind: Widespread Live Meeting adoption Related Content Breakout Sessions • UNC202 Microsoft Office Live Meeting Implementations from an IT and Business Perspective Mon 5/11 | 1:00 PM-2:15 PM | Room 511 • WSV204 Tackle Compliance and Discovery Needs in the Cloud Using Microsoft Exchange Hosted Archive Wed 5/13 | 8:30 AM-9:45 AM | Room 408A • OFC314 SharePoint Online Features, Functionality, and Customization Wed 5/13 | 4:30 PM-5:45 PM | Room 502A • UNC310 Migration to Microsoft Online Services from Exchange and Non-Microsoft Platforms Thu 5/14 | 4:30 PM-5:45 PM | Room 403B • SIA317 Protect IM with Microsoft Forefront Security for Office Communications Server Fri 5/15 | 9:00 AM-10:15 AM | Room 408A • UNC203 Realizing the Promise of Software-Plus-Services by Customizing Microsoft Online Services Fri 5/15 | 9:00 AM-10:15 AM | Room 408B Interactive Theater Sessions • UNC01-INT Managing Messaging and Collaboration in the Cloud with Microsoft Online Services Tue 5/12 | 2:45 PM-4:00 PM | Yellow Thr 1 • OFC04-INT SharePoint: To Online or Not to Online? Wed 5/13 | 1:00 PM-2:15 PM | Yellow Thr 1 • SIA01-INT Next Generation Messaging and Collaboration Protection Drilldown Thu 5/14 | 1:00 PM-2:15 PM | Orange Thr 1 Call to Action Learn More! Related Content at TechEd on “Related Content” Slide Attend in-person or consume post-event at TechEd Online Check out online learning/training resources http://technet.microsoft.com/exchange/2010 http://technet.microsoft.com/office/ocs Try It Out! Download the Exchange Server 2010 Beta Evaluation http://www.microsoft.com/exchange/2010/try-it Get a 5-Day Trial of Office Communications Server 2007 R2 https://r2.uctrial.com/ Resources www.microsoft.com/teched www.microsoft.com/learning Sessions On-Demand & Community Microsoft Certification & Training Resources http://microsoft.com/technet http://microsoft.com/msdn Resources for IT Professionals Resources for Developers www.microsoft.com/learning Microsoft Certification and Training Resources Complete an evaluation on CommNet and enter to win! © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.