Considerations for Successfully Deploying The Lync Room System

My last post focused on what the Lync Room System is, and is not. Now that we have a basic understanding of what its intended use is, we can discuss a successful end to end implementation of this technology for an interested organization.

Over the last few months, we have had many technology officers come to us wanting to understand more about how a Lync Room System would fit into their overall Unified Communications strategy. From organizations with remote workers looking to more easily connect outside of the office, to global corporations and institutions with multiple campuses who are in need of a more seamless distance collaboration experience, all of these interested groups are looking for ways to build meeting spaces and communication infrastructure that keeps better pace with the demands and opportunities of the 21st century workplace. As an audiovisual technology integrator, this is where we come in to help clients successfully deploy and adopt a new technology.

In the case of the Lync Room System, a good first step for many of our clients has been to launch a Pilot or Proof of Concept test in order to evaluate the solution and determine its worth to the organization. This approach is only going to be worthwhile however, if all aspects of the integration are taken into account. Successfully deploying the Lync Room System requires an understanding of both the unit as a standalone technology as well as its ability to join the network and connect users without ugly delays and difficulties. The experience needs to be optimized not only for the participants in the meeting room, but also for remote attendees joining in virtually. Whether you are implementing a recently purchased product or are carrying out a Proof of Concept test, here are some Pre and Post Installation tips to consider when deploying a Lync Room System.


Pre-Installation Considerations

The Network
Just as with any other new technology deployment, a network readiness assessment should be carried out before making any moves to install new components.  Lync 2013 and the Lync Room System offers a tremendous meeting room experience delivering HD video, conference room audio and real time voice and data collaboration, but it is imperative that the solution’s demands on your network infrastructure are taken into account.  Lack of network resources can result in poor performance and will detract from the overall user experience.  There are several ways to ensure your network is ready for a new Room System.  Microsoft has tools and bandwidth calculators that can be used by experienced and qualified in-house staff to measure capacities, or experienced UC Deployment Partners can be engaged to ensure the environment is ready upfront.

The Space
Another Pre-Installation consideration is space. When picking the location for the hardware, you have to be aware of how the setting will affect the meeting experience. Factors such as room location within the building or campus, lighting or lack thereof, and potential background noise need to be taken note of and considered deeply. Even when deploying a Pilot System, choosing the wrong room will result in poor test results and therefore a wasted opportunity. We’ve seen firsthand Pilots being deployed in unused conference rooms which were chosen for the test without considering the reasons these rooms are underutilized in the first place! Without an appropriate setting, Proof of Concept tests with these systems will be useless. An upfront room survey and walk-through can help identify potential impacts to the quality of the experience and steps that can be taken to create a more optimal meeting room environment.

Post-Installation Considerations

After a system is installed, many organizations are faced with the “now what” moment.  While the room system provides a familiar and intuitive Lync Interface to users, it is still a new technology that will not invite adoption without some training. You want employees in your organization to feel encouraged and inspired by a new technology in the office, rather than intimidated and perplexed.  For both existing and new Lync users, the learning curve on these systems is small, but like any new technology there can be fear in learning and using something different. It’s important to plan for a series of interactive, instructor led training on system usage and best practices for managers and key employees who will be using the Lync Room System.  One of the key benefits of the system is that it replaces the legacies of difficult and hard to use meeting room technologies.  But don’t let this blind you to the benefits of a well-planned and interactive training program. For those in the technology field, it’s easy to assume that everyone will get the ease and simplicity of the system out-of-the-box; more times than not though, this isn’t the case.  It is important to work with employees after the fact so that the average information worker has the confidence to use the system.

Utilizing System Metrics
After the initial adoption training, it is important to implement longer term performance monitoring.  Both SMART and CRESTRON supplied room systems have the ability to provide usage metrics for their Lync Room Systems. Implementing and utilizing these tools provide another way to measure your technology investment. By providing and monitoring this data, organizations can design processes to keep the knowledge base of its users up to date and identify particular rooms or systems that may be underperforming or underutilized, thereby maximizing the overall return on investment in Lync.

All of these factors should be considered both when deciding on a solution and when choosing the right technology integrator for the job. As a design and integration firm with years of experience in system integration for the business environment, Presentation Products offers full service support from consulting to system programming, commissioning, training and maintenance. When you are ready, contact us to learn more about Piloting a system and setting up an initial room survey.


SMART Ink Editing Feature

One of the most exciting new features of Notebook 14 is the Ink Editing feature using the Text Pen! Now you can edit, move, delete, modify or insert text objects without reaching for a keyboard. Educators can enhance instruction with automatic handwriting recognition and conversion by using the innovative Text Pen with intuitive text editing capabilities.
Check out the video below:


Get More Information about our Custom Trainings for SMART Educators.

