Developing Your Pilot Plan

Planning your Kaptivo Pilot

Successful pilots all start with a good plan. We recommend your plan covers four key areas:

1. Technical assessment
2. Identify key stakeholders, their motivations and objectives
3. Communications and outreach
4. Rollout and measurement

1) Technical Assessment

Assess all the technical requirements for physically deploy Kaptivo in your organization.

Choose Rooms

• How many rooms are getting Kaptivo? (4-12 rooms are suggested)
• What sites will get Kaptivo for the pilot?  (2 sites are suggested)
• What department’s or group’s users are likely to value Kaptivo?  
• Is Kaptivo replacing an existing tool/process?
• Does your company use collaboration or conferencing systems?

Example:

• We plan to pilot Kaptivo deployment with our engineering teams in San Francisco, US, and Cambridge, UK, because they are heavy whiteboard users.
• 6 units will be deployed for the pilot in conference rooms: X, Y and Z in San Francisco and meeting rooms A, B & C in Cambridge.
• All of the target rooms have 6’x4’ (1.8m x 1.2m) glass whiteboards already and are equipped with Zoom Room video conference systems.

Deployment Considerations

• What Kaptivo configuration and accessories do I need for my deployment?
• Do we have suitable network and power outlets available in each room?
• Are physical mounting requirements addressed?
• Are security requirements addressed?
• Are network and cabling requirements addressed?

Example:

• The rooms for the pilot are all existing Zoom Rooms running on a NUC mini-PC. We need the Kaptivo for Zoom Rooms bundle that includes the Kaptivo Cast and HDMI-to-USB adaptor.
• All rooms for the Pilot have power-over-ethernet ports available on the same wall as the whiteboard.
• The Kaptivo cameras will be attached to the wall with the standard wall mounts (screw mounts drilled in - ask Facilities Management to do this).
• The Kaptivo Cast units will be mounted behind the TVs in the same way as the NUC mini-PCs. There are spare network ports available.
• IT InfoSec team has already reviewed Kaptivo, including its security guide, and given approval. Kaptivo unit MAC addresses need to be whitelisted by IT before deployment.  

2) Key Stakeholders

Agree who is involved in the pilot

• Project manager
• IT / Change Manager
• Internal Communications
• Site Leads
• Line-of-Business (LOB) reps

Example:

• Project manager for Kaptivo pilot deployment is Sarah H (AV Manager)
• Pilot project team also includes: John (IT), Jane (Eng. Dir), Stacy (Marketing), Dave (FM)

Understand Motivations and Objectives

• Are there key strategic/business objectives or initiatives that Kaptivo can tie in to?
• Are there specific processes that are a focus for Kaptivo pilot?
• What are the highest value use cases and new ways of working we would like to showcase in pilot rollout?

Example:

• There are two company initiatives that this pilot fits into well:
• ‘Reduce travel costs by 10%’ - improved remote collaboration can reduce the number of face-to-face meetings needed
• ‘Deploy standard collaboration tools in all offices worldwide, based on Zoom and Slack’ - Kaptivo integrates with both Zoom Rooms and Slack
• The following meetings often involve a lot of whiteboard use:
• Weekly engineering planning meetings (UK-US)
• Ad-hoc architecture development meetings
• We want to share a live view of the whiteboard during meetings and also capture a summary of the whiteboard content in a single PDF to share afterwards

3) Communications and Outreach

Announcing Kaptivo

• What communications channels do we have open to us? How can we exploit all of them?
• Who will create a communications plan?
• Who will sponsor and send communications?

Example:

• Sarah, as PM for the Kaptivo pilot will work with Stacy in Marketing to create comms plan.
• Emails will go out to all parties involved, from Sarah.

Building a Communications Plan

• Create a plan for starting the buzz about Kaptivo,
• Make a checklist and guide to get support from leaders/sponsors, create awareness, and stimulate demand
• Use Cases
• Adoption toolkit, banners, stickers, posters, flyers, Quick Cards, videos
• Email templates (per Line-of-Business, finance, engineering, marketing, etc)

Example:

• Two weeks before pilot start we will email all team members with a summary of what will be happening, what the aim is, and how it will will work (include brief Kaptivo video)
• One week before the pilot starts, we will hold a lunch and learn for the team members and will explain what is going on and provide brief training

In-room Collateral

• Kaptivo provides a variety of materials and guides that you can use to explain and train your staff about the use of Kaptivo

4) Rollout and Measurement

Defining a Timeline

Make a plan for a smooth roll-out:

• What commitments have been made regarding timing?
• When will the Pilot launch?
• Will we roll out to different rooms / groups in phases? In what order?
• What needs to happen first? What are the milestones and dependencies?
• Are we retiring another collaboration service at the same time? By when must this happen?
• What dependencies do we have from elsewhere in the business?
• Do all of the activities in timeline have owners? Do we have sufficient resource to deliver on time?
• What risks have we identified that may impact the rollout?

Example:

• Pilot deployment will last for 4 weeks, starting on Monday 4th Feb and finishing on Friday 1st March.
• All units will be installed and tested during w/c 21st Jan. (Owners: Dave & John)
• All units to be added to the management portal by 28th Jan and verify that usage analytics are being gathered (Owner: Sarah)
• Check that all rooms have table-tent with instructions on system use (Dave)
• Training to be run by Sarah on 1st Feb
• We will review usage data in the third week of the pilot, and the second week of March

Final Assessment

During the actual pilot phase, the important factors are:

• Does everyone know what is expected of them?
• Keep in regular contact with team members
• Is all of the equipment working smoothly?
• Use the management portal to monitor status (online/offline etc.)
• Do regular physical checks
• Are people using the equipment?
• Use the management portal to monitor usage analytics
• In the event of any issues - flag them up quickly
• Make sure that issue reporting is easy and everyone knows how to do it.

Example:

• Engineering team leader emails all team members to ask for feedback
• Pilot project manager collects and presents data to management