How long have you been using Video Conferencing?

“We’ve been actively using video conferencing for over 10 years. It was prompted by some very senior people in the business wanting to relocate from Milan to Rome. We initially worked with a number of different platforms and devices but for cost and simplicity we shifted to Zoom in 2016. By the time the pandemic came along, we were already working well with Zoom.”

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So, what led you to using Neat devices?

Previously, we would buy mini computers, cameras, speakers, microphones and displays. We were also using iPads as controllers and schedulers. When you work this way, there’s no guarantee all the devices are going to play nicely together. Plus, this method was very expensive, more or less €7,000 per room. With the old way of doing things, the cleaning people may have accidentally switched something off, then suddenly people are screaming a their assistants to call IT. So, we adopted Neat in 2019. We tried and tested other products,
but we definitely preferred Neat’s all-in-one designs. We love Neat, because it’s power on and it’s going to work, that’s it.

Was it love at first unboxing?

Yes, we fell in love with these devices for many reasons. The packaging is one. It’s so easy. You open up the box and you have all the instructions, the QR code, all the screwdrivers. It’s absolutely stunning. We fell in love with this approach, and then of course, with the devices.

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Porterbrook’s aims include investing in new trains for the UK rail industry, improving reliability, availability, maintainability and safety characteristics, and working closely with freight operators, train operators and suppliers to identify further opportunities and improvements for the future of UK rail.

The Challenge and Solution

In September 2017, Porterbrook Leasing got in touch with VideoCentric when acquiring a new office in London to discuss the possibilities and solutions available for linking the new location to their head office in Derby via high-quality video conferencing equipment. Porterbrook already utilised a Cisco phone system and was looking to both extend Video Communications into the new location but also upgrade and retro-fit the existing video & AV equipment located in the head office. 

Through discussions between specialist Ian Pickford of VideoCentric and Andrew Swingewood, Head of IT at Porterbrook, it was found that a solution was needed that would:

• Reduce travel between London & Derby
• Enable the project teams to collaborate more effectively
• Enable share holder meetings to be held with remote shareholders 
• Incorporate whiteboarding & two way collaboration tools for engineering meetings 
• Enable presentations from laptops to large screens within meetings, with a better and neater way for users and guests to share content from their devices 
• Ensure quality aesthetics in all of the meeting rooms

After thorough research, demonstrations and trials, VideoCentric and Porterbrook selected Cisco Spark (now Cisco WebEx Teams) as a platform of choice. This would provide a simple-to-use collaboration solution for video, audio and data, connected Cisco endpoints and whiteboarding/real-time annotation technology via the Cisco WebEx Teams Board for London and Derby, plus a range of user and administration features for desktop & mobile users, reporting & statistics, and improved communications.

“Everyone loves how easy it is! Although for important meetings, someone is always there before it starts to check – which is due to past poor experiences – IT is just not needed for facilitating and supporting a meeting anymore.”

– Andrew Swingewood, Head of IT, Porterbrook Leasing

For Video Conferencing within the meeting rooms, VideoCentric integrated Cisco WebEx Room Kit Plus and SX80 Video Conferencing solutions, alongside a SpeakerTrack camera solution within the new London boardroom, and recessed AV technology into walls. Design & integration work was especially tricky in Derby, as technology hadn’t been considered during the original room designs, however the new London offices were more considered for Video and following the installation, users and board members were extremely happy with how all the rooms looked and how tidy & aesthetically pleasing the spaces were after the work was completed. 

“The install was great. The quality, the people & the professionalism – we’re very happy with the result”

Usage and Outcomes

Andrew commented, “The rooms begun being used a lot from day 1. With split teams between the two sites, London engineers would use the WebEx Board room with the Derby engineers a lot to discuss and collaborate on engineering projects – things like implementing Wifi upgrades to existing trains or new components needed for safety, with heavy use of screen sharing and a small but growing use of the remote annotation and drawing features.

Our London guy had some company strategy work to carry out and was tasked to work with all the teams – he was extremely pleased with how natural it was to talk to everyone.”

Andrew also mentioned that due to the solution being so simple, it was effectively self-service. “All that was needed was staff-engagement, and so I arranged one week of “this is how you can use it” and that was all that was needed to get staff onboard.”

It is however found that the SpeakerTrack solution has received a mixed reaction from users at Porterbrook – something often seen with those who have been used to a fixed camera view in the past. Andrew commented, “Many people tend to prefer the single camera view rather than speaker track during video meetings, as they appreciate seeing all members of the meeting to better understand reactions.”

Whilst there were a few teething issues with a Cisco device connecting to a display, a software update was swiftly installed remotely and the support received from VideoCentric on any issues has been highly complemented.

“Your support engineer, Pete, does everything he can possible to fix manufacturing faults or problems with Cisco. VideoCentric are very flexible and we have a good relationship.”

Next Steps – Fix The Biggest Complaint…

Following the success of the video deployment in Derby & London, users are happily using the new technology across Porterbrook. Andrew added, “The biggest complaint I am receiving is why the facility doesn’t exist in the Lord Nelson meeting room in Derby!” Since the initial installation, VideoCentric have now ensured this “complaint” has been fixed – a new WebEx Room Kit has been installed and is now in use in the Nelson room!

VideoCentric are also working with Porterbrook to help improve audio for laptop users, and the company tends to use all scheduled meetings at the moment, so encouragement of the benefits of ad-hoc conferencing for casual conversations will enable further savings and benefits to be realised. 

“We are extremely happy with the solution in place, how well our needs have been addressed and all the work and support we have had from VideoCentric. This is definitely one of the better contractual relationships we have had.”

