Video Conference Scheduling Software Now Easier to Use

Anyone who doubted the continued growth in video conferencing at the start of 2013 surely will look back on that prediction with serious regret. The North Atlantic Treaty Organization’s (NATO) decision in September to invest in Polycom’s video conferencing hardware made it clear that even governmental organizations recognize the significant cost-savings, increased productivity and convenience that video conferencing offers.

However, video conferencing for all businesses and institutions, big and small, presents a host of challenges associated with the management of this new technology. To confront these challenges, NATO and Polycom partnered with myVRM, a leader in software scheduling solutions that was up to the task of integrating the needs of 28 member nations.

myVRM could provide the security and reliability that the organization responsible for the defense of half of the northern hemisphere demands. Video conferencing is supposed to be a business tool, but without the right assistance, even the best tool becomes a hindrance. Mark Escobar, a senior vice president at NATO, stated, “Combined with the (myVRM) scheduling system, the Polycom collaboration environment allows NATO to focus on the work at hand and not on the technology needed to do it.” myVRM is currently helping NATO and is positioned to help other businesses in a number of ways.


Ease of Use 

If video conferencing is going to play an ever larger part in our business environment it will be essential that the scheduling process be easy and accessible. myVRM’s scheduling platform is accessible by the myVRM Web portal, but also integrates with Lotus Notes, Microsoft Outlook and Google. Multiple platforms must also include the ability to schedule and participate in conferences from multiple types of devices. Laptops and desktops are a given, but iPads and tablets are also easily integrated into the myVRM scheduling solution.



The best scheduling software in the future will not just be reliable and easy to use from a laptop, desktop or tablet. myVRM believes that to be the best scheduling option, their software will have to be 100% portable and accessible at a moment’s notice. At myVRM, the future is here now. The myVRM multi-platform access to their scheduling software now includes all Android and iPhone smart devices. Opening up a laptop in an airport or connecting to a hotel network can take more time than scheduling the actual meeting. The business professional with five free minutes before a flight or at the close of the meeting can open the myVRM application from any Android or iPhone device and in a matter of minutes plan a meeting.

myVRM is leading a “meeting scheduling revolution” for managing all of your organizations in-person or audio/video/virtual meetings. Deployable, scalable and easily integrated into existing legacy systems of any size or industry, myVRM is an innovative, end-to-end solution to schedule, launch, monitor, manage and report on all of your business meetings.


About the Author: 

Videoconferencing has always held an important place in the world of Larry Roher, CEO of myVRM. He sees the potential that people do not have to travel to be face to face. In his past, Larry has always tied technology and futures with existing technology. He has built several businesses, and each of them has been the building blocks for his work in the scheduling environment.

Larry launched myVRM, the Versatile Resource Manager, a Web-based, multi-level access solution at InfoComm 2006. myVRM schedules multipoint communications, tracks meetings and launches calls to the endpoints, while providing complete resource management, catering and housekeeping. Larry has been awarded a patent for his work on Multi Point Communications and has two additional patents pending in the technology industry.

Larry leads a team that features experience and talent in the world of collaborative conferencing. In this area of Web-enabled applications, they have devised customized solutions that not only work for the basic purposes for which they were designed, but have been flexible enough to meet the needs of organizations as they expand and contract. At the same they establish a certification method to document its client’s green initiatives of reduced carbon footprints. The latter has brought global attention of a now energy-minded society.

Larry served in various duties at Stony Brook University. In 1979, Larry was appointed Adjunct Professor by Dr. John Marburger III, president, Stony Brook University. After graduating from Stony Brook University, Larry became the youngest director of operations in the history of the SUNY Auxiliary Service industry. As the director of operations, Larry was responsible for running various businesses, including food and beverage service, recreation, and other ancillary campus services, reaching annual revenues of more than $10 million. Larry was the original sponsor of the Annual Stony Brook Golf Outing, which presently sponsors Academic and Alumni Association scholarships.



