Polycom ReadiConvene User manual

The Move to IP-based Conferencing Services
From executives to managers, everyone in today's
organizations are challenged to do more with less
in today's competitive, fast moving and globally
dispersed work environment. The ability to sponta-
neously collaborate with colleagues and partners
when, where and how the user dictates, is essential
for the success of today's organizations.
As the migration to IP as a single network for all
media – voice, video, data and Web – continues,
on-demand conferencing services that can be
deployed over the existing, secure corporate IP-
based network will become an integral part of
business communications.
End users are becoming increasingly comfortable
with using IP-based services such as Web-based
collaboration, and desktop video, combined with
IM and presence capabilities. Voice conferencing
has already moved to a “self service” unattended
type of environment and video/data/Web conferenc-
ing is following suit. With on-demand converged
applications, users become empowered to access
people and data in real-time, speeding up the trans-
fer of information and knowledge across the organi-
zation, helping to foster faster and better-informed
decision making.
The Polycom ReadiSeries suite of integrated,
IP-based conferencing infrastructure products, includ-
ing Readi
Convene ™, Readi Manager ™ SE200 and
Readi
Recorder ™, provide the foundation for cost-
effective, on-demand conferencing and collaboration
on the enterprise IP network. The ReadiSeries prod-
ucts also include advanced scheduling tools for both
administrators and end users, for the formal, sched-
uled conferences required in many organizations.
Conferencing infrastructure products that
access the power of Polycom unified collabo-
rative communications solutions.
With the greatest breadth and depth of integrated
video, voice, and Web solutions, only Polycom
delivers the ultimate communications experience.
Our market-leading conferencing and collaboration
technologies, supported by world-class service,
enable people and organizations to maximize their
effectiveness and productivity. Add to that the most
experience and proven best-practices in the industry,
and it's clear why Polycom has become the smart
choice for organizations seeking a strategic
advantage in a real-time world.
Polycom®ReadiSeries – Conferencing Infrastructure Products
Rich Media Conferencing and Collaboration Solutions for IP-based Networks
Connect. Any Way You Want.

Polycom ReadiSeries – Conferencing Infrastructure Products
On-Demand Video increases Employee Ease of Use, Reduces
IT Administrative Overhead
A leading supply chain company, with 1100 employees dispersed around
the globe, was looking for a cost-effective solution for their ever-increasing
internal demand for video conferencing.
Always looking for ways to increase their competitive edge, the company
initially deployed room-based conferencing to reduce travel expenses, yet still
provide dispersed employees with a way to see each other face-to-face.
Software developers dispersed around the world frequently used video to
collaborate on issues, and sales people who worked in different offices, but
shared the same client account, also had a need to connect with each other
over video.
It wasn't long before employees had branched out from simple point-to-point
video calls to include multipoint video calls. As the effectiveness of their
meetings increased, the IT staff was beseeched with requests for both audio
and video meetings. The set up and management time soon became too much
for the small staff, and they needed a way to simplify the process without hir-
ing additional personnel.
To solve the problem, the company decided to switch selected work groups
to a Polycom on-demand conferencing trial, using their existing Polycom video
and audio endpoints, and deploying the Polycom multipoint conference bridge.
Each employee in the select group was issued a personal unified calling
card that allowed them to launch and manage their own voice, video or
unified conference. Each card had a simple 4-digit number for conference
initiation and access – which in fact was an IP alias; a local number for
when access to the corporate IP network was not possible; and a 1-800
number for toll-free service for outside customers and
vendors. Employees were also encouraged
to use the toll-free number when travel-
ing, which reduced long distance calling
charges by using the company's own
conferencing infrastructure.
With the implementation of on-demand unat-
tended conferencing, the IT staff estimated that they spent no more than an
hour per week maintaining the Polycom conference bridge. The only work they
had to do was adding new accounts, as more and more employees discovered
the benefits of the new service. After an initial phased deployment, the com-
pany has now switched over to 100% on-demand conferencing, thanks to the
advanced features of Polycom conferencing solutions.
Polycom ReadiSeries conferencing infrastructure products – including Readi Manager SE200 management system, Readi Convene conference bridge and
Readi
Recorder audio conference recorder – provide organizations with a complete solution for both on-demand and scheduled conferencing and collaboration.
New integrated conference scheduling, deployment and network management applications – available both on the stand-alone Readi
Manage r and on
Readi
Convene – simplify the conferencing experience, allowing administrators to deploy a network in half the time, and providing easy to use access for
end users.

