An office virtually anywhere

This article first appeared in the Business of Life section of the Mint paper on October 13, 2010.

The workplace of the future will be very unlike what we have experienced for several decades. The era of the dedicated office building, desk and PC is slowly coming to an end. Soon, employees working for most businesses, particularly in the technology and service industries, will no longer troop into an “office” and occupy their assigned desks, nor will “personal” computers and cubicle walls mark the territory for each “worker”. Team meetings and gossip sessions will stop originating at the coffee machine or the water cooler.

Office 2020

The new and improved workplace is going to rest on the pillars of flexibility, mobility and collaboration. With enterprises moving towards the “more for less” and “asset lite” models across business operations, the “physical” workplace will not be far behind. In a bid to reduce their total cost of ownership, enterprises (particularly small- and medium-sized businesses) are looking, and will increasingly look, at moving their infrastructure and IT requirements to the Internet or, as it is now called, the cloud. Escalating real estate costs will force the traditional cubicle to change into a personal virtual office, with the same space being customized for several employees with the swipe of a card (or biometric scan of an eye).

According to technology and market research agency Forrester’s report on telecommuting, more than 40% of the US workforce will telecommute by 2016; employees will opt to work from home or remote offices, thus saving time and travel costs for themselves as well as their employers. The war for talent and the need for an inclusive, multicultural workplace will make organizations “location agnostic”, with the emphasis being on hiring the best talent irrespective of geographical location. Some of the world’s leading companies, including BT, AT&T and IBM, already encourage telecommuting. Tata Communications, for instance, has its apex management team of 11 executives in nine cities in four continents.

The most significant trend in information technology has been that of IT services emerging first in the consumer market, for individuals, and then spreading to the enterprise market, for businesses (what IT research and advisory firm Gartner called the consumerization of IT). The focus on employees is shifting from just “workers” to collaborators and co-creators, those who are rapidly adopting social networking and communication tools such as Twitter, Facebook and Skype in their personal lives. Enterprises are now catching on to this trend; unlike traditional, linear applications such as the email and static Intranets, Web2.0 tools such as Chatter, Jive, Yammer and Injoos provide real-time, collaborative platforms for engagement, knowledge creation and sharing, and activity management. “The more effortlessly employees can communicate, collaborate and share new insights with one another, the faster an organization can respond to changing customer expectations and business conditions,” said Ross Mayfield, CEO, SocialText, at the Web 2.0 Expo in May.

The fine line between the virtual and the real is becoming finer with the rise in popularity of virtual work environments such as Teleplace for decentralized teams akin to an office version of Second Life. Mark Levitt, program VP, collaboration and Enterprise 2.0 strategies at IDC, said in a press statement, “Teleplace provides a rich 3D collaboration environment that makes virtual meetings, presentations, training sessions and other interactions as real as possible without getting on a plane.” At least one-third of organizations will support social networking this year, predicts a 2010 Forrester report.

The problem areas

Are organizations prepared for this change? Are HR executives, IT departments and facilities administrators ready to face the challenges that a distributed and decentralized workforce is going to bring? Since these changes are already occurring around us, enterprises have no option but to rework their IT, infrastructure and facility strategies. Network architectures need to shift from centralized data storage and fixed LANs to distributed access—mostly over the Internet. The proliferation of video-based collaborative tools catering to distributed teams will put greater pressure on the IT and network infrastructure, leading to a rise in corporate content distribution network (CDN) technologies used to deliver content more efficiently to distributed locations. Security and privacy issues will multiply, with a plethora of end points that IT teams cannot physically control.

These implications are more serious from a people management perspective. Business leaders and managers will be required to manage by outcomes rather than by observation. Unfortunately, research by the University of California Davis suggests that even today, when bosses and co-workers see an employee at work, they tend to think more highly of that person, and their evaluation is even more favourable if the sighting is after normal business hours. Several academic studies, including Jay Mulki and others’ article in the MIT Sloan Management Review, Fall 2009, have shown that remote workers tend to suffer from a feeling of isolation, which may affect their productivity and, in turn, retention rates. Given that effective communication is almost only based on body language and paralinguistic cues, team building and motivation in a globally distributed team will require the adoption of high-end video conferencing systems such as Telepresence that can create a virtual presence.