Brenda Roher, Director of Marketing

516.935.0877, Ext. 155

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The Do’s and Don’ts of Meetings

We all know it, everyone hates meetings. No one wants to be in one, or be part of one. They aren’t organized nor efficient. Unfortunately, meetings have to continue to exist and for once it would be a good idea if they served a purpose. Meetings need to add value to our already busy lives, they need to inform us. They need to to be compelling, and informative.

Here are some tips to try to keep all your tasks in place for your next business meeting.


- Checking emails, and answering phone calls

- Multi-tasking – see how else myVRM can help

- Having side talk/personal conversations

Be / Do:

- Open minded and have open communication to avoid negative attitudes, and get the most ideas out.

- Have a (manager) keep the meeting organized in order to stay on task and follow the agenda to  help deliver the business meetings goal(s).

- Invite people pertinent to the meeting. The (manager) person in charge can send out an email to the rest of the employees about the meetings highlights.

Did you know 49% of workers believe unfocused meetings are the biggest waste of time? Putting meetings together wastes valuable time from your real objective – Communicating effectively, and having your issues resolved.

Having these tips set and in place for your next meeting can dramatically save time and make your meetings more effective. See how myVRM can help you accomplish these goals, and more here

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Phil Marshman – New Managing Director to Expand myVRM’s Global Reach

325 Duffy Avenue
Hicksville, NY 11801

Brenda Roher, Director of Marketing
516.935.0877, Ext. 155

For Immediate Release

Hicksville, NY November 18th 2013 – myVRM, the world’s premier scheduling software solution, names Phil Marshman as its Managing Director EMEA division.  Mr. Marshman, a 15 year video conferencing veteran, will maintain customer relations, while continuing to foster growth and oversee the company’s European operations.

Being part of a software company that has insight and a clear direction for the future of visual communications is important to Mr. Marshman, “myVRM has gone from strong to stronger since I first met them three years ago.  I consider them to be the best end-user conferencing scheduling solution in the world.  Their software transforms the way people interact in an effective and efficient manner.  When the opportunity to join their expanding European team presented itself, I jumped at the chance!”

Larry Roher, CEO of myVRM echoed Mr. Marshman’s excitement. “It’s great to have Phil on board.  His experience and understanding of the video conferencing industry makes him a fit for heading up our European operations.  Phil’s going to be a great asset to our team and I look forward to working with him for many years to come.”

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myVRM Introduces the iControl Panel

Here’s myVRM’s Press Release for our newest Product the iControl Panel


325 Duffy Avenue
Hicksville, NY 11801
Contact: Brenda Jagerman, Director of Marketing
516.935.0877, Ext. 155

For Immediate Release

myVRM Introduces the iControl Panel

Hicksville, NY October 15, 2013 – myVRM, the world’s leading scheduling software for in-person meeting rooms, video conferencing and telepresence facilities, announces a new extension to their robust scheduling solution. The iControl Panel is mounted outside the conference room and shows the schedule for that particular room, while giving users access to the myVRM scheduling platform to book new meetings system wide.

The iControl panel offers room status at a glance with color coded screens. The panel also allows the user to make new reservations, offers the ability to find an alternate room and because it runs on a standard iPad, the panel is cost effective.

With the convenience of still being able to schedule meetings from all of the other myVRM supported interfaces, iControl also provides users the added ability to book and utilize available meeting rooms at a moments notice. This is yet another way companies can ensure maximum room utilization and efficiency. Larry Roher, CEO of myVRM said, “We are excited to introduce a new device that makes it easy to coordinate an impromptu meeting and book an available meeting room on the spot. The iControl Panel is one of the ways that myVRM helps our customers maximize room utilization and efficiency.”

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Future Blog Topics

We want your thoughts and feedback to deliver a product that handles all your issues thoroughly. That’s why we want to know what topics you’re most interested in. We will feature the most voted topic on our next blog post. Check the options here:  or leave us a comment.

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Welcome to myVRM 360° Partner Program: The Partner Portal

Greetings Everyone!

