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STARBUCKS TELEPRESENCE Connect. Communicate. Collaborate. Introduction Launching a Meeting Adding Audio Conference Using the Presentation Screen Meeting Success Tips Technical Support Meeting Types Scheduling

StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

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Page 1: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

Page 2: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

IntroductionWelcome to Starbucks TelePresenceStarbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence video conferencing and tata communications global meeting exchange and support services.

new telePresence video conferencing rooms at the Starbucks Support center, Seattle, london Support center and Shanghai Support center offer state-of-the art video conferencing, with life-size images to improve communication and engagement. tata communications Global Meeting exchange enables business-to-business and public room conference calling between networks around the globe with ease and simplicity. the goal is to provide you with outstanding service and effective support so you have everything you need to make your video conferencing experience simple and successful.

this handbook includes information on the full range of functionality available, to help ensure you have a successful telePresence meeting experience.

Page 3: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

launching a MeetingTo Launch TelePresenceThe following calls do not require any action by the end user. The conference will automatically launch at the designated start time:•Starbucks Internal telepresence conferencing•Starbucks telepresence to tata Public rooms•Starbucks telepresence to business Partner on tata Global Meeting exchange (GMX)

Manual conference—requires end user action to launch conference.

Starbucks telepresence to business Partner on Other exchange (bt, cisco, Orange, telefonica & Verizon)—a host PIn code or participant PIn code is required.

Manual Conference Instructions

1.On cisco Phone, select Manual2.Select New Call3.enter conference Dial In number4.Press Dial5.Wait for bridge to answer6.enter PIn code

Page 4: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

adding audio conferenceTo Add an Audio Conference (i.e., InterCall)

1.On the cisco Phone, select Confrn.2.enter 900 , then the Dial-In number and then press #.3.Press Dial.

Note: Video screens will go black until audio conference is joined into the video conference.

4.Wait for the bridge to answer. an automated voice will ask you to enter the conference PIn.5.enter the conference PIn on the keypad. the DtMF tones will be made by the phone.6.an automated voice will announce that you are being transferred into the conference.7.Press Confrn

To Mute Your Callto mute and unmute, hit the mute button on the microphone on the table. this is a toggle off/on.

Note: Mute on phone will not mute audio on conference.

To End Your Callto end a call, hit the End Call button on the IP Phone

If your conference ends early:

1.Please press Live Desk, when IVr answers press 1, then press 1 again.2.tell your Help Desk Operator your Meeting ID and that you want to end your meeting early.

Page 5: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

using the Presentation ScreenEnhancing Starbucks TelePresence with the Projector Featureto include a presentation within your Starbucks telePresence call, connect your computer to the lcD screen plug on the table and tighten the screws (the projector plug is the 15-pronged cable).

Please note: Only one room can use the projector function at a time. If another participating room wants to display a presentation, the current presenter must unplug their computer.

Page 6: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

Meeting Success tipsIt’s easy to have a positive and productive Starbucks telePresence meeting. Here’s a few tips on what to do and what not to do to enhance the experience for everyone. You will see how simple it is to be more collaborative, enable faster decisions, and travel less.

The Virtual Video Conferencing Room is designed for success so check the room environment. Be sure to:•turn on lighting at 100%•close the door•close windows and blinds•avoid walking behind the Starbucks telePresence unit•be careful not to touch the plasma screen•Start and finish your meeting on time

Your Behavior and Actions are a big part of the success of your meeting. Be sure to:•Sit facing the Starbucks telePresence screen•be conscientious of food and drinks in the Starbucks telePresence room•Speak in your normal voice•avoid standing•align yourself with one speaker so the camera can find you (notice the segments on the screen display)•be conscientious of your appearance and manners

Laptops and Other Equipment need attention to enhance your meeting experience. Be sure to:•avoid blocking your microphone•close your laptop if not needed for presentation•Hide your power cord to avoid a cluttered look