The Lync Room System, what it is and is not

The Lync Room System


“If only someone would build Lync for a conference room”

The release of Lync 2013 was a landmark moment for Microsoft’s Unified Communications product line. Following the trend of major innovations in UC strategy and technology in the last few years, the 2013 launching has transformed the life of the office worker yet again. With more investment in video and voice collaboration, the new technology allows colleagues to meet virtually from anywhere, with any device. One of the newest related products to utilize the advanced features of Lync 2013 is the Lync Room System, which extends the functionality of Lync into the conference room environment. This new solution brings together the best in Unified Communications and video and data collaboration hardware and software to transform the meeting room into a distance collaboration haven. There is still some confusion however, about where these systems fit within an organization. Read the full article for a comprehensive look at what lync is and what it is not.


Lync Seminar for CUNY CIOs Hosted by Presentation Products

Are you looking for ways to make an impact on student services and faculty satisfaction in 2014? This session will enlighten you on how Microsoft and SMART are improving recruiting, distance learning, and student/teacher collaboration.  Some of the largest Microsoft Lync deployments in the United States are in higher education institutions. Lync has been transforming communication and building media-rich collaboration environments for organizations of every kind. Learn more about using Skype and Lync as recruiting tools, updating distance learning services, flipping the classroom, and improving communication on, off and between campuses. Lync deployments in higher education come with quick, out-of-the-box benefits that will help cut costs and improve communication.

Intended For:

If you are interested in connecting students and professors with voice, video and data, supporting academic collaboration beyond the classroom, and creating real-time digital learning environments with the power of Microsoft Lync, please join us on April 22nd for the Lync Seminar for CUNY CIOs Hosted by Presentation Products. We are pleased to offer a half day summit about collaborative technologies and how they can impact and benefit the CUNY network.


WHAT:      Lync Seminar for CUNY CIOs

WHEN:      April 22nd  9:00am-1:00pm                                            

WHERE:    SMART Showroom
200 Lexington Avenue, 11th floor
New York, NY 10019

cio summit

Topics of Discussion:

• SMART Technologies “technology roadmap” for education and enterprise clients
• Microsoft Lync and Unified Communications in the Higher Education Environment
• CUNY Collaboration Overview
• SMART Room System Introduction and Overview


Hosted By

Presentation Products, Inc. has been the leading provider of turn-key audiovisual solutions in the tri-state area for over 20 years. Headquartered in New York City, our staff of more than 40 professionals provide audio visual integration services ranging from design and engineering, project management and installation to training and support.

Enabling Technologies Corp. focuses on Microsoft’s latest communications and collaboration solutions, bringing 20 years of expertise to Universities of all sizes.  We help customers effectively plan, design, implement and operate Office 365, Lync & Exchange.  Our systems integration expertise and processes ensure customers manage the change involved with UC and cloud technologies.  We have ~900 successful projects involving MSFT UC, 200 of them in edu institutions.

** Please be sure to take the Online Collaboration Assessment before attending the event

Get SMART Notebook™ Advantage with your STVP funds!

What are STVP funds?

The New York State School Technology Voucher Program (NYS-STVP) resulted from the Settlement Agreement between New York State consumers and Microsoft Corporation. Funds awarded in the settlement  are offered to eligible public school districts (on behalf of their eligible public schools), in the form of vouchers. These vouchers can be used by eligible schools in their efforts to improve their readiness for computer-based testing (CBT) and to create a technology-rich learning school environment. In order to receive vouchers, schools must complete the Technology Inventory for Online Assessments (TIOA). All eligible schools must apply by November 1, 2014.

Download this NYC Doe Document  on the agenda to learn more about the TIOA and Voucher Program


SMART Products and Training are all covered by STVP Funds!


What is  SMART Notebook™ Advantage?

Starting April 1st, SMART will introduce SMART Notebook™ Advantage, an optional annual maintenance subscription that offers access to even more educational functionality, and includes live technical support and software updates throughout the year.  With each new purchase of SMART hardware bundled with SMART Notebook collaborative learning software customers will be entitled to one year of SMART Notebook Advantage.

However, if schools are only interested in the software,  SMART Notebook™ Advantage will have to be purchased separately. Luckily, those schools looking for for eligible software will be able to use thier STVP funds to purchase the software. STVP can be used for any SMART Technologies purchase, including  new Interactive Whiteboards, Response systems, or podiums.

And what if you need training for all that new software or hardware? No problem, Professional Development can be purchased with the STVP funds as well!

So looks like you are covered! time to go online and make your selection!

smart reseller

We are here to answer your questions! Just fill out a training form, or contact us at 212.584.4760