If managers aren’t already thinking about these issues, they must. Their employees surely are experiencing these changes and adapting their lifestyles rapidly. They will expand these tools into the work environment, unofficially if necessary. Can enterprises shake off their inertia and embrace the new world before it is forced on them?

(Thanks to my colleague, Priya Bhatia for her help in writing this article.)

Telepresence is evolving; Mass availability still eludes

Nine months ago, I had written about this new Aha! technology that had the potential to be the killer app for business communication services. It is heartening to note that Telepresence has developed considerably during this period. In particular, the last couple of weeks have seen a flurry of announcements: more public rooms at business centers and hotel chains, demo of inter-carrier connectivity of Cisco telepresence rooms and the promise of cheaper telepresence equipment.

Yet, Telepresence remains a premium service, in spite of Cisco's protestations, available to a few hundred enterprises worldwide, and even at these early adopters, it is usually restricted to a few locations each. A 3-4 room in-house implementation will set an enterprise back by about a million bucks, hard to come by in these hard times. While the business case for the investment is quite robust, most CFOs don't want to wait for 3 years for payback.

What can change this, and what can we learn from other technologies that have succeeded in the hockey-stick phenomenon of adoption?

1. Interconnection

Interconnection is at the heart of communications, yet Telepresence is only now beginning to get interconnected. Inter-vendor interconnection is still some time away. It's a shame if you have implemented TP across five of your offices but cannot connect to your customer, supplier or partner locations. OK, you might be able to connect to other rooms that use the same equipment vendor as yours, but there are at least 3 major vendors and many other emerging ones. Until such time the major TP vendors like Cisco, Polycom and HP do not get together to enable interconnection, the value of TP will be limited.

2. Open / Standards

The last thing that Telepresence needs is exclusive tie-ups and restrictions. For the technology to proliferate and fulfill the promise that video-conferencing failed to deliver, we need the same open standards approach that has helped, for instance, GSM to emerge as the global mobile system. Vendors holding technology / feature roadmap cards to their chests or favoring one operator over the other are sure recipes for failure. We need open dialog on the future of telepresence.

3. Scale and Pricing

Few enterprises will want to shell out $1 million or more to get onto the TP bandwagon; even for sufficient public rooms to take off, the industry would need an investment of at least $100 million over the next couple of years. Broadband and Mobile industries have shown us the virtuous cycle of affordable pricing - increase the addressable market, get more users on the network, use scale to further reduce costs and thus lower tariffs. Another technique that has worked in the past to encourage mass adoption is smaller pack size (think shampoo sachets, 25c mobile recharge vouchers, etc.). Single screen and/or desktop variants as well as web-enabled rooms are required to reduce entry barriers and encourage trial. Vendors and carriers need to re-engineer the TP cost structure and commercial models. Think Tata Nano.

The next 12 months will tell us if telepresence can truly hurt the aviation industry and redefine how businesses and consumers communicate with each other.

Better than being there!

Telecom is mostly associated with consumer services that one can either touch or experience: attractive mobile phones, content services and applications, calling cards, etc. On the other hand, most enterprise services do not lend themselves to any personal experiences. When was the last time you saw your IPLC or touched a managed hosting service? The power of communications services and their impact on businesses have to be often described through boring powerpoint slides or worse, complex network diagrams.

But now, things will change because we have the Aha! service that businesses are adopting rapidly across the world. Telepresence is dramatically changing how executives are communicating and collaboration, in a highly interactive manner, across geographies and time-zones. It is the killer app for business communication services.

What is Telepresence?

Telepresence is a next-generation conferencing technology that uses high definition video transported on fat pipes. This is still jargon. Let us simplify further.