Thank you for being a loyal myVRM Partner. I’m pleased to announce an update to our 360° Partner Program that will dramatically improve the support resources available to you. We’re reinventing our support model – delivering more options, more documentation and an improved experience with the introduction of our Partner Portal.

As an existing myVRM Partner the change is easy – you’re already enrolled. You will receive an e-mail on September 27th 2013 with a link to verify your account and create a password. With the Partner Portal your support benefits have dramatically improved:

  •  Extensive knowledge base
    • Support documentation, administrator guides, FAQs and much more
  •  Feature request tool
    • Provide us with your suggestions on improving the software with additional feature sets
  •  Software repository
    •  Download the latest release of myVRM software
  •  Incident submission and management interface
    •  Open, update and close your incident requests
    • Plus, there are many new features, like:
  •  Full mobility support
    •  Allows instant access to your open incidents on the road
  • Language support for international customers

We invite you to experience a program totally redesigned around you.



Robert Brangenberg 

Manager, Technical Support Services

Phone: +1.516.935.0877 x158 |

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The PC and Mobile Join the Videoconference Revolution

There’s a major industry move to use PCs and handheld devices for videoconferencing, including adding personal devices to legacy videoconference calls.

The VC market is growing fast.  2015′s revenues will double 2010′s, according to Frost & Sullivan.  But did you know the traditional VC part of it shrank 13.5% in 2012?  The growth came in the non-traditional, “VC anywhere” services.  Vidyo, a leader in the desktop VC revolution, more than doubled!  Frost & Sullivan predicts the VC services market to grow at 19% CAGR 2010-2015, vs. 17.5% CAGR for VC overall.[1]  That means a huge gap is opening between traditional and “non.”

The endpoint growth is not just PCs.  Denise Culver of has it right: “As cloud video usage increases, and mobility continues to grow, the two trends will merge and complement one another.”[2]  She thinks video will account for as much as 65 percent of 2015′s mobile usage, up from 10 percent today.  If you don’t believe her, watch the young people in Starbucks.

Frost & Sullivan again: “Businesses of all sizes with distributed environments such as branch, remote and regional offices; telecommuters; home offices; and distributed teams are creating pent-up demand for enterprise-grade, secure videoconferencing services in the cloud and pushing it to truly become the next big thing in enterprise communications.”[3] (Emphasis added.)

Distributed environments are there and growing, and the guys at Vidyo, Blue Jeans, Vidtel, Jabber, Lync, and the others are not just catering to them, they’re enabling them.  And businesses really want such enablers because new ways of working are key to productivity gains.

 You Need to be Ready

We all know the drivers of this revolution: scalability, easy deployment, lower CapEx and TCO, outsourcing of complexity and technical skills, quality assurance, and broader reach – to customers, suppliers, prospects, consultants, etc. – benefits available to service providers as well as their client companies.  They’re too powerful for any company to buck.  The change will happen.  Now’s the time to prepare.

Interoperability is Key

As with all other IT innovations, the market is demanding interoperability.  You’ll need your cloud service to work with, e.g., your customer’s cloud service.   Companies and service providers have legacy investments in rooms, endpoints, and bridges – highly valuable assets for useful functions they aren’t about to throw away, and which will continue being installed.

 Fortunately, VC innovators recognize that and see interoperability as a selling point, so they’re building it into their offerings.  Connecting clouds to MCUs, for example, is in everybody’s plan.  Rich Costello of IDC says,”We expect to see increasing integrations of video and telepresence with unified communications and collaboration (UC&C) applications driving the market during the forecast period.”[4]

But What about Management?

Interoperability enables distribution and diversity of participants and their locations, but that doesn’t solve the problems of scheduling and managing conferences. It magnifies them! 

 “We are always amazed at how scheduling is still such a mess for so many large end users of video conferencing room systems,” wrote Andrew Davis of Wainhouse from InfoComm 2013.[5]  He won’t be amazed to see it get worse.

 The easier it is to include people anywhere, with any device and connection, the harder it is to manage their participation: invite them, confirm them, communicate changes to them, be sure they’re included when conferences start, and report on their participation. But you can’t expect the many product and service suppliers to do these tasks for other suppliers’ users.