End User Benefits – Easy to Access, Easy to Use
The ultimate goal in deploying rich media conferencing services is to provide
users with an easy-to-use and reliable conferencing experience in order to
increase usage and improve productivity. The ReadiSeries products provide
end users with simplified access to conferencing services, both through on-
demand access features as well as through familiar scheduling interfaces.
• Single number dial-in provides simple access to any type of conference –
scheduled or on-demand –- from either audio or video endpoints
• Once in a conference, users are presented with consistent and easy-to-use
conference features
• Entry queue services with IVR/DTMF control can help guide users through
conference set up and management
• On-demand conferencing is always available with the use of “virtual confer-
ence rooms”, enabling users to initiate real-time conferencing and collabora-
tion sessions with their own personal dial-in number at any time
• End-user scheduling, when required, becomes straightforward with familiar
Microsoft®Outlook®, IBM®Lotus Notes®or Web-based scheduling tools
• Access to global user directories makes finding and inviting colleagues
faster and easier
• Web collaboration applications that include IM and Presence capabilities
are available with Polycom Web
Office
®, which also integrates with
Microsoft Windows®Messenger and Nortel®Multimedia Communications
Server (MCS)
Conference Management Solutions – Simplifying Operational Overhead
As conferencing moves away from unmanaged, isolated devices to a
connected, monitored, and managed network model, administrators require a
sophisticated set of conferencing management tools. Polycom Readi
Manager
SE200 management system offers IT administrators a suite of integrated
scheduling and management applications on a single pre-provisioned, pre-
installed network appliance.
The entire suite is accessible
by an intuitive Web-based
interface for easy set up and is
supported by a single data-
base, which houses user,
device and configuration data
for all applications, significant-
ly reducing data entry tasks.
This same suite of scheduling
and management applications
is also integrated into the new
Readi
Convene conferencing
platform on the new Integrated
Application Module (IAM), for
an “all-in-one” conferencing
solution.
• Scheduling, conference management, device management and advanced
gatekeeper applications are now integrated onto a single platform
• Management application suite is available on either the stand-alone
Readi
Manager SE200 network appliance, or on Readi Convene 's Integrated
Application Module (IAM) for a complete “all-in-one” conferencing solution
• Cost-effective, self contained platform - on either Readi
Manager or
Readi
Convene – eliminates the expense of multiple stand-alone servers
• Single database houses all user, device and configuration data to facilitate
one-time data entry across management applications
• Web-based scheduling wizard provides both administrative staff and power
users with a familiar, easy-to-use interface

Polycom ReadiSeries Product Overview
Part No. 3726-17297-001 Rev. 4/05
www.polycom.com
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Polycom Readi Convene
Polycom continues to offer superior return on investment with the introduction of Readi Convene , an “all-in-one” unified confer-
encing platform that includes integrated scheduling and management applications.
The Readi
Convene multipoint conference bridge and gateway is an all-inclusive, ready to deploy IP-based conferencing solution,
which offers a suite of sophisticated on-demand applications for true self-service conferencing. Readi
Convene can optionally be
configured to include a suite of conference management applications, available on the Integrated Application Module (IAM).
Alternatively, this same suite of management applications is also available on the stand-alone appliance-based platform,
Polycom Readi
Manager SE200.
Polycom Readi
Manager SE200
Readi
Manager , an appliance-based video communications management system, is designed to simplify conferencing deployment
and management.
The Polycom Readi
Manager SE200 offers a full suite of integrated scheduling and management solutions, including scheduling
and conference management, advanced gatekeeper, and device management. One box, one database, and an intuitive user inter-
face for access to multiple different management applications and services!
Polycom Readi
Recorder
Round out your conferencing capabilities with Readi Recorder , offering audio recording and Web-based playback services for
Polycom MGC™ and Polycom Readi
Convene .
Polycom Readi
Recorde r is a conference recording solution that enables recording and play back of important audio conferences.
Authorized users can start, stop, or pause conference recording through simple touch tone commands, making it simple for both
end users and administrators to control. Readi
Recorder is also tightly integrated with Readi Convene 's configuration manager,
simplifying system configuration and management.
Collaborative Applications
A suite of enterprise web collaboration solutions, including Polycom Web
Office and industry-leading desktop collaboration solu-
tions from Microsoft and Nortel.
Polycom Web
Office desktop conference portal provides Web collaboration solutions that include IM capabilities and presence
detection for both people and devices. With an easy to use 'buddy list' for launching audio, video and Web conferencing ses-
sions, employees can instantly start a collaboration session from their desktops. Via personal Web
Office URLs, even external
partners and clients can securely log on over the Web, for collaboration and sharing of information, documents, and applications.
Polycom Web
Office also seamlessly integrates with Microsoft Windows Messenger and Nortel Multimedia Communication
Server (MCS) environments.
©2005 Polycom, Inc. All rights reserved.
Polycom the Polycom logo and Polycom WebOffice are registered trademarks and ReadiConvene, ReadiManager, ReadiRecorder and MGC are trademarks of Polycom, Inc.
All other trademarks are the property of their respective owners. Information in this document is subject to change without notice.