- Establish a format
- Have one person conduct the meeting. This person should be knowledgeable with the equipment and confident in handling the meeting.
- Generate rapport with people at the beginning of the meeting.
- Take roll call of attendees if necessary.
- Announce protocol for being recognized when participants would like to speak.
- Encourage participants to speak up if they cannot see or hear. Participants may be cheating themselves out of knowing what is going on by remaining quiet.
- Politely remind participants that microphones are “live” if they begin to chat or become disruptive. You may wish to mute mics and ask for questions at a particular time, at which time mics can be then be turned back on at the sites.
- Call participants by name if possible.
- If privacy and security are an issue, videoconferencing should not be used.
- Consent of the participants is required if the videoconference will be recorded or broadcast.
- The microphones are active all the time. Do not say things that you do not wish everybody to hear because you can be heard at all times.
- Speak in a clear, natural voice. The microphones are sensitive so please avoid excessive noise.
- There is a 2 second delay before the video switches to the person who is speaking; however there is no delay in the audio.
- Avoid covering the microphones or you will not be heard.
- Monitors display the local and receiving sites.
- The monitor on the left displays only one receiving site. The site that appears is determined by who is speaking or was last to speak. If more than one person is speaking, the Network will switch to the strongest signal.
- The monitor on the right always displays the local site. If someone from your site speaks, you will still see another site, however all other sites will hear and see you.
Camera and Other Video Sources
- One camera shows the audience or students and one camera shows the instructor/presenter.
- Both cameras can pan or zoom.
- A visual presenter (aka document camera) displays printed materials or objects.
- Videotapes, and other computer-generated information (i.e. Internet access and computer software) can also be shown on the network.
- Establish a “protocol” or method of being recognized at the start of the class/meeting.
- When speaking you should say: “This is (your name) at (your site).”
- Consent of participants is required if the videoconference will be recorded or broadcast.
- To optimize interaction in a class or event, consider a manageable number of sites. If an event/class involves a large number of sites or participants, interaction will be limited. A question and answer session is recommended.
Presenting on Camera
- Be natural.
- Speak and move naturally.
- Maintain eye contact with the people on the screen as you would if you were meeting in person.
- There is about a half second transmission delay so pause briefly for others to comment.
- It is a good idea to introduce yourself to others at the beginning.