Technology Services - Telecommunications Services
Videoconferencing - Cost Justification
Videoconference Cost Justification Form
Copyright © 1995, VTEL Corporation, All rights reserved.
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Meeting Costs (Wages)
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Conventional Meetings
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Videoconferencing
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| A. Number of meetings per year that involve travel? |
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| B. Number of meetings that could be videoconferenced? (usually 50%
of A) |
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| C. Meeting length in hours (videoconferencing tends to be 20% shorter
than face-to-face meetings). |
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| D. Average number of attendees for your company/agency. |
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| E. Number of attendees who travel. (usually 50% of D) |
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| F. Average hourly wage of attendees. (salary+benefits/1900 hours) |
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| G. Annual meetings cost. (B x C x D x F) |
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Travel Costs
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Conventional Meetings
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Videoconferencing
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| H. Number of round trips (B x E) |
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| I. Average cost per round trip (total travel costs; ground, airfare,
meals, and lodging) |
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| J. Annual travel cost (H x I) |
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Lost Productivity Costs
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Conventional Meetings
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Videoconferencing
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| K. Average travel time in hours (time to travel to and from remote
site). |
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| L. Percentage of non-productive time while traveling. |
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| M. Average traveler wage/hour. (F) |
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| N. Number of round trips. (G) |
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| O. Lost productivity costs. (K x L x M x N) |
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Videoconferencing Costs
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Conventional Meetings
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Videoconferencing
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| P. Hours of Videoconferencing (B x C) |
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| Q. Equipment/facility costs (P x $20 average cost per hour x 2 rooms) |
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| R. Transmission costs (P x $100 average cost per hour) |
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| S. Videoconference costs (Q + R) |
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Total Costs
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Conventional Meetings
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Videoconferencing
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| T. Costs conventional meetings (G + J + O) |
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| U. Costs videoconferencing (G + S) |
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| V. Net savings with Videoconferencing (T - U) |
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