behind the scenes video conferencing and av installation

Internet Videocommunications ensures that when you walk into your meeting room or open your laptop to collaborate, that you are connected at a click of a button within seconds. But making something so intuitive and seamless is a task months in the making across all of our teams. Here we look at the processes behind the projects and how we ensure that our customers receive the very best service from start to finish.

It starts with understanding your vision

Through detailed consultancy, Internet Videocommunications’ design team works hand in hand with your organisation to understand your pain points, goals and your overall vision for how you want to communicate and collaborate. We liaise with you through initial meetings and on-site, to determine your business needs, and understand your immediate and future requirements. By doing this we can then suggest the best in breed solutions which will bring your vision to life. As a beta test partner to many of the leading brands Internet Videocommunications has access and advanced knowledge of the most cutting edge products.

Talk to us today to bring your collaborative goals to life

Precise planning to provide perfect performance

Once we understand the scope, our facility surveyors conduct a formal survey of each room, space or area, capturing room dimensions, wall and ceiling construction, floor voids and cable routes, environmental conditions, any existing equipment in-situ, furniture layout, wi-fi details and delivery/loading bay access. Here we gain understanding of the space that you work in so we can implement the right solutions, assess any potential issues and suggest additional elements to give the best experience, ensuring everyone can be seen, heard and work in exactly the way they want.

One of our in-house Design Engineers provides a comprehensive scale-drawing pack using AutoCAD 2D as standard and 3D for more complex design work. The pack includes, for each room/area, a floor plan, front and side elevations, ceiling/lighting grid and equipment detail such as screen/camera positions and cable cubby cut-outs. Whether it involves our Certified Technology Specialists in Design (CTS-D qualified) and/or our vastly experienced Videoconferencing, Infrastructure & Managed Services team, a detailed system design pack is produced which includes a combination of schematics, rack-layouts, cable schedules, wiring diagrams, infrastructure tool-kits and network topology diagrams. This effectively maps out our installation process to ensure that our time on-site is as efficient as possible, minimising any down time in your meeting rooms or office spaces.

While this is taking place one of our Prince II accredited Project Managers will be working behind the scenes to draw up a project roadmap co-ordinating all tasks and milestones, both internally and client-facing, documenting and communicating progress weekly.

Test, test and test again

As part of the Company’s adherence to the exacting quality standards required to achieve the industry’s elite Audio-visual Provider of Excellence (APEx) certification and also to minimise disruption on-site, all audio-visual, videoconferencing and infrastructure solutions and rack systems are built, configured and then rigorously tested before leaving our Operations Centre.

Months in the making, just days in the Installation

Thanks to all the hard work that precedes the implementation our time on-site is kept to a minimum. Typically our CTS Installation Specialists conduct the on-site works in two phases: firstly, routing cables, mounting camera shelves, screen and speaker brackets etc; and secondly, deploying where applicable, the rack solution, implementing the full suite of audio-visual, videoconferencing and infrastructure equipment and then terminating all cable connections. We do all this while ensuring the programme of works fully adheres to C.H.A.S as well as to ISO 9001, 14001 and 27001 certification standards along with the client’s own H&S requirements and induction protocols for engineers working on site.

Elevation Plan

Schematic Drawing

3D Immersive Drawing

Once the hardware / software has been installed, the critical next step is to put it through its paces and to ensure that every function and feature of the audio-visual, videoconferencing and infrastructure solution is fully operational and working as designed. On top of this, a bespoke test-matrix is produced for every audio-visual, videoconferencing and infrastructure solution and this forms the basis of compliance testing led by the Commissioning Engineer and our Prince2-trained Project Manager to ensure total satisfaction.

Making sure you get the best from your solutions going forward

As standard, two types of training session are delivered on-site: firstly, one designed for the actual users of the solution, showcasing the simple operational aspects and functionality of the audio-visual, videoconferencing and infrastructure system; and secondly, a more in-depth programme targeting ‘super-users’ and support staff who wish to understand some of the first line diagnostics available to them. On top of this Operation and Maintenance Manuals are supplied that detail the main project points, including copies of drawing and schematics along with overall room user guides and individual component manuals.

Lifetime Project Management

Even once the implementation programme is completed, our job is not done. Our tailored maintenance support packages provide a great deal more than just the peace of mind that your conferencing solutions are comprehensively covered. Our Client Service team not only deliver first-class helpdesk support including proactive monitoring tools and remote diagnostics but over the months and years that follow we encourage regular review meetings which also act as platforms to inform you of the latest advancements and best-practice-use case scenarios applicable to your organisation. And, when the time is right, we will work with you to set out a planned programme to upgrade your existing conferencing platform and our whole team of experts are brought to bear once again.

So when you are next in a meeting room and it takes just a second to connect into your conference and to collaborate at the mere touch of a button, you’ll know why these weeks and months of planning, testing and installing are just so very important.