travel policy to support video conferencing return on investment

Internal Reducing T&E - Compensating Controls LG 3.0 Initiatives: Collaboration Business Case Meeting Type Description Policy/Protocol Process/UX Need Decision Making • Decisions are made that impact the financial or operational performance of the business • Wrong decisions could be damaging to the business • Travel by exception only • Use immersive telepresence service • IT/Facilities agreement on room usage • Highest SLA • Provide concierge/white glove service • Dedicated video rooms • Service included in travel booking process Problem Solving & Innovation • Oriented around solving either a specific or general problem • Complex • Outcome is often an important decision • Can be crucial to the development of a service or product • Travel by exception only • Use telepresence service • Use multiple video apps to participate in meeting • IT/Facilities agreement on room usage • High SLA • Easy self-service booking • Dedicated video rooms • Service included in travel booking process Team Building • All-hands meetings, kick-off meetings, team building outings, and corporate events • Do Not Travel • Permit off site and/or travel to one meeting per quarter per team/dept • Use web conferencing apps for real time/video first • Use video/telepresence if available • High SLA • Easy self-service booking • Designated/dual purpose rooms • Service included in travel booking process Information Sharing • Presentations, panel debates, keynotes, lectures, product and service announcements • Primary goal is for speakers to share information with the attendees (1-2-many) • Do Not Travel • Use web conferencing apps for real time/video • Use Instant Messaging groups • Use information sharing apps to broadcast new information (Jive, SharePoint) • Make available to all knowledge workers • Easy self-service, desktop launch • High quality audio, provide headset • Mobile device enabled • Provide multiple service levels Status Update • Most common meeting type • Regular team and project meetings • Primary goal is to align the team via updates on progress, challenges, and next steps • Do Not Travel • Use web conferencing apps for real time/video • Use Instant Messaging groups • Use status update apps to broadcast new information (Jive, SharePoint) • Make available to all knowledge workers • Easy self-service, desktop launch • High quality audio, provide headset • Mobile device enabled • Provide multiple service levels Higher Value Lower Value RUN 80% of Meetings CHANGE 20% of Meetings

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Page 1: Travel policy to support video conferencing return on investment

Internal

Reducing T&E - Compensating Controls

LG 3.0 Initiatives: Collaboration Business Case

Meeting Type Description Policy/Protocol Process/UX Need

Decision Making• Decisions are made that impact the financial or

operational performance of the business• Wrong decisions could be damaging to the business

• Travel by exception only• Use immersive telepresence service• IT/Facilities agreement on room usage

• Highest SLA• Provide concierge/white glove service• Dedicated video rooms• Service included in travel booking process

Problem Solving & Innovation

• Oriented around solving either a specific or general problem

• Complex• Outcome is often an important decision • Can be crucial to the development of a service or product

• Travel by exception only• Use telepresence service• Use multiple video apps to participate in meeting• IT/Facilities agreement on room usage

• High SLA• Easy self-service booking• Dedicated video rooms• Service included in travel booking process

Team Building • All-hands meetings, kick-off meetings, team building outings, and corporate events

• Do Not Travel• Permit off site and/or travel to one meeting per quarter

per team/dept• Use web conferencing apps for real time/video first• Use video/telepresence if available

• High SLA• Easy self-service booking• Designated/dual purpose rooms• Service included in travel booking process

Information Sharing

• Presentations, panel debates, keynotes, lectures, product and service announcements

• Primary goal is for speakers to share information with the attendees (1-2-many)

• Do Not Travel• Use web conferencing apps for real time/video• Use Instant Messaging groups• Use information sharing apps to broadcast new

information (Jive, SharePoint)

• Make available to all knowledge workers• Easy self-service, desktop launch• High quality audio, provide headset• Mobile device enabled• Provide multiple service levels

Status Update

• Most common meeting type• Regular team and project meetings• Primary goal is to align the team via updates on progress,

challenges, and next steps

• Do Not Travel• Use web conferencing apps for real time/video• Use Instant Messaging groups• Use status update apps to broadcast new information

(Jive, SharePoint)

• Make available to all knowledge workers• Easy self-service, desktop launch• High quality audio, provide headset• Mobile device enabled• Provide multiple service levels

Higher Value

Lower Value

N80

% o

f Mee

tings

20%

of M

eetin

Page 2: Travel policy to support video conferencing return on investment

Internal

Reducing T&E – Booking & Measurement Investment

LG 3.0 Initiatives: Collaboration Business Case

Booking Process Usage Analytics & Reporting T&E MeasurementBooking Process Usage Analytics & Reporting T&E Measurement

› Deploy world class TP room booking experience so that it’s easier to use than booking travel

› Prioritise video rooms in booking process› Integrate with Outlook› Use billing for cost transparency & department re-

charge› Integrate with travel booking processes

› Analyse & report on TP & video end point usage› Analyse & report on all web conferencing usage› Publish ‘league tables’› Correlate usage with T&E spend

› Capture country T&E costs and track against meeting technology usage

› Normalise T&E claim process across Europe› Publish league tables

DOMAIN

Investment

› Candidate Technology: Condeco› Capex cost = TBC

› Candidate Technology: Synergy Sky› Capex cost = TBC

› Develop reporting engine› Deploy universal T&E claim process› Capex cost = TBC