 You need an independent resource manager that can encompass them all – whatever new services you choose and whatever legacy equipment you’ll keep using.  And that resource manager must be absolutely committed to including all technologies and offerings as they develop.  Changing management systems can be harder than changing technology.

myVRM is the Answer

myVRM is the only solution to the “scheduling mess” Andrew Davis noted in his InfoComm blog.  He said, “myVRM set out to address this challenge many years ago,”[6] and he’s right.

For the last seven years, myVRM has offered the premier scheduling and management system for videoconferences.  There’s a lot more to managing UC&C than scheduling.  Working with hundreds of users and all the VC systems as they’ve evolved, we’ve found the best ways to select rooms and participants, schedule conferences, handle changes, initiate them automatically, monitor their success, and report activity.  myVRM is a comprehensive system, but easy to use for schedulers and administrators.

v2.9 is the Version

Davis goes on: “[At InfoComm, myVRM] introduced V2.9 of the software, which has grown to be very comprehensive. V2.9 features a new and improved look and feel, the ability to schedule both room and personal conferencing devices, and deeper integration with Outlook. The software also has modules to support “hoteling” [also called "hotdesking"] and an API set to be able to include hardware devices from many vendors.”[7]

 V2.9 adds scheduling of cloud conferences using either Blue Jeans or Vidtel, and participants using Cisco Jabber or MS Lync.

 In its initial release, V2.9 goes further with Vidyo and Radvision Scopia, doing its management job on “mixed” conferences using their ability to connect to traditional VC endpoints.  That is, a myVRM-managed conference may now include Vidyo- or Scopia-cloud-connected PCs, tablets, smartphones, and rooms and your VC rooms.

 More to Come

It’s a fast-moving curve, but we’re staying ahead of it, working on the same capabilities for the other cloud services, as their capabilities develop and customers take them up.  For example, we’re working on software to give Lync users almost unrestricted usage of their accounts – in any manufacturer’s VC environment.

This is what unified communications means to us: complete interoperability, completely managed.

So watch this space for 2.9 enhancements. 

And, please, let us know which integrations are most important to you.

[1] Frost & Sullivan white paper “Videoconferencing-as-a-service” [2]  July 2013 [3] Frost & Sullivan white paper “Videoconferencing-as-a-service” [4] IDC Press Release on Worldwide Enterprise Videoconferencing Market [5] Wainhouse Research Bulletin InfoComm 2013 [6] Ibid [7] Ibid


If you’re in doubt about the benefits of a scheduling system, let our experts do a commitment-free evaluation of your scheduling methods.  We’ll tell you how you compare to others, identify your strengths and weaknesses, suggest ways to improve your process, and quantify their benefits.  If myVRM is right for you, we’ll even give you a detailed return-on-investment analysis.  To learn more about this offer, including its free deliverables, click here.

 Our Offer to You

If you’re in doubt about the benefits of a scheduling system, let our experts do a commitment-free evaluation of your scheduling methods.  We’ll tell you how you compare to others, identify your strengths and weaknesses, suggest ways to improve your process, and quantify their benefits.  If myVRM is right for you, we’ll even give you a detailed return-on-investment analysis.  To learn more about this offer, including its free deliverables, click here





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A New myVRM Version & a New Product Addition

This month, we’re delighted to announce two major steps in advancing videoconferencing: 

myVRM Version 2.9 and myVRM iControl Panel™.  myVRM is the clear industry leader in scheduling and operation of video and audio conferences, and these enhancements greatly extend that lead.  They’re significant for all our enterprise customers and our Managed Service Provider partners, who deliver conferencing to hundreds of other companies.

myVRM 2.9 Adds Desktop Video Clients

Version 2.9 includes major enhancements in all areas, a fresh new UI design, and a new Desktop Video Client Center, which allows adding desktop clients to legacy videoconferences, including: Microsoft Lync, Vidyo, Cisco Jabber, Radvision Scopia, and others.

