Videoconference Tips and Etiquette

Before the conference: E-mail handouts and PowerPoint presentations to remote site participants 1-2 weeks ahead of time

Pre-Conference Set-up Time:

Camera

Frame your camera prior to the start of the conference. Zoom in appropriately to maximize the size of the group, leaving extraneous background out of the picture.

You can preset various camera frames before the conference starts--a whole-group frame, as well as close-ups of sections of the larger group.

Participants should appear to be making "eye-contact" which will occur if the camera is placed at the top of the TV monitor.

Check for glaring background lighting behind or to the side of your subjects. This will cause the room to darken. Direct the camera away from the light source and the room will brighten up.

Is the background a distraction or unattractive?

Audio

Conduct a sound check with all the sites before the conference start time.

Audio feedback may occur over the entire system if any of the sites are not adjusted accordingly.

  • Microphone should be placed at least 5 feet from the speakers.
  • If in a round table configuration, place mic in the center of the group.
  • If in a classroom configuration, place mic at the front of the group.
  • Volume levels: Set the TV volume at 40-50%; set the Polycom volume to about 40% and adjust as needed.

Conduct a short audio and video "rehearsal" just before the conference starts. (Participants can introduce themselves to test video appearance and sound levels.)

 

During the Conference:

Avoid adjusting the camera or microphone once the conference starts.

Maintain your focus of attention. Multi-tasking during a videoconference can have the same effect on your presenter as if you were sitting in the front row.

Be aware of your facial expression, body language, and how the presenter or far sites will be viewing you

Sites should speak one at a time.

  • Mute your microphone whenever you are not speaking. Any movement, shuffling of papers, pencil tapping, side comments, etc. near an "open" mic may be heard just as loudly as an intended response. Combined ambient noise from multiple sites can be very disrupting.
  • Identify yourself and site when initiating a response or question.