NEW TECHNOLOGY; An Executive Guide to Presentation Technology

New Zealand Management, Aug 3, 2004 by Glenn Baker

Nothing spoils a presentation more than yesterday's technology. Dull, blurred, grainy pictures from elderly projectors; poorly typed, twink-splattered overhead transparencies. Not only does it show the presenter in a bad light, it also reflects dimly on the company image.It's time to pension-off the OHP and step into the world of 21st century presentation technology.

Here's a taste of what's on offer:VideoconferencingWe'll begin with videoconferencing because this technology is having the greatest impact on where and when presentations are conducted, and their frequency. Videoconferencing is helping to speed up decision-making, involving more people in the decision-making process and cutting back on travel expenses.Hayden Lockie, a sales executive with Sony's business solutions group, uses the Natural Gas Corporation (NGC) as an example of cost savings. "For years NGC flew two to three executives from Melbourne to Wellington for fortnightly meetings. Essential face-to-face sessions now happen monthly," says Lockie. "The result is better use of executive resources and significantly reduced travel costs. In three months the solution has paid for itself on financial savings alone, which is a fantastic return on the investment."Videoconferencing take-up is on the rise as systems and ISDN connections fall in price, IP (Internet Protocol) connection gets more reliable, equipment becomes more user- friendly, the H.264 ITU standard is universally adopted and, perhaps most importantly, executives focus more on work/life balance. New Zealand's geographical isolation also makes us more reliant on videoconferencing.Many companies opt to lease VC systems - it is affordable with rentals around $500 a month. Also, as SwiftLink's David Thompson points out, VC systems by day can double as a security surveillance system by night - making even better use of the investment.In terms of equipment, it's basically a three-horse race in New Zealand, with Tandberg, Polycom and Sony the major players.* Tandberg These systems have an excellent reputation in the marketplace. Tandberg builds a range of systems, from desktop models like the Tandberg 1000, through set-tops, to dual 50-inch plasma screen machines such as the Tandberg 8000 for group or boardroom application. Graham Tingey, southern region VC specialist for Tandberg agent Cogent Communications, says the majority of systems are wireless capable and all models can stream video. "This means, for example, users in branch offices could use their internet browser to dial into the managing director's presentation being videoed from a head office in Auckland or Wellington."Encryption takes on greater importance with the advent of the IP platform, especially if sensitive information is being discussed. Tandberg's Advanced Encryption Standard (AES) is available across the range, providing peace of mind for organisations running different Tandberg systems in their branches. Tandberg's Natural Presenter Package is another point of difference - technology that allows presenters to simply plug their laptop into the VC codec to share data or documents with all participants, without having to download software.Wellington-based Tingey believes that videoconferencing is poised for dramatic growth, with many central government agencies realising its potential as a way to work smarter. With telephony integration on systems such as the Tandberg 1000, he's also predicting video calls in the near future.Tingey suggests buyers choose a VC system that is simple to install, maintain, and service; one that is reliable (so the dial-up works every time); provides value for money and is up-gradable and, last but not least, comes with customer service and nationwide back- up. * Polycom These are exciting times for Polycom. It has just released its new VSX 3000, an all-in-one VC system with built-in 17- inch LCD flat screen that acts as a PC display when not in video- call mode. Asnet Technologies' general manager Chris Stewart says it sits in a very interesting space in the market - "not just because it's a feature-rich product, but because it integrates with existing technology on the desktop". It's just one more step towards making desktop videoconferencing and video calls ubiquitous. The Polycom VSX 3000 also features AES encryption, as does the other new arrival in the Polycom camp - the V500.The V500 is a brand-new suite from Polycom with the same architecture as its bigger VSX cousins. It's ideal for SMEs that can't spend thousands on a system. The V500 eliminates the need to add a computer to video-call over the internet - just plug it into your TV and high speed connection (it works over JetStream), and in seconds you're talking face to face."The V500 is a third the price of Polycom's VSX 7000, but operates in the same small meeting space," says Stewart. "Also, you don't lose any of the smart features available on the higher priced systems."* Sony This well- known Japanese manufacturer is a big player in the global VC industry, marketing a full range of systems. Its PCS-TL50 desk-top system is a recent addition to the personal communication and/or small meeting space market. It's an all-in-one videoconferencing system complete with pan-tilt-zoom camera, and embedded in a 20-inch LCD display that doubles as a PC monitor. Like all Sony systems it is H.264 and MPEG4 capable.In the set-top market Sony offers the PCS-1P and PCS-11P with both ISDN and IP high-speed connection. There is the PCS-G70 for larger enterprises.Sony's USP's are a combination of proprietary capabilities and support for industry standard communication protocols, says Hayden Lockie. This allows benefits such as the sharing of presentation documents in XGA resolution; dual streaming transmission (video and data in XGA); and digital whiteboard function support. And Sony's QoS (Quality of Service) Enhancement Function is designed to maintain picture quality under fluctuating network conditions.ProjectorsA projector is a vital component for any PowerPoint or video-based presentation. But this market is crowded with players. It's a rapidly growing market, driven by lower prices, greater portability, and the trend to DVD home theatre.3M visuals consultant Roger Brentnall suggests buyers focus on the resolution - the higher the resolution the better the image quality (and the higher the price)."Most home theatre users would be happy with an SVGA [800x600dpi] resolution unit," he says. "Higher quality XGA [1024x768dpi] units are generally the choice