Video Topics - Internet Video Blog, Links and News

Tips for successful video conferencing

Video conferencing can be a great tool to share information with and bring together people from a number of different locations but before you host a videoconference think about these video conferencing tips.

Know the details

• Learn the equipment you will be using. Have a test run before hand – work the control panel for the video room equipment, preset the video camera positions, work the microphone mute button and adjust volume.
• Get in the habit of pre-event testing. Thirty minutes before the conference is to begin, recheck your VCR, document camera, computer, etc.
• Adjust your audio levels during the testing time prior to the conference, not after the conference begins.
• Know your environment. Check the physical layout of the room for audio echo and appropriate backgrounds and lighting.
• Make sure all conferencing sites understand the issues of open vs. muted microphones.
• As a courtesy to participants, please inform them that the microphones may pick up private conversations made during the session.
• Know how to troubleshoot glitches, or have the phone number on hand to contact someone who can.
• Have a contingency plan and a sense of humor!

Getting Down to Business

• Determine the time and length of the conference.
• Keep the meeting focused. Its easy to be intimidated or awed the first few times you see technology at work.
• Prepare an agenda, set objectives, and prioritize just as you would for any meeting. Make sure all sites have whatever materials they need.
• Identify yourself when speaking for the first time. Speak naturally in the direction of the microphone.
• Encourage everyone to participate, and pause in your own speech occasionally.
• Establish eye contact with the web camera. Look up every 5-10 seconds.
• Speak a little louder and a little slower than you would in a conversation. Vary the volume and rate however; a monotone will quickly cause people to lose attention.
• Be aware of the image you are projecting. Avoid faces and keep your hands relatively still.