4-page Case Study
Posted: 2/19/2013
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TV Record Global Broadcaster Reduces Travel and Enhances Collaboration with Communications Upgrade

When TV Record in Brazil prepared to broadcast the 2012 Olympic Games, it knew its offices in Brazil needed to maintain constant contact with the broadcast team in London. Luckily, the company had a communications solution, Microsoft Lync Server 2013, that helped it control costs for phone bills and conferencing services. TV Record used Lync Server 2013 constantly during the games to ensure broadcast teams in each country could share ideas and thoroughly plan broadcasts. With more than 5,000 employees in offices on five continents, the need for effective communications at Record goes beyond the Olympics. Record is using Lync to help its geographically distributed teams work together effectively and reduce costs on phone bills and travel expenses.

Situation
TV Record is a leading global broadcaster headquartered in São Paulo, Brazil. It offers television broadcasting services under the brand Record TV network, which was the first broadcast TV service in Brazil. It currently operates 107 regional television stations in Brazil and its channels include a Brazilian news channel called Record News.

Record also produces its own content from 11 studios located in São Paulo and 10 studios in Rio de Janeiro. This content is broadcast in more than 150 countries by Record International. Record Entertainment produces movies, plays, and other entertainment events. Another division, R7, operates a successful web portal that delivers entertainment along with other content, and has more than 1 billion page views a month.

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* One of the most notable benefits from Lync is that we have fewer employees flying between São Paulo and Rio. The benefits go beyond reducing travel; we reduce costs for hotels and mobile calls. We also find that employees are more productive when they are not traveling. *

Carlos Eduardo Bernardo
Infrastructure Coordinator, TV Record

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With so many varied operations and offices on five continents, Record has some unique communications challenges. Its news bureaus in foreign countries must stay in touch with the production staff in Brazil to plan stories. Its production studios in São Paulo and Rio de Janeiro have teams that constantly collaborate. The company also needs to communicate with partners in the 150 countries where its content is broadcast.

Record wanted to facilitate effective collaboration among its staff, and it also wanted to reduce its costs for international calls and travel between offices. Employees frequently traveled between offices in São Paulo and Rio de Janeiro, and Record believed most of those meetings could happen online if it had an effective conferencing solution that was easy to use.

To help facilitate communications among its staff, Record deployed Microsoft Office Communications Server 2007 R2 (now called Microsoft Lync Server), which provided instant messaging, presence, and conferencing capabilities to employees. Office Communications Server 2007 R2 was a success, and employees adopted the instant messaging and presence capabilities to get questions answered quickly. The conferencing capabilities and PC-to-PC calling for ad-hoc meetings and desktop sharing to collaborate on projects also helped facilitate collaboration on projects.

Solution
Looking to expand the benefits that employees experienced through Office Communications Server and to provide them with the latest Microsoft communications capabilities, Record deployed Microsoft Lync Server 2013. Lync Server 2013 delivers enhanced capabilities for conferencing and connecting to external users, in addition to advanced disaster recovery options to ensure high availability.

Record now has 1,100 employees who use Lync Server 2013. Employees especially depend on presence information shared across Microsoft Office applications to enable quick communication. These employees can access features like the contact card, which is available across all Microsoft Office applications. By hovering the mouse over a contact’s picture, they can display a colleague’s contact card that shows the contact’s presence, status note, location, and organizational details. Employees can receive an email notification and immediately see if the person is available to answer questions. They can initiate a call or chat directly from the email and get an immediate reply, or they can escalate communication to an audio call or online meeting, rather than trying to get questions answered by going back and forth in email messages.

Through the Microsoft Lync 2013 desktop client, employees can easily hold meetings with people throughout the company. Record used Lync extensively during the 2012 Summer Olympics to hold meetings between teams in London and São Paulo. “We easily connect with people regardless of their location,” says Anderson Gonçalves de Moura, IT Manager at TV Record. “If we see they are available, we can start a chat or a call and share a desktop to work on a presentation.”

Record has been encouraging employees to use videoconferencing, and the Lync 2013 gallery view is making that option more popular. The Lync gallery view enables employees to see up to five video streams so that they can see the reactions of others to the presentation, identify the active speaker, and associate names with faces.

IT is using the Lync 2013 desktop sharing capabilities to provide support to employees when they encounter problems with their computers. The support desk staff can use desktop sharing to take control of an employee’s desktop and work through an issue quickly rather than trying to provide instructions over the phone.