Imagine a conference room with a dozen participants. They can talk to each other, engage in detailed discussions and arguments, or go through a Powerpoint presentation. All face to face, eye to eye. That’s pretty normal in any conference room, right? Now, what if half of the participants were ten thousand miles away. And yet, it was as if they were in the same room. That’s Telepresence. Better than being there!

(see video below)

Telepresence comes with voice activated microphones, surround sound audio systems, 54” LCD panels and high definition cameras that can capture eye-ball movement. Each of the TP rooms is designed as a half-table so that a full conference room environment can be created. A typical room can seat 6, although other smaller and bigger variants are available. In such a configuration, four rooms can be conferenced at a time, therefore enabling upto 24 participants in a meeting. Data / presentation sharing across all the rooms is available, thereby supporting document sharing and collaboration. Underlying all these are high-bandwidth (10-30Mbps) leased lines or preferably, an MPLS VPN.

The promise of Telepresence is to substitute travel that is normally considered essential for serious meetings or engagements that cannot be done over phone or even traditional video conferencing.

Does this really work? We have heard similar claims from Video Conferencing earlier!

I can confirm, from personal experience that Telepresence is hugely effective. There is sufficient evidence, anecdotal as well as research, that one can surely avoid travel – international and domestic – once TP is available. Cisco, one of the major providers of Telepresence technology as well as a major user for internal purposes, has statistics to prove that travel cost savings alone can justify the investment in TP.

But Telepresence is beyond just travel cost savings. Other benefits include:

Greater Collaboration: As businesses become more distributed and reliant on partners across multiple locations, success depends on the ability to create greater real-time collaboration mechanisms across the extended organization. Today, as a manager, I have to supervise teams that will not be all Mumbai based. I also have to work closely with colleagues, partners and customers around the world. Isn’t it far more convenient and effective to walk over to the Telepresence room for a face to face meeting than depend on an audio conference or worse still, get onto a plane and travel 18 hours!

Cisco has estimated that its benefits from improved collaboration (more & faster sales, and employee productivity) were almost FIVE times (5X) the savings from travel avoidance!

Employee Friendly: We live in highly stressful environments; economic crises, security concerns and reduced time for personal and family activities are putting enormous strain on the minds of executives. Telepresence, by avoiding travel and improving productivity, can play a major role in reducing these stress levels. This is invaluable.

Environmentally Friendly: Avoiding travel not only reduces corporate costs but also reduces related carbon emissions. There are ways to measure this value, but at this time suffice to say, this is our small bit towards preserving the Earth for our children.

This is all fine, but it’s probably prohibitively expensive – only for the Big companies…

It is true that Teleprsence requires relatively large upfront investments – $300,000 or over Rs 1.2 crore per room; at the same time, Wainhouse research shows that the cost of Telepresence is similar to that of video-conferencing on a per hour used basis. This is primarily because Telepresence gets used much more, almost 5-8 hours a day, compared to video-conferencing that is used 1-2 hours at most.

But more interestingly, it is now possible for all businesses to use the power of Telepresence. In a model that is unique to Telepresence (but not to other telecom services), Tata Communications has launched public Telepresence rooms where businesses or individuals can use the facilities on an hourly basis. For a reasonable rate, usually lower than the corresponding cost of travel, small and large businesses alike can experience the extended benefits of this technology and service. The public rooms are available in five Indian metros and in London and Boston. The company plans to extend this public room network to at least 100 locations by the end of next year.

(Cisco-Tata Communications video launching Public Telepresence rooms)

Years ago, while watching Star Trek, I was always impressed by the transporter that would let Captain Kirk be wherever he wanted, in a matter of seconds. Today, Telepresence can provide us a similar experience. Beam me up, Telepresence!

(Updated on Oct 15 -- with the launch of public rooms in UK and USA)

(Source: Telepresence vs. Videoconferencing, Wainhouse Research, Jan 2008)