Page 7: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

telePresence Global Help DeskIf you are in a Starbucks telePresence room, press the Live Desk help button. For assistance in other locations, please call your local telePresence help desk.

n USA1 866 614 7048

n UK800 4569 7647

n Elsewhere1 312 646 7620

Page 8: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

Meeting typesTelePresence Meeting Types

Site initiating conference Site joining conference Conference launched automatically or Manual Call

Location to select conference rooms

Starbucks Starbucks auto launch • Private rooms

Starbucks tata Public rooms auto launch • Private rooms• Public rooms

Starbucks business Partner on tata Global exchange

auto launch • Private rooms• external Parties tata Global

Meeting exchange

Starbucks business Partner on Other exchange (i.e., cisco, bt, Orange, telefonia, Verizon)

Manual call (requires have host code)

• Private rooms• external Parties Other

exchange networks

Starbucks non-telePresence business Partner

auto launch (call VnOc to configure auto launch)

• Private rooms• external Parties Other

exchange networks

Page 9: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

SchedulingThere are two ways to schedule meetings:3.Online4.Phone

Online1.Go to https://tata.vnocservice.com and enter your username and password.2.Select Book Conference Rooms, followed by Create a New Conference and enter the required information (subject, date, time,

etc.). Select type of rooms for conference you are booking:3.Select the type of rooms you will be requesting:

a.to add private and/or tata Public rooms into the conference, select the Select Rooms tab.i. adding your company‘s rooms: Select the Private Rooms tab and choose the room(s) from the displayed list.ii. adding tata Public rooms: Select the Public rooms tab and choose the room(s) from the displayed list.

b.to schedule a business Partner call, select the Add/Remove External Parties tab.i. adding parties from companies other than your own, but are on the tata Global Meeting

exchange: Select the Tata Global Meeting Exchange tab and choose the company you want to have a conference from the drop down list.

ii. adding parties from companies that are on an exchange other than the tata Global Meetingexchange: Select the Other Exchange Networks tab and fill out the information requested on the portal. Indicate if you or one of the other companies is the host of the conference, in order to specify whose dial-in conferencing service will be used to host the call. (It is possible to have Private, Public, and other exchange network rooms in the same conference. If such conference has both Public room(s) and room(s) of another exchange, please schedule the conference as “Yes”, You are hosting this meeting.

4.Fill in all necessary information and click Next to proceed through each page.5.On completion, click Place Order and the conference information will be generated and emailed to you.

Note 1: In order to secure room usage and prevent conflict, you must reserve a room in the tata communications Scheduling Portal.Note 2: If your other party in a business Partner conference has already scheduled the conference and has given you the dialing instructions, you still MuSt add your rooms to that conference by calling VnOc. Otherwise, the conference may not work properly.

Page 10: StarbuckS telePreSence - ETMG · Welcome to Starbucks TelePresence Starbucks is working with tata communications and cisco to provide a trial during Q1 FY12 with cisco telePresence

StarbuckS telePreSenceconnect. communicate. collaborate.

Introduction Launching a Meeting

Adding Audio Conference

Using the Presentation

Screen

Meeting Success Tips

Technical Support

Meeting Types Scheduling

Phone1.call 866-614-7048, or +1 312-646-7620 when calling from outside the u.S., press 1 for english, followed by option 2. be sure to have

your conference details ready:a.For your company: rooms participating, number of participants per room, billing codes, etc.b.For external rooms: name of the company, number of rooms per company. VnOc may need additional information such as the

service provider for the external rooms.c.Tata Public Rooms: rooms participating, number of participants per room. If you do not have a prepaid account, you will be

required to provide credit card information.2.the VnOc Operator will schedule your reservation.

Note 1: In order to secure room usage and prevent conflict, you must reserve a room in the tata communications Scheduling Portal.Note 2: users of external rooms may need to contact their service provider to confirm a reservation.