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Building the Business Case for Microsoft Surface Hub

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Building the Business Case for Microsoft Surface Hub Group Collaboration in the Modern Workplace: Building the Business Case for Microsoft Surface Hub An AVI-SPL White Paper www.avispl.com1 Group Collaboration in the (+01).866.559.8197 Modern Workplace: Building the Business Case for Microsoft Surface Hub (+01).866.559.8197 www.avispl.com Table of Contents Executive Summary The ability to collaborate with dispersed team members is an increasingly important 2 Executive Summary requirement in the modern workplace. Therefore, businesses that implement the appropriate technology to enable collaboration with a more mobile workforce are also 4 Understanding ROI in a Modern IT Environment seeing significant increases in their business performance. In this paper, AVI-SPL makes a strong business case for deploying the Microsoft Surface 4 Quantifying the Cost Benefit Hub to meet the business requirements for an intuitive, full-featured group collaboration 5 Evaluating Business Process solution. The paper focuses on how the Surface Hub delivers a higher ROI in both hard and Employee Productivity benefits, such as cost, as well in soft benefits, such as improving meeting efficiency and Gains employee productivity than other solutions on the market. 7 Achieving Strategic Benefits Key Takeaways 7 AVI-SPL Can Help Maximize ROI • Cost benefits. Compares the costs of similar technology solutions and their features, showing the Microsoft Hub not only delivers the best price value, but 8 Conclusion offers capabilities other solutions can’t. • Business process benefits. Takes a close look at the features and capabilities 9 About AVI-SPL of the Surface Hub compared to other similar technologies, and how it provides additional business process value. • Strategic benefits. Looks at how the Surface Hub helps organizations support other organizational strategic goals, like BYOD or a more mobile workforce. of meeting rooms have collaborative technologies such as; video 31% conferencing or PC solutions. But survey respondents noted that 63% 56% 47% would use more would use more would use more audio video conferencing content sharing conferencing tools Source: Wainhouse Research, 2015: The Collaborative Enterprise: How enterprises are adapting to support the modern meeting Follow Us: 2 Group Collaboration in the Modern Workplace: Building the Business Case for Microsoft Surface Hub (+01).866.559.8197 www.avispl.com Companies that identified business collaboration as their top business goal saw significant increase in business performance compared to organizations that did not prioritize collaboration.4 Successful group collaboration in today’s workplace requires more than a meeting room and a white board. With 79 percent of workers saying they always or frequently work in dispersed teams1 and a 30 percent increase in telecommuting over the past decade,2 companies must find ways to allow employees to collaborate no matter where they are working. Improving collaboration also improves business performance and employee productivity. According to the Aberdeen Next-Generation Communications study, companies that identified business collaboration as their top business goal saw a significant increase in business performance compared to organizations that did not prioritize collaboration.3 As businesses work to better facilitate collaboration between dispersed teams, enable higher levels of employee efficiency and productivity, and improve the user’s collaborative experience, decision makers are tasked with finding solutions that are effective and can deliver a strong enough ROI to justify the investment. This paper makes the business case that the Microsoft Surface Hub is a group collaboration solution that not only meets the business requirements for an intuitive, full-featured group collaboration solution, but also delivers an exceptional return on investment. 3 Group Collaboration in the Modern Workplace: Building the Business Case for Microsoft Surface Hub (+01).866.559.8197 www.avispl.com Understanding ROI in a Modern IT Environment Like the modern workplace, the IT environment is also undergoing significant changes. According to Gartner’s annual Portals, Content, and Collaboration Summit, IT department goals via collaboration technology and platforms now include: • Anticipating problems • Increasing workforce effectiveness • Transforming business processes so they become agile • Helping colleagues and “business” people embrace the technologies, methodologies, and systems that IT and tech people already work with.5 To achieve these goals, IT must be more agile—shortening planning and budgeting horizons and becoming more iterative. As a result, IT also needs a more flexible approach to developing business cases in order