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

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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

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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!

ColoursPatternsNoise?!

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

PowerPointPicturesVideos/clips

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

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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 (carole.stoddart@nes.scot.nhs.uk) 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