Video Conferencing

While video conferencing is second-nature today, some companies had already adopted it as a strategy. See how we improved the VTC solution at a logistics company.

The Brief

The client had realised they were running up large expense bills when it came to meetings involving depots from far way, and some internationally. It made no sense to them to have someone stay one or two nights for a two hour meeting. We were asked to design a video conferencing solution, which can be linked to other companies and to employee mobile devices.


When we were asked to look at this, our experience told us there is more to it than just sticking a screen and camera in any old office and hoe for the best. We spoke to the depot managers to discover what sort of thing they would like to discuss, and to discover what they wanted to do during the meetings. This would have a huge bearing on what we would do. We also needed to find out what the mobile requirements were too.


Whatever the solution would be, we had to involve the telecoms support people. We wanted to not only have VTC facilities in each depot, but also give VTC ability to management on an individual basis, and not only on mobile devices. The mobile part of the solution would benefit employees travelling and staying in hotels.

At the time of this solution, there were not many on-line providers giving cost-effective solutions. We had to bring much of it on-premises, and create gateways to mobile service providers.

The biggest challenge was actually creating suitable environments to have good quality sessions. This would mean remodelling offices to provide the correct lighting and wall colours to give the best experience. We had to consider a multi-screen layout to enable presenters the ability to show their presentation separately and within the video feed. We had to go to each site and create plans for new furniture, decoration, power, conference telephones, and of course the teleconferencing equipment itself. We had the opportunity to create the first on in the head office, and over a couple of months, bring senior and depot managers over to take a look.

After getting feedback, we were pleased to see we had got the majority of the room design spot on. Following the site reviews, we were able to kick off the teleconference suite builds.

During this time, we were getting on with the design of the technology. A booking service was needed, as well as a resilient gateway for external connectivity. A network design would ensure a quality of service for the inter-suite connectivity. Some personal devices were needed for senior managers and client software rolled out to authorised mobile devices.

The go-live date was timed to coincide with a senior management meeting, and full use of all suites across the country was to be used. The session went without a hitch and were pleased with the positive feedback.


Immersive experience

The design of each suite, with the same long desks in each, gives the impression you are not actually on a video conference call, and everyone is in the same room.

Visitor access

Visitors can connect their own devices to the VTC system to present directly into the session.

Quick meetings

No longer does the client need to use complicated logistics to move people across the country.


Customers and suppliers can join into meetings for a slot, rather than the whole meeting.


Massive saving in travel expenses, more efficient use of time, less time spent planning meetings.

External connectivity releases participants from being at a particular place at a certain time. They can join for a slot and get on with the rest of their day.

Connectivity gateways can set up secure links to customers and suppliers, further reducing costs when discussing confidential matters.