“myVRM has saved hundreds of companies time and money in managing their conferencing, while improving communication and reducing errors and frustration,” said Larry Roher, myVRM founder and CEO.  “Now – with 2.9′s desktop integration – they can extend conferencing to many more employees, customers, and suppliers, without adding massive scheduling and management complexity.”

Since its release at InfoComm 2006, myVRM has set the standard for conference management, not only scheduling rooms, attendees, and hardware, but also controlling videoconferencing hardware and handling all communication with attendees.

The Long Island Software & Technology Network (LISTnet) has just given myVRM its LISA award for the fifth year in a row. LISAs recognize excellence in software and technology by Long Island-based companies.

“Our user base has grown dramatically,” said COO Dan Gallo, “with customers such as NATO and Northrop Grumman, but mostly through our many Managed Service Provider partners, who use myVRM as the backbone of their service offering, managing over 20,000 conferences each week.  With desktop clients, we expect that number to grow at least ten-fold in the next year.  Without myVRM, scheduling all those endpoints and getting the conferences right is a huge, costly, error-prone task.  Those still scheduling manually will find their processes under great pressure, and MSPs with no solution will be at a competitive disadvantage.  myVRM 2.9 is their answer, a proven, cost effective solution.”

The new release also has many other significant improvements, including:

  • A redesigned User Interface, based on user feedback using top graphic design expertise
  • A “HotDesking” Module – also known as “Hotelling” – for scheduling free/busy time of workstations reserved for telecommuters and mobile employees
  • Extended VNOC Operator functionality
  • End-user Training videos for “just-in-time support”
  • A new license designation for Virtual Meeting Rooms, allowing conferences to include an unlimited number of rooms: video, non-video, guest, and VMRs
  • Enhanced integration of CDR data, Cisco 8170 Telepresence Blade, ScienceLogic EM7 integration, Vidyo gateway support, and dozens of new Call Monitoring and Management features
  • Updates to localizations: Spanish, Italian, French, and Japanese, with Portuguese and Chinese in the queue

“myVRM has taken a big leap forward,” said Gallo.  “We’ve been serving companies and MSPs of all sizes, supporting the most V/C hardware for years, so we can keep close to the market and meet the needs of the entire conferencing world.  The strength of our fundamental design allows us to support new innovations quickly.  That’s how we’ve pulled even further ahead of our competition.”

Version 2.9 is scheduled for release in early June 2013.

Click here to visit now


iControl Panel ™  

Improves On-Site Conference Information & Security 

 myVRM iControl Panel is another innovation in videoconference and meeting management. 

“Our customers face problems of security, crowd management, and attendance recording at their conferences,” said Larry Roher,” and they want to reduce the administrative staff required to handle them.  We’re addressing these issues with a unique use of available technology.”

iControl Panel, to be the lowest cost device on the market, consists of an iPad app connecting to myVRM, wirelessly or over Ethernet, and an iPad, housed in a secure wall-mounting frame for outside meeting rooms, equipped with a tri-color LED array and an RFID reader. A version for the iPad Mini will be available in the 3rd quarter of this year.

iControl Panel acts as a status display and an attendee check-in device.  It displays the room’s name, the current time, in-progress or next meeting start and end times, host, and scheduled meetings for the room – all from myVRM’s database.

It also shows meeting status at a distance with color coding.  The LED array will be red when a meeting is in progress, green when the room is vacant, and yellow within a “buffer time,” if set in myVRM for gathering or meeting prep.

The RFID reader checks people in by scanning their RFID cards.  A text entry form is also available through a Sign-In icon, but RFID sign-in is accepted on the home screen.  Attendance data is transmitted to myVRM and available in its automated report function.

 iControl Panel can also give authorized users full access to myVRM through the myVRM Express app, offering them the full array of mobile myVRM functions, including scheduling or modifying conferences and adding or deleting attendees.

