Polycom Resources for Using Video and Telepresence

Get off to a great start with your telepresence and video conferencing setup.
Get off to a great start with your telepresence and video conferencing setup.
Get off to a great start with your telepresence and video conferencing setup.

Welcome to the Polycom Video Adoption Center.  Allow us to show you around.

From their desktop PCs. In conference rooms large and small. Or, in fully immersive telepresence suites. Every day millions of people around the world use Polycom solutions to communicate with their colleagues, partners, and friends. The result: faster decisions, clearer communication, and more personable and productive teams.

Top Frequently Asked Questions

1. Can I preview how I'll look before the video conference?

Yes. Before the call, the screen will display your image. Make sure that you're visible within the frame, that the room lighting is adequate, and that there are no background distractions. Once you begin the call, you can use the Picture-in-Picture button to view your image.

2. How do I know if people can hear me?

Check the volume settings on your remote control (or PC) and if necessary adjust them. Also, make sure you're not on Mute at the beginning of the conference. With today's technology, shouting or speaking loudly is unnecessary. So speak in a normal tone of voice and try to limit any side conversations or shuffling of papers near the microphone.

 3. Background noise is disrupting my meeting. What should I do?

Ask the participants at the other sites to press Mute when they are not speaking. (The Mute button is a vital element in a smooth-running meeting). When you ask someone a question, make sure you give them a few seconds to respond, as they might be turning off Mute so they can be heard.

 4. How do I share content on my PC with people in my video conference?

With Polycom People + Content™ IP software, you can send content from your display to participants right through the network. (Download the free software). Just start the application, enter the IP or H.323 of your video conference system (for example:, and click the application's purple "Play" button. Your PC content will then display for all participants. Note: you may first want to disable any instant message pop-up windows or e-mail applications. As a backup for regular meetings, you can e-mail a copy of your content to meeting participants before the conference.

 5. What's the key to successfully presenting over video?

It may seem odd at first. But when addressing a broad audience, look directly into the camera lens, not at the faces on the display. This way meeting participants sense you're looking directly at them and will more readily engage with you. Also, make sure your background is simple and uncluttered, so people can focus on you and your content, not on distractions.

 6. How do I add other sites to a video conference?

For multiparty calls, Polcyom recommends that you use a video conference bridge that all participants dial into so you can see and hear each other. The concept is similar to an audio conference bridge, with the added dimension of visual communication. Some video conference systems have built in multiparty capability (check with your system administrator to see if this option is available to you) that enables a small number of other sites to join by hitting the "Dial" button during a call and entering the remote site's number.

 7. What's the difference between 'telepresence' and 'video conferencing'?

“Telepresence” is a term that describes visual communication on high definition (HD) video systems, from desktops to fully immersive rooms. “Video Conferencing” describes traditional non-HD video systems. As organizations increasingly adopt HD systems, telepresence is increasingly becoming the default term describing real-time video interactions.

 8. Is there anything I should NOT do in a video conference?

Remember you're on camera, so don't do anything you don't want others to see. Act as you would if people were in the room with you. Avoid rocking your chair, tapping on the table, or making any noise near the microphone. Speak in your normal voice and try to avoid side conversations when people on the far side are speaking. Muting your microphone when you are not speaking is very helpful.

 9. I'd like to use video conferencing at my home office. Can I do that?

"Yes. In addition to our room and immersive systems, Polycom has a video soft client application for PCs called “RealPresence Desktop.” Ask your IT department how to get it loaded on your system for remote or home-office use”


1. What metrics can help me justify the costs of telepresence and video in my organization?

Reduced travel costs represent one well-known benefit. Many organizations also use real-time collaboration to decrease expenses related to employee overhead, corporate training, interviewing, recruiting, and project management. On average, organizations leveraging telepresence and video can:

  • Save 30 percent on travel costs
  • Reduce time-to-market for new products and services by 24 percent
  • Reduce downtime by 27 percent
  • Save 25 percent on employee training
  • Decrease recruitment times by 19 percent
  • Reduce sales-related costs by 24 percent

More details on cost justification

2. How can I get more people to be aware of and use my telepresence and video systems?

Friendlier interfaces and more technically-adept users have made creating a ‘culture of collaboration’ easier than ever. But official (or unofficial) video leaders must still be diligent for their organizations to fully realize the business, operational, and financial benefits of visual communication. Generally, they all follow these five imperatives when trying to increase awareness, and speed adoption, of video conferencing in their organization:

  1. Identify and leverage internal video champions (in all locations)
  2. Ensure positive experiences across systems and environments
  3. 'Launch' and promote your video conferencing systems
  4. Train users on applications and value (not products)
  5. Track your progress and solicit users' opinions

More detailed explanations on increasing adoption

3. How can collaborative solutions help me reduce my carbon footprint?

Although organizations may be geographically distant from fellow workers, customers, and partners, they no longer have to rely on travel to be effective. Collaborative solutions enable remote teams to meet virtually anytime and from anywhere. Travel is reduced, carbon emissions are reduced – and everyone wins.

Consider this: every time two people meet over video instead of traveling roundtrip—for example, between LA and New York—they save the carbon emissions equivalent to taking one car off the road for a year.* (Source: Conservation International)

More information on carbon reduction and Polycom's environmental responsibility