Lync Room System

1. Lync Room System March 2013 • IDIS# 28176 Usability Research Julie Foster

2. The Contents • Study Overview • Key Insights • Top Usability Issues • Key Insights In-depth • Find Tutorial • Join a Meeting • Connecting a Lap Top • Adding Participants • Using IM • Starting a Whiteboard • Emailing a Whiteboard • The Data • System Usability Metric by Task • Usability of Control Pad

3. The Study Purpose & Goal The purpose of these evaluations was designed to gather user feedback and uncover any potential product or user issues prior to shipping. Participants 11 participants who attend daily to weekly team meetings and/or have experience with remote meetings and use a whiteboard to convey ideas. Method Participants performed tasks related to managing and/or attending a scheduled meeting and an Ad-Hoc meetingusing the Room System.

4. Key Insights

5. Top Usability Issues • Visibility of System Status The system provides feedback to keep users informed about what is going on • When transitioning between states • When an option, feature or function has been selected • When waiting for a response 2. Error Prevention Present users with a confirmation option before they commit to the action • When signaling to users that their desk top is about to go live, the signal must be sustained until they select an option, and it must be bright enough to capture attention. 3. Help Instructions for use of the system should be visible or easily retrievable • Users expect to find a well illustrated step-by-step tutorial on the control pad 4. Consistency Users should not have to wonder whether different words, situations, or actions mean the same thing • Using the same term throughout to represent participants

6. Key Insights

9. Key Insights In-depth

10. The Tutorial Issues: 100% of users tested could not locate the tutorial, even while it was running • . • Users expected the tutorial to be on the Control Pad, where all of the room and meeting controls are located. • The expectation of users was to see a visual step-by-step instruction set in which they could slide through. (step 1……step 2……, etc) . Welcome to Room System To begin, please press the scheduled meeting highlighted in blue using the Control Pad device Tutorial button featured here

11. Joining a meeting • Good: • 100% of participants were able to join a scheduled meeting and start an ad-hoc meeting • The concept of what to do was understandable • Seeing the Display and Control Pad with the same information, participants were able to make a connection and select the appropriate meeting. • Participants understood the Meet Now function • Creating an ad-hoc meeting was easy • Participants understood the limitations associated with Meet Now opposed to having a scheduled Lync meeting

12. Connecting a Lap Top • Good: • 100% of participants were able to locate, connect and present content from the lap top • 85% of participants expect to bring their lap top to a meeting in order to present a report • 100% stated that the process was seamless “How would you describe the experience?” “It was good, not much to think about really. I just plugged in the cable and poof the desktop was on the big screen. Pretty cool.”

13. Adding Participants • Good: • 100% of participants were able to successfully locate and add participants

14. Adding Participants • 100% of users tested were confused as to whether the participant they selected had actually joined the meeting Issues: • Most users had difficultly making the connection as to whether the participant they selected was actually selected until they showed up in the Participant Queue. • Users wanted to add multiple people at one time, but were unable to. • There was confusion when newly added participants showed up as presenters. • There is contextual confusion with the Begin Meeting button when the user is adding participants. • Users became frustrated when attempting to type in the text box, only to have a keyboard icon appear and block their vision

15. Adding Participants Recommendations: • Provide users the ability to invite more than one participant at a time to the meeting • Remove the keyboard icon that shows up when people finger over the text box • Change Begin Meeting button to “Ok” Select multiple participants

16. Adding Participants Using different terms to describe one function is confusing to users Recommendations: • Use a notification such as highlighting that informs the user that the participant has been selected • Change the wording from Presenters to Participants Pending in order to maintain consistency and provide direction

17. Using IM Good: Users familiar with Lync desktop were successful in initiating an IM, some also recognized and utilized Lync status notifications • 100% of users were able to locate and begin an IM message

18. Using IM Issues: • Some users had a difficult time seeing the IM text box. • Users were confused once they tapped inside the IM text box to be transferred to another screen. • Users did not know to whom an IM was going to • Users want to IM people prior to inviting them to an Ad-Hoc meeting, however are unable to.

19. Using IM Recommendations: • Utilize the open real estate by placing the IM text box in the center of visual awareness • Reduce the IM process to one screen • Include an “Add” option that allows users to access a company directory and IM people • If IM is to all meeting participants, then list participants in the to box • Include a notification to users that their IM default is the Lync Conference Room. This message is being sent from Conf room # Add Tap to start IM

20. The whiteboard • Good: • 100% of users were successful in accessing and starting a whiteboard • 100% of users were satisfied with the whiteboard features • “The coolness factor alone sets it apart” • “I love that I can select a shape and create a graph” • “Home run for the Lync team” • 6 out of 11 participants stated they want one in their office

21. Emailing a whiteboard • Good: • 100% of users were successful in accessing and emailing a whiteboard • 82.3% of users were satisfied with the email feature

22. Emailing a whiteboard • Issues: • Users have to select and add each meeting attendee one at a time in order to email a whiteboard. • There is no subject box for users to incorporate with the email feature of the whiteboard; recipients are left to guess what the subject of the whiteboard session was. • Users need notification that the conference room is the default

23. Emailing a whiteboard TO (click to remove) : Arty Choke Walt Nutt PPt #3 • Recommendations: • Populate a list of meeting attendees in the email To: box and allow users to Unselect or Add names. • Include a date stamp or a subject box for users to label the whiteboards being emailed. • Provide users with notification that the conference room is the default. • Provide users with a warning prior to leaving a meeting and give them the option to email whiteboards or loose their work. ( If Yes, then return to the email whiteboard page) Subject: Work group agenda This message is being sent from conf room # You are about to leave the meeting and loose your data. Would you like to email whiteboards prior to leaving the meeting? Yes No

24. The Control Pad Good: 100% of users understood the purpose and function of the controls Issues: • 47% of users were confused by the state of the Speaker On/Off Recommendation: Report the current state of the speaker • Speaker On when speaker is on • Speaker Off when speaker is off

25. The Data

26. System Usability Metrics By Task Raw Data n = 11

27. Raw Data n = 11

28. The Future

29. Lync Room System in the future Defying The Rules Keep your head in the cloudand touch everything • Create mobile and tablet based applications that allow users to conduct and manage a Lync Room Meeting from their device • Provide users with the ability to access their presentations from cloud based document storage (Skydrive) • 3. Create an interactive whiteboard that allows users to layer annotations, comments, and writings: compile and email • 4. Develop a program within LRS that records the meeting and/or “Takes Notes” • 5. Make Lync Room System the ONLY device users will ever need in a meeting • 6. Explore options beyond the typical conference room • Massive Online Open Courses