video conferencing etiquette click here to enter

of 41 /41
Video Conferencing Etiquette CLICK HERE TO ENTER Basic Guide

Author: videoguy

Post on 10-Jul-2015




3 download

Embed Size (px)


  • Video Conferencing EtiquetteBasic Guide

  • InstructionsDuring this module use the following buttons at the bottom of each page to navigate your way through:To move to the next slide clickTo move to the previous slide click To return to the home page clickTo return to the main menu click To return to a section menu click Section Menu

  • MenuAims of TrainingRoom DynamicsMicrophone TipsWhat not to Wear!Call PreparationMeeting Etiquette

    6.During a Call7. Visual AidsSummaryFurther SupportEvaluation

  • Aims Of TrainingThis online module aims to help you get the best out of using video conferencing by enabling you to:Identify common issues associated with video conferencingOvercome these issuesEffectively use video conferencingEnjoy using video conferencing

  • Aims of TrainingVideo conferencing is being increasingly used for meetings and training, particularly in more rural areasThe best way to get used to using video conferencing is through practice and building your confidenceThis guide will enable you to do this by helping you overcome some of the common pitfalls of video conferencing

  • Section 1: Room Dynamics

    Background coloursBackground texturesLighting

  • Background ColoursPastel colours, especially blue work best

    Large areas of bright white are less desirable

    Section 1 Menu

  • Background texturesTextured walls or curtains are good as there is less reflection for cameras to pick up

    Glass should be avoided as it can cause reflectionSection 1 Menu

  • LightingCurtains and doors should be kept shutLighting should come from overheadParticipants should not be positioned in front of the lighting as this can cause shadowsOverhead lights should not be seen by the camera as this can cause interferenceSection 1 Menu

  • Lighting 2Natural light is not good for video conferencing so avoid cameras facing windows or cover windows with curtains.

    Click here to look at an example of good and bad lightingSection 1 Menu

  • Lighting 3This is the same room in the same lightingThe only difference is that in the picture on the right hand side the curtains are closedNotice the difference in light with no other changes being madeSection 1 Menu

  • Section 2: Microphone Tips

    PositioningUnwanted NoiseMute Microphone

  • PositioningMicrophone placement is very importantTry to have the microphone at an equal distance from all participants2-3 feet is the best distance

    Section 2 Menu

  • Unwanted NoiseMicrophones are very sensitive and pick up many unwanted noises such as side conversations, rustling paper and tapping pens!Try to avoid moving the microphone during video conferencing as this can cause loud interference at the other endIt is also worth remembering that when you first connect to a call your audio comes through before the visual so be careful what you say!Section 2 Menu

  • Mute MicrophoneIf you are not talking for any length of time you may want to mute your microphoneDoing this will eliminate any unwanted noiseRemember to turn it back on when you want to speak!!The chair may want to take control of the microphone controls as they can also control the far end microphoneSection 2 Menu

  • Section 3 : What Not To Wear!


  • ColoursColours that work well include pastel shades, bright blue, pink and greenColours to avoid are dark blue, black, red and white.Light coloured clothing can appear washed out at the other endSection 3 Menu

  • PatternsPlain clothing is idealPatterned clothing or anything with defined stripes are to be avoided!As with wall coverings soft textures work bestAvoid any clothes that are shinySection 3 Menu

  • Noise?!Although the majority of clothes make virtually no noise some clothes can make rustling noise which can be picked up by the microphoneSection 3 Menu

  • Section 4 : Call Preparation

    Familiarise YourselfHave an AgendaAppoint a Chairperson

  • Familiarise YourselfFamiliarise yourself with:The roomThe equipmentHow to operate the equipmentLeave time before the call to check everything works you may want to check the dial-up connection as wellSet your camera up before the callSection 4 Menu

  • Have an AgendaPrepare the agenda beforehand to give the video conference a structureOn agendas it is a good idea to write protocols e.g.:Mute microphones when not in useAsk for attention by raising your handCamera positionSection 4 Menu

  • Appoint a ChairpersonThe chairperson plays a key role in controlling the meeting and the video conferencing equipmentThey should also ensure participants stick to the agendaThe chairperson should ensure that all participants get an equal opportunity to input/ask questionsSection 4 Menu

  • Section 5 : Meeting Etiquette

    Introduce EveryoneAsk for AttentionEntering or Leaving

  • Introduce EveryoneAsk for everyone to introduce themselves

    The chairperson may find it useful to make a note of who each person is in each locationSection 5 Menu

  • Ask for AttentionAsk participants to raise their hand, if appropriate, to speak or ask a question to prevent people talking over each otherSection 5 Menu

  • Entering or LeavingAnnounce, when applicable, who is entering or leaving the room so that all participants know who is taking part in the meetingSection 5 Menu

  • Section 6 : During A Call

    Clearly Not Louder!!One at a TimeDelayCamera Use

  • Clearly Not Louder!!Always try to speak clearly and slowly, not louder!!Most modern video conference equipment has auto gain levelling which evens out different voice volumes anywaySection 6 Menu

  • One at a TimeTry not to speak over other people when they are talkingIf questions are being taken from different locations the chairperson should repeat the question to ensure that people at all locations heard itSection 6 Menu

  • DelayBe aware that there is slight delay (approximately 3 seconds) between when you finish talking and the remote site hears youWait for an extra few seconds for the far site to respond to your questions or responsesSection 6 Menu

  • Camera UseBefore you start the conference set your cameraThe larger you are on screen the easier it is for people to see your facial expressionsIf you are too small on the screen the people will only be able to make out figures and will not see who is talking

    Click here to look at an example of good and bad camera settingsSection 6 Menu

  • Camera Use 2Fill The ScreenSection 6 Menu

  • Camera Use 3Camera Presets if you will be moving the camera during the meeting use the preset facility to set different shotsLook into the camera, not the screen! Otherwise it will seem as if you are not looking directly at the participants at the far endSection 6 Menu

  • Section 7 : Visual Aids


  • PowerpointUse light pastel colours for the background, especially blue or greenIf possible link your computer to the Video Conference equipment so that the far end will see the full slide show in their screenA minimum font size of 30 is recommendedUse colours that work well and are easy to make outSection 7 Menu

  • PicturesPictures may not appear at the far end in the way that you see them because of resolution etc.

    Only use good quality picturesSection 7 Menu

  • Videos/ClipsStandard VCRs can be connected to most units and can either record the conference or play a video to the participants

    Section 7 Menu

  • SummaryUsed effectively video conferencing can be a low cost, useful way of bringing people in different areas togetherThis module has helped you to set up the camera, room layout, powerpoint slides etc.The best way to learn how to use video conferencing effectively is through practice and experienceClick here to return to the main menu

  • Further SupportThe original presentation on which this module is based can be delivered by an interactive video conference training session click here for information about this trainingStewart Wilkie conducted research into telemedicine in general practicePlease contact Carole Stoddart ([email protected]) for further support

  • EvaluationPlease take 5 minutes to complete the attached evaluation formClick here to open the evaluation form please save or print this file E-mail/post your evaluation form to Kishwar Shah as indicated at the end of the evaluation formA certificate demonstrating your participation in this CPD Activity will be issued on receipt of your evaluation form