“It was important to fully integrate iControl Panel into the myVRM framework, so it can use all of myVRM’s power and rich function,” said Joe Bakan, Director, Customer Experience, who directed iControl Panel’s development at myVRM.  “The information it delivers to meeting rooms is up-to-the-minute with the scheduling database.  And, with the right permissions, a person on-site can grab a vacant room for a meeting, add an attendee, invite remote people to a videoconference, in fact, do most anything myVRM allows.”

The suggested retail price will be about 20% less than similar wall control panels, making the iControl Panel a powerful but cost-effective way to reduce or eliminate meeting room staffing, while greatly improving security and attendance recording.

iControl Panel is scheduled for release in June 2013.

Click here to visit now

Our offer to you

If you’re in doubt about the benefits of a scheduling system, let our experts do a commitment-free evaluation of your scheduling methods.  We’ll tell you how you compare to others, identify your strengths and weaknesses, suggest ways to improve your process, and quantify their benefits.  If myVRM is right for you, we’ll even give you a detailed return-on-investment analysis.  To learn more about this offer, including its free deliverables, click here.

More to come…with your input

 In future newsletters, we’ll focus on other aspects of full-function scheduling and how they improve the effectiveness of your communications infrastructure.  If you have a specific problem or opportunity you’d like addressed, or you want to comment on this newsletter, please click here to let us know.



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The Value of a Centralized Calendar

Last month, Dan Gallo, our COO, took on “The Case for Scheduling Software” by recounting some of his “Scheduling” experiences since he joined our company last July. This month we’ll show how just one of the benefits of scheduling software-a Centralized Corporate Calendar-can solve many of the problems highlighted in his three scenarios.

First: What is a Centralized Corporate Calendar?

Of course we mean a corporate scheduling calendar, not a database with everyone’s personal calendar.  The Corporate Calendar should contain everything your people need to know about your scheduled conferences:  participants, rooms, equipment, audio bridge dial-in number and service requirements, such as catering, A/V, and housekeeping.  The Calendar should be accessible to schedulers, participants, approvers, service people, VNOC operators, management-anyone with a role in your conferencing operation.  And it should be easier to use than any paper-based system. 

Let’s see how it would’ve helped in the scenarios from last month’s newsletter. 

Scenario 1: Board Meeting Interrupted

Remember that our own Board Meeting at a member’s office was stopped because some of his people had booked the room for a conference with a customer, and his assistant hadn’t “checked the book”-which was paper, of course.  Under time pressure, and not having another conference room for his people to go, he moved them to his office.  Delay and disruption to the Board Meeting and embarrassment with the customer. With a Centralized Corporate Calendar, this wouldn’t have occurred.  Instead, it would have happened like this: 

  • Our host, or an assistant, checks the room’s availability in the online Calendar (without having to find the paper book or its keeper) and schedules the Board Meeting. 

  • His people, seeing the main conference room was booked for a meeting, search for another available room suitable for their call. 

  • Finding an available room, they book it instead. 

  • All the booking is done from their desks, in plenty of time to avoid the disruption and embarrassment.  And no subordinates in our member’s office without him.

  • If people in either meeting forget the time, don’t know where to go, or need directions, they can see all that in the Calendar, even from a smartphone on their way!  No phone tag; no “your email didn’t make it clear”; no other excuses or productivity wasters.

If using scheduling software is easier than phone calls, emails, and paper, you can make it a requirement, a company standard.  When your people see the benefit, they’ll want to do. And myVRM has shown to be up to 93% faster than these other methods. 

Scenario 2: Scheduling Chaos at a Global Business

You’ll recall that one of myVRM’s partner MSPs has a customer with 250 videoconferencing rooms across 100 countries, and they’re about to add several thousand Vidyo desktop conferencing licenses.  Each of their offices schedules in a different way-Outlook, sign-up sheets, calling reception, a low-function software system-none ready to integrate Vidyo into a videoconference.  Their chaos includes missed meetings, manually launching all V/C calls, different ways of adding audio bridges, and most meetings starting 15-30 minutes late because of issues not handled in advance. myVRM solves all these problems, including the Vidyo integration, but let’s focus on the Centralized Corporate Calendar.  This company has an extreme need for a common source of information about conferences and facilities.  The alternative, which they’re practicing, is for people to keep their own records, with input from emails, phone calls, or low function systems. This means

  • Schedulers waste time finding available facilities by calling keepers of manual records.