To find out more about the solution in place at Porterbrook or to discuss how remote collaboration solutions could work to connect your distant offices, please contact VideoCentric today.

Throughout 2017-18, Ligentia and VideoCentric have worked in partnership to implement a Video Conferencing Solution aimed at improving communications across their global workforce. VideoCentric spoke with the Director of Group IT, to find out about the project so far. 

Challenge & Solution

As a global organisation with 22 office locations worldwide, Ligentia were looking for a solution that would:

• Help reduce national and global travel;
• Provide high quality Video between meeting rooms;
• Enable homeworkers & laptop users to be involved in conversations;
• Report usage and statistics easily for ROI calculations;
• Demonstrate & meet their own internal values of ensuring quality relationships, improving teamwork & processes, and driving down costs throughout the supply chain.

After thorough research, trials and a pilot scheme, VideoCentric and Ligentia selected Lifesize as the communication platform of choice.

This would provide a simple-to-use cloud based collaboration solution for video, audio and data, connected endpoints for meeting rooms in Leeds, London, Shanghai, Hong Kong and Brisbane, and a whole range of user and administration features for desktop & mobile users, reporting & statistics, and improved communications.

Usage and Outcomes

Leading by example, Ligentia are now using their collaborative solution to improve internal relationships and drive down costs, particularly associated with time and travel.

Hong Kong and Shanghai have already changed their monthly in-person meetings – alternating travel with video – and the three UK locations are starting to implement a similar initiative too. The solution in place enables ongoing usage reporting, which means the exact number of conferences had, and the savings made, can be reported on a monthly basis.

Although the time and travel savings of using the solution is huge, the most value being recognised is within the type of meetings and improved conversations.

“I now have half an hour meeting in the morning twice a week with my colleague in Shanghai, and that relationship is as strong as if he is sat next to me in Leeds”

The IT team are reporting fantastic feedback from the users too, whether in a boardroom or from a laptop, and although there were initial concerns about the network capabilities and broadband, the solution has presented very few challenges now it is in place.

Putting knowledgeable people and leading systems in the right location – from any location.

About Ligentia

Ligentia is a leading global freight and supply chain management provider. Dedicated to delivering specialist supply chain solutions within retail, manufacturing, defence and mining. Focused on assisting customers to implement supply chain performance improvement initiatives that drive down costs and improve customer satisfaction. Ligentia lead in their field by ensuring quality, service, market access and cost efficiency. That gives their customers a true competitive advantage, globally.

Throughout 2017-18, Ligentia and VideoCentric have worked in partnership to implement a Video Conferencing Solution. Aimed at improving communications across their global workforce. VideoCentric spoke with Noel Kenningham, Director of Group IT, to find out about the project so far.

Challenge & Solution

As a global organisation with 22 office locations worldwide, Ligentia were looking for a solution that would:

• Help reduce national and global travel;
• Provide high quality Video between meeting rooms;
• Enable homeworkers & laptop users to be involved in conversations;
• Report usage and statistics easily for ROI calculations;
• Demonstrate & meet their own internal values of ensuring quality relationships, improving teamwork & processes, and driving down costs throughout the supply chain.

After thorough research, trials and a pilot scheme, VideoCentric and Ligentia selected Lifesize as the communication platform of choice. This would provide a simple-to-use cloud based collaboration solution for video, audio and data, connected endpoints for meeting rooms in Leeds, London, Shanghai, Hong Kong and Brisbane. A whole range of user and administration features for desktop & mobile users, reporting & statistics, and improved communications.

“20 years in IT, and I have to say this is definitely one of the best and most simple rollouts I’ve ever been involved in”

Usage & Outcomes

Leading by example, Ligentia are now using their collaborative solution to improve internal relationships and drive down cost. Particularly associated with time and travel. Hong Kong and Shanghai have already changed their monthly in-person meetings – alternating travel with video. The three UK locations are starting to implement a similar initiative too. The solution in place enables ongoing usage reporting, which means the exact number of conferences had, and the savings made, can be reported on a monthly basis.

“I now have half an hour meeting in the morning twice a week with my colleague in Shanghai, and that relationship is as strong as if he is sat next to me in Leeds”

Although the time and travel savings of using the solution is huge, the most value being recognised is within the type of meetings and improved conversations.

Noel Kenningham, Director of Group IT at Ligentia, commented on the benefits of clarity of c onversation – “With colleagues that are non-native English speakers, we are able to read each others body language and know whether they have understood you or if you have understood the far end. You can see reactions and use your own body language too. This just cannot be done over the phone and is invaluable in international business.” “A totally different and improved relationship can be built and we can get much more benefit and value from each individual person”.

The IT team are reporting fantastic feedback from the users too, whether in a boardroom or from a laptop, and although there were initial concerns about the network capabilities and broadband, the solution has presented very few challenges now it is in place.

“The Lifesize solution is extremely easy to use and intuitive, with no need to train users. We love its lack of formality too. ‘Let’s just call and ask him’ – the kind of collaboration that doesn’t need a whole bridge and just brings the right people into the conversation as and when needed is invaluable”

Future

With the recognised benefits that the new solution has already brought to Ligentia, the team will be looking to grow their usage further with assistance from VideoCentric and Lifesize, and in the future, would like to see professional video solutions implemented across many other meeting spaces and huddle rooms worldwide.

I feel we have had a great deal from VideoCentric, and the solution is one of the best ones I have used. The technical engineer has been the best we have come across in all integrators too. I am certain with this in place, we can now provide an even higher level of service and ensure an even higher competitive advantage for our customers”

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