of business or commercial users who present fine detail data in computer presentations."Brightness (ANSI lumens) is another consideration."One thousand lumens may be fine in a darkened room," says Brentnall, "but in a bright or sunny office environment, at least 2000 lumens would be required."Other checkpoints include the display technology (LCD or mirror-based DLP) - there are arguments for both but, as Brentnall says, the distinction is "very much in the eye of the beholder". Generally speaking DLP (Digital Light Processing) technology is more suited to ultra- and micro-portable projectors due to its compact size.Lamp life, fan cooling noise, and weight/portability also come into the equation. Here's a quick review of the projector market:* Sanyo Japan's largest manufacturer of LCD projectors also has one of the largest model line-ups, ranging from 1100 ANSI lumens micro- portables, through to ultra-portables up to 2500 lumens, business- use portables up to 4500 lumens, and fixed models up to 10,000 lumens. Projector prices have come down substantially in the past 18 months - Sanyo's PLC-SW30 is a good example, retailing for less than $2000. Sanyo has a handy lens calculator on its website (www.sanyo.co.nz) to help buyers choose the lens that best matches the screen and room size.* Epson A world leader in colour production, Epson produces a large range of projectors, ranging from the EMP-S1H - an entry-level multipurpose home and office model that retails for $1999; the EMP-74 and EMP-730 micros that weigh in at 1.9 and 2.9 kilograms; to the fixed installation projectors that go up to 5200 lumens.* 3M Without doubt the most stylish projectors thanks to the influence of design-house Pininfarina. 3M projectors are also covered by a three-year worldwide warranty.The 'binocular' shaped S10 suits the home theatre market, while the X40, S50 and X50 cross over into the business market - although perfectly at home in home theatres. For boardroom and meeting room applications, 3M produces the model X65 and X70.* Canon Currently catering primarily for the business and education market, the Canon line-up includes two micro-portables, the LVS3 (SVGA) and LVX2 (XGA); as well as the LV5210 and LV7210 at 2000 lumens; the LV7215 at 2500 lumens; and LV7555 at 4300 lumens. Canon uses the same optics technology deployed in its cameras, and offers interchangeable lenses on all models.* Toshiba Toshiba has a big range of both LCD and DLP models for business professionals. One of this company's stand-out features is the optional integrated swivel camera, which allows users to project images of 3D objects including documents and sample products. The camera can also be focused on the presenter or the audience, to add a new dimension to presentations and question time.* PLUS An innovative manufacturer, which gets the award for the lightest micro-portable - the V1100Z, weighing a fraction over a kilogram. There is also the U5 Series, tipping the scales from 1.9 kilograms for the SVGA model, and the 35mm-thin V3- 131, which PLUS calls "the world's thinnest projector". The idea is that it'll fit into the same bag that contains the presenter's PDA or laptop!* Sony Sony has just added a wireless projector to its line- up. The VPLCX85 comes with a wireless 802.11b network card, and 3000 ANSI lumens. The move to wireless technology is expected to accelerate as presenters look for less clutter on the stage.* Mitsubishi This manufacturer is known for the sophistication of its products, and has a number of innovative technologies to guarantee vivid and accurate colour reproduction. Two new models are the XL8U - an XGA LCD projector offering 2000 lumens and up to 3000 hours lamp life - and the XL5900U XGA projector for ceiling mounted applications.* Panasonic Last but by no means least, Panasonic has some 16 models in its line-up, from the 1.5 kilogram PT-LM1, right up to the 12,000 ANSI lumens PT-D9600E.Boards & other smart stuffPresenters wanting to take advantage of the latest advances in presentation technology can also look to the new generation of interactive whiteboards. I don't just mean electronic whiteboards, or devices that transform standard whiteboards into interactive boards, such as the mimio and the e-Beam (both very popular sellers) - I mean the latest SMART Boards. SMART Technologies produces two versions - the rear projection version which allows users to simply touch the screen to access computer-based materials and the SMART Board for Flat-Panel Displays. The latter is an overlay that attaches to a plasma display or LCD panel to transform it into an interactive whiteboard. These devices are powerful presentation and collaboration tools (the All Blacks use one for training), and come complete with new DViT technology for more advanced functionality. Presenters can scroll simply by placing two fingers on the touch-sensitive screen and dragging them either up or down or side to side. Presenters can also place a finger on the screen and touch another finger to the right of it for a right mouse click.For a less intelligent whiteboard, perhaps the PLUS M5 electronic board is more to your liking. Targeted at the manager's office it has enough internal memory to save up to 20 'pages' of whiteboard notes, for downloading to computer later. And if you'd like an inkjet printer included in the package, there is the M10 electronic whiteboard, which is aimed at both the board room and training room.If it's just a plain old whiteboard you're after then grey, not white, is in. They're simply easier to project onto because they reflect less glare.So even if you're just sticking to the basics, at least get your whiteboard up to scratch. Meeting the VC demand The demand for videoconferencing facilities at business conferences has increased dramatically. The Northridge Country Lodge in Silverdale north of Auckland is one of the latest conference venues to make the big investment.This boutique conference venue has secured a high-speed internet connection in an area renowned for its limited broadband and cellphone coverage.The 'set-top' VC equipment is by Sony and it features up to six site capability with voice activation. The image is viewed through a data projector or a TV monitor.Marianne Carroll, conference and functions manager for Northridge Country Lodge, says customers asked for the installation. It's cheaper for Auckland teams to drive 20 minutes north of the Harbour Bridge to hold a videoconference in a quiet rural setting than it is to fly people in from around the country. Glenn Baker is a regular contributor toManagement.Email: glenn.karen@clear.net.nz