PROPOSAL

Name: Utpal Patel

Student ID: 100441389

Professor: Antonie E. Scholtz

Course: Technical Communication EDUC1050

Tutorial Leader: Darlene Griffith

Due date: October 09, 2010 11:00 PM

c


Memo
To: Dr. Kamlesh Patel, CEO Paper & Page Inc.

From: Utpal Patel, Information Technology (IT) Specialist.

Date: October 09, 2010

Re: Proposing the idea of using the video conferencing instead of weekly meetings.

Introduction and statement of need:

Paper & Page Inc. which is engaged in the manufacturing of printing paper has its head

quarters located in Toronto, Ontario. The two main branches of the company are located

across Canada. Due to the nature of the business, it has become imperative for its board

of directors to meet for weekly meetings in order to ensure smoothness in the production

process. In addition to that they also discuss the future plans and the major or minor

glitches that they have came across during the period. Since the branch offices are set up

at far locations, the directors have to travel all the way to the head quarters for the weekly

meetings. I as an IT specialist proposed the idea of video conferencing.

c


·ackground:

The weekly meetings of the board of director¶s result in a lot of time being consumed and

it incurs lots of additional cost which can be avoided. Such wastage of time and money

can lead the company to losses. In order to avoid such wastage I propose that company,

instead of the weekly meetings which are held at different locations, should hold

meetings through video conferencing. The main advantage that the company can derive

out of video conferencing is the fact that even if any or all of the directors who need to

participate in the meeting are in a remote place, the meeting can be still held (Frank,

2005). There is no need for the meeting to be postponed. Besides, if there is an

emergency situation where the opinion of all the directors needs to be taken, meeting can

be arranged within a couple of hours through video conferencing. If the meeting finds

that the opinion of an expert is required, that too can be done without incurring any

additional expenditure. Through video conferencing the experts can make a presentation

to show the effectiveness of their opinion. This way the company can make large amount

of saving which can be utilized on other productive purposes (Amit, 2010). Since the

company has the major number of directors located in different places, a meeting

involves in addition to the travelling expenditure, cost of accommodation, cost of their

meals etc. In addition, these otherwise busy directors have to find time from their busy

schedule to attend the meeting. The travelling involves a lot of time which they could

have used for some productive purpose. Through video conferencing all these are taken

care of, at the same time the effectiveness of an actual meeting is maintained (Dan,

c
 

2010). Since videoconferencing involves seeing the images of all those who are

participating in the meeting, it does not lose its effectiveness. This way company can

have meetings more frequently if required without worrying about the expenditure

involved and time of top executives from being wasted.

creliminary options for Video Conferencing:

There are different options for video conference:

1) Cisco TelePresence System: In order to run this product you need High Definition

projectors (refer figure 1 pg.7), internet, webcams, microphones which will cost good

amount. But it will enable you the true experience of meeting.(Cisco, 2010)

2) Polycom TelePresence System: Another great way for video conferencing which will cost

good amount but at same time it will provide real meeting environment.(Polycom, 2010)

3) Tandberg TelePresence T3 system: This company is part of Cisco. It provides with custom

made solutions. This way you can design product by your need. (Tandberg, 2010)

For more information on this products and services, further research is needed.

Time line:

According to my current pay scale and complexion of project it will take me till November 17,

2010 to complete full analytical report.

c



·udget:

I need time for research but for now if we want great enhanced meeting experience and

environment it will take approximately $50,000 to $60,000 per location.

Which will include:- 3 High Definition Televisions.

3 Web Cameras.

1 Router,

1 Video splitter,

1 Surround Sound System.

Couple of cables.

Again these are all approximation, research time needed for further information and exact cost

details.

›taffing:

To do further research on this report we will need one more IT specialist to work on it with me.

Conclusion

Video conferencing provides businesses with the ability to meet virtually and to work

with each others over a distance and its helps the company to avoid unnecessary costs of

c


convening meetings. This will further help the company to sell their products at a

reasonable rate. Therefore the company can make use of this wonderful technology and

reap the benefits that it can derive out of it like reduction in cost, saving of valuable time,

competitive selling price, expert advice at no extra cost to name a few.

c


àuthorization

After looking at the proposal information provided above, I am confident that it¶s

worth further research. May I have your approval for further research to write my full

analytical report? I appreciate your valued inputs in my proposal.

Comments:

_______ ____________________

Date Kamlesh Patel

(Approval for further research)

c
 

àppendix:

Audience analysis:

Name and title: Dr. Kamlesh Patel CEO.

Education: PhD Paper development

Experience: 10 years as CEO

Languages: English, French.

Job responsibilities: chair of company.

Assumptions made: Good with technological terms.

Sources used for audience analysis: Supervisor, other staff members.

Figures:

Figure 1: High Definition projector

c




References:

1) Frank, O. (October 28, 2005). à
   

October 7, 2010, from, Ezine articles Web site: http://ezinearticles.com/?Advantages-and-

Uses-of-Video-Conferencing&id=88739

2) Amit S. (July 28, 2010).  

October 7, 2010, from Ezine articles Web Site:

http://www.boardsource.org/dl.asp?document_id=713

3) Dan R. (August 25, 2010). | 

 Retrieved October 7, 2010, from, Ezine articles Web Site: http://ezinearticles.com/?10-

Ways-Your-Business-Will-Succeed-With-Video-Conferencing&id=4927675

4) Cisco system (October 08, 2010) c

2010 from

=
     



 = =  

5) Polycom systems (October 08, 2010) c

=

   


   
  =

6)  
      Products, telepresence. m 

      =
 
   



  
 
   


c


 àdditional ›ources Consulted:

1) http://ezinearticles.com/?Video-Conferencing---Making-the-

Connection&id=4874701

2) http://www.polycom.com/products/telepresence_video/telepresence_solutions/im

mersive_telepresence/otx300.html

3) http://www.ivci.com/videoconferencing-cisco-telepresence-system-3000.html

c