  • Utilization of rooms is poor because cancellations aren’t immediately available to others.

  • Many people miss meetings because the “system” relies on personal records of what, when, where, how to find it, and who’s involved. 

  • Meetings are delayed or handled improperly when VNOC operators have to keep their own conference schedules and details.

  • Preparations are late or missed when service personnel have to do the same.

  • All this costs a lot of money.

  • People are frustrated by it.  “Why can’t they get this right?!”

  • And it’ll get a lot worse when all those Vidyo users get busy.

A Centralized Corporate Calendar corrects all these things.

  • No one has to track down a “book” or person to see if a room is available.

  • Cancelled meetings free up their facilities immediately.

  • People have an easy way to get all the data about a meeting, even from a smartphone or an iPad.

  • Operators have immediate access to accurate information on what they need to do and when.

  • So do catering, A/V, and housekeeping people.

  • Lost productivity is recovered, and therefore costs are greatly reduced.

  • Everyone appreciates and benefits from a well run system.

  • And the new Vidyo users will be handled without more cost.

Of course a Centralized Calendar ought to be fed by a full function scheduling system.  That’s myVRM. 

Scenario 3: The Manual Booking Process…

Remember the new MSP we’re working with, that books all conferences manually from FAXes?  This is an error-prone process, and conference changes and cancellations create mass confusion, take a significant number of resources to facilitate and customer dissatisfaction.  They have at least a third more back-end employees for the same volume than others with better systems, so their costs are hurting their competitiveness.  We’ve been surprised to find dozens of MSPs and companies operating this way. Suppose they gave each customer their own Centralized Corporate Calendar.  They could catch most errors before they cause damage and save the cost of manually dealing with meeting changes and cancellations: changing all their recording systems, notifying participants, trying to get the utilization back, etc. Now suppose they gave all their customers myVRM. They could delight their customers and experience significant operating savings in the process. Costs down, customer satisfaction back up.  It’s really not that complicated. 

myvrm divider

So what? 

The Centralized Corporate Calendar is just one result of installing myVRM, but a very important one.  It saves everyone time and trouble, especially all those who attend conferences.  Time your people waste because of poor or inaccessible information about their meetings can’t be recovered, and its cost hits your bottom line.  Errors and confusion around meetings erode customer confidence, employee morale, or both.  And the time your schedulers and operators waste without complete, accurate, timely information is costing you real money. 

If you don’t have this Calendar, you really need to move toward it quickly.  If you run your own videoconferencing, you’re missing big savings.  If you’re an MSP not offering it to your customers, you’re missing a competitive advantage. Moving toward it requires a full function scheduling system, one that does all the work of finding facilities, scheduling, inviting participants, and automatically filling in the Calendar.  myVRM is the clear industry leader, not only handling all the common tasks, but continually expanding to incorporate the newest technologies.  And we haven’t even mentioned controlling MCUs and dialing audio bridges to start conferences automatically.

 Our offer to you 

Let our scheduling experts do a commitment-free evaluation of your scheduling methods.  We’ll tell you how you compare to others, identify your strengths and weaknesses, suggest ways to improve your process, and quantify their benefits.  If myVRM is right for you, we’ll even give you a detailed return-on-investment analysis.  To learn more about this offer, including its free deliverables, click here.  

 More to come…with your input In future newsletters, we’ll focus on other aspects of full-function scheduling application and how they improve the effectiveness of your communications infrastructure.  If you have a specific problem or opportunity you’d like addressed, or you want to comment on this newsletter, please click here to let us know.


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The Case for Scheduling Software

This month our newsletter is written by our COO, Dan Gallo as he takes on The Case for Scheduling Software by recounting some of his experiences since he joined our company last July.


Scenario 1: Board Meeting Interrupted…

Last December we held our year-end Board Meeting in the main conference room of one our Board Member’s. He runs a very successful, very active software company.