to keep up with changing technology and consumerization trends. With soft benefits such as efficiency and productivity in high demand by employees, hard dollar business cases are becoming more difficult to make. To justify investment in these situations, IT must rely on use cases and quantifiable measurements to calculate ROI. To make the business case for the Surface Hub, this paper evaluates quantifiable ROI, such as cost savings, as well as less tangible ROI, such as user adoption, improved business processes, and better strategic alignment with organizational goals. Quantifying the Cost Benefits Effective group collaboration requires more than a simple video or audio conference call. It requires the ability to collaborate with remote participants; to share content from multiple participants, devices, and applications; and to share ideas as a group. What’s more, these tasks need to be accomplished in a way that, is simple and intuitive, and increases the efficiency of the process and hence the productivity of participants and their adoption of the technology. It’s a tall order. To meet those expectations, there are numerous technology solutions on the market that address different aspects of the required capabilities. For example, in one meeting space there may be an in-room video conferencing solution, an interactive digital display or whiteboard, a presentation and control system, and more. Then, it’s IT’s job to cobble all these solutions together in a manner that is simple and intuitive to use and integrates with the business’s unified communications solution as well as other systems, such as room scheduling software. The cost of IT’s time and the difficulty of gaining high a level of user adoption in a multi- vendor environment should not be overlooked. Additionally, there remains the total cost to purchase all the necessary technology and implement a technology refresh. In both respects, the Surface Hub offers a clear advantage. 4 Group Collaboration in the Modern Workplace: Building the Business Case for Microsoft Surface Hub (+01).866.559.8197 www.avispl.com The table below compares the cost of the Surface Hub with the cost of integrating a meeting room with a similar solution to the Microsoft Hub: Cost Comparison of Outfitting a Medium-Sized Collaboration Room (4-7 person) Feature Integrated Skype for Surface Hub 84" Business System Display Size 80” Diagonal 84” Diagonal Display Resolution 1080p 3849 X 2160 PC With Windows 10 OS External Only Integrated Touch Screen Technology Capacitive Capacitive MultiTouch Capability 10 Points 100 Points Pen Enabled Yes Yes White Board Yes Yes Interactive Control of External Laptop No Yes Third Party Control Capable Yes Yes Number of Cameras 1 2 Presenter Viewed by Camera No Yes Camera Field of View 90 Degrees 100 Degrees Each Microphone Array No 4 Element Front Facing Speakers Yes Yes Dual Display Capable Yes No Wireless Video Presentation - Miracast Additional Equip. Required Integrated Wireless Video Presentation - Airplay Yes Apple TV Required Mirroring to Larger Display or Projector Yes Yes Centralized Remote Management Yes Yes Convenient Content Management No Yes Data Flush at End of Session No Yes Estimated System Cost Less Installation $32,135.00 $21,999.00 and Configuration (MSRP) As shown in the cost comparison table, the cost of an integrated room with feature similar to those of the Surface is approximately 38 percent more expensive. Additionally, while this paper does not attempt to quantify the cost of IT’s time, it’s reasonable to expect that there would be higher installation, support, and maintenance costs associated with a multi-technology solution versus an all-in-one collaboration solution such as the Surface Hub. Evaluating Business Process and Employee Productivity Gains As discussed, ROI is also driven by implementing a solution that improves efficiency and productivity while driving a better overall collaborative experience for the user. Here’s a look at how the Surface Hub improves business process and employee productivity: 5 Group Collaboration in the Modern Workplace: Building the Business Case for Microsoft Surface Hub (+01).866.559.8197 www.avispl.com Feature/Capability Standard Scenario How the Surface Hub Does It Better Value Meeting start time • Meetings are typically 5-8 minutes • Starts instantaneously—whether Improved efficiency and employee late starting due to tech-related scheduled or ad hoc. Intuitively knows that productivity. delays. someone has entered the room and starts • Time is required to connect devices, • A single tap allows users to join the turn on and log into the system, and meeting—no need to log in or connect any troubleshoot any connectivity or equipment. technical issues. Connecting with • Remote participants are no longer • Remote users have an on-screen presence Improved user experience
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