To promote online meetings and PC-to-PC calling, Record has provided employees with a variety of communications endpoints. “Our employees really enjoy using the Jabra headsets and find the audio quality to be excellent. We have a number of options, so they can find a headset they like,” says Moura. Record also uses Polycom IP phones and conferencing devices like the Polycom CX3000, which it finds easy to use.

For videoconferencing, Record has distributed a number of Microsoft LifeCam high-definition (HD) web cameras. “The Microsoft webcams provide a really nice picture and are plug-and-play with Lync. Employees find them easy to use,” says Moura.

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* Lync 2013 provides HD video that looks great and has great response times. The Lync gallery view also makes the experience more like being together in a meeting room. *

Helio Catão Barboza
Project Coordinator, TV Record

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Because Lync is a critical piece of infrastructure for Record, the company took advantage of the high availability and disaster recovery options available in Lync Server 2013. Record deployed Lync Server 2013 at two sites. Each site has a pool of front-end servers. If one pool has an issue, employees’ accounts can be transferred to the other pool with no loss of functionality. All of the Lync server roles have been virtualized using Hyper-V virtualization technology.

Benefits
Record is using Lync Server 2013 to promote communications among employees, while at the same time cutting back on travel and expensive international phone calls.

Reduced Costs
Record is using Lync to reduce employee travel. “One of the most notable benefits from Lync is that we have fewer employees flying between São Paulo and Rio,” says Carlos Eduardo Bernardo, Infrastructure Coordinator at TV Record. “The benefits go beyond reducing travel; we reduce costs for hotels and mobile calls. We also find that employees are more productive when they are not traveling.”

Employees are also making PC-to-PC calls through Lync instead of using the telephone. “When our team was in London for the Olympics, they frequently needed to call the office. Using a mobile phone to call Brazil from London could cost [US]$10 per minute. We can save all of that money by using Lync,” says Moura.

Simplified Communications
The Lync 2013 client helps to unify all of the communications capabilities that Record employees need into one easy-to-use application. “Everybody here agrees how much we like the ability to join all of our meetings from the same client,” says Moura. “The interoperation with Microsoft Outlook and the click-to-join option from the meeting reminder is also great.” Record employees also like being able to access the Lync contact card by simply hovering over someone’s picture and the fact that the contact card is available from all Microsoft Office applications.

“Lync is so easy to use that employees use it for meetings even when they are in the office,” says Bernardo. “They can share desktops and work together without leaving their desks. And with videoconferencing, they still feel like they see each other.”

Improved Conferencing Quality
With the deployment of Lync 2013, more people at Record are using videoconferencing. The company attributes the increase to the use of HD video and the Lync gallery view. “Lync 2013 provides HD video that looks great and has great response times. The Lync gallery view also makes the experience more like being together in a meeting room,” says Helio Catão Barboza, Project Coordinator at TV Record.

Improved Availability
Lync Server 2013 is a critical application for Record and it cannot afford to have downtime. By using linked pools with automatic failover between sites, it will provide the required redundancy to ensure that Lync remains available to employees even if a data center is unavailable. The redundant pools also mean that Record can perform updates to the servers and software without affecting employees.

Microsoft Lync Server 2013
Microsoft Lync Server 2013 ushers in a new connected user experience that transforms every communication into an interaction that is more collaborative and engaging—and that is accessible from anywhere. For IT, the benefits are equally powerful, with a highly secure and reliable communications system that works with existing tools and systems for easier management, lower cost of ownership, smoother deployment and migration, and greater choice and flexibility.

For more information about Microsoft Lync Server 2013, go to:
www.microsoft.com/lync

For More Information
For more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers in the United States and Canada who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:
www.microsoft.com

For more information about Rádio e Televisão Record S/A products and services visit the website at:
www.rederecord.r7.com

Solution Overview



Organization Size: 5000 employees

Organization Profile

TV Record is a leading entertainment company that produces and delivers content to television, Internet, and radio audiences. The company has about 5,000 employees and delivers entertainment content in more than 150 countries.


Business Situation

Record wanted to consolidate its communications solutions and provide an effective way for employees to collaborate between offices without traveling.


Solution

Record deployed Microsoft Lync Server 2013 to provide instant messaging, presence, conferencing, and voice capabilities to employees.


Benefits

  • Reduced costs
  • Simplified communications
  • Improved conferencing quality
  • Improved availability

Software and Services
  • Microsoft Lync Server 2013
  • Microsoft Lync 2013
  • Microsoft Outlook 2010
  • Microsoft Hyper-V

Vertical Industries
Broadcasters

Country/Region
Brazil

Business Need
  • Unified Communications
  • Business Productivity

IT Issue
Personal Productivity

Languages
English

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