In addition to our host, the board meeting included three other successful senior executives/ entrepreneurs, and the top three executives of myVRM.


About 90 minutes into our meeting while deep in discussion over a complicated issue, two of our host’s employees burst into the room for a client conference call they’d scheduled. Our meeting stopped cold. His people were apologetic, but as it turned out, they’d signed “the book” blocking out the meeting room for 9:00am which his assistant forgot to do. They had 5 minutes before their client call and all other conference rooms were being used. Red faced and recognizing the irony (being on the Board of a Scheduling company), he left the meeting, set his team up in his office for the call, stayed to apologize to the client for their tardiness, and returned to our meeting about 15 minutes later.


Since our host was integral to our discussion, our meeting stopped until he returned. And when he did, it took 10 minutes for us to get back into the meat of the issue. The interruption dragged the productivity of 10 people to a halt (including the customer) for a cumulative total of 5 man hours, and what I call a very expensive interruption. Situations like this happen thousands of times each day.


Has this ever happened to you? Submit your best “interruption” story here and we’ll use it as a Case Study in an upcoming webinar.


The Case for Scheduling Software: 

  • Never Double-Book a Meeting Room Again

Scenario 2: Scheduling Chaos at a Global Business…

This past January, Larry and I presented to the sales organization of one of our partner MSPs where we announced support for many desktop video services like Vidyo, Radvision iView/Scopia, etc.


One sales representative instantly brought this news to his  customer-a multinational corporation with over 250 videoconferencing rooms across 100 countries that recently purchased several thousand desktop video licenses from Israeli-based innovator    Vidyo.


“Have you ever considered rolling out scheduling software?”he asked. His client responded “That’s the worst, most painful question you can ask me, but the best question you’ve ever asked me…” He then went on to review the scheduling challenges they faced on a daily basis: No two offices scheduled the same way… some used Outlook, some used sign-up sheets, some used a low-functionality application and others submitted requests to reception. None of the systems integrated Vidyo into a V/C call. None stop the waste associated with missed meetings. None populate a unified corporate calendar. None handled adding audio bridge calls the same way. All approaches increased their cost of running their V/C rooms as they manually launched all calls. A large percentage of meetings started 15 to 30 minutes late as they ironed out issues.  

Do you identify with any of these issues? If so, submit your planning and coordination challenges here and we’ll feature the best one in an upcoming webinar.


The Case for Scheduling Software: 

  • Integrate Desktop Video into any Videoconference

  • Dramatically Improve Operating Efficiencies

  • An Instantly Updated, Centralized Corporate Calendar

  • Reduce Total Cost of Operations

Scenario 3: The Manual Booking Process

We’re in the early stages of working with a new Managed Service Provider. I was shocked to learn they book all customer conferences manually from Faxes they receive. Meeting changes and cancellations create mass confusion, adversely effecting customer satisfaction.

As it turns out; they’re not the only ones! Dozens of MSPs AND companies do the same thing, putting great strains on their cost of operation as they have AT LEAST 1/3rd more back-end employees than necessary. Not only does this drive a very high cost of operations for the MSPs, it also limits their market competitiveness as they have to charge significantly more for their services.


The Case for Scheduling Software: 

  • Automate Dozens of Manual Tasks for both Scheduling Meetings and Launching Calls. 

  • Dramatically Reduce Operating Expenses for Enterprises & MSP’s Back-end Staffing Requirements.

Scheduling is all we concern ourselves with… Taking your Scheduling pain-points and smoothing out the rough spots by automating them through our software. Scouring the industry for new directions and seamlessly integrating them into your business workflow. Soliciting input from our MSP, Reseller and Distributor partners. Gaining insights from VNOC operators and System Administrators. And now all of this effort is coming together to deliver what we believe will be our best product release ever in Spring 2013. We can’t wait to show you a sneak peak of what we’ve done-coming very soon!

We look forward to hearing your stories, so make sure to send them to me here.

Thanks so much for your time,

Dan Gallo, 



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