Best Practices – Video Conferencing Etiquette

Before the video conference you should know the following:

• How to mute and un-mute your microphone
• How to dial out
• How to accept an incoming call
• The voice telephone number for each conference location
• The video support number for VCS (Toll Free: 1-800-910-9601 | Fairbanks Local: 450-8390)
• The dial-in numbers for each conference location
• The fax number for each conference location

Here are some additional tips to make your video conferences more effective and efficient:

• The setup time is crucial for establishing successful connections and should be taken advantage of by all sites.

• When room scheduling permits, dial into or have the bridge call each conference location at least 10 minutes before the conference begins. This allows problems to be identified and resolved prior to the start of the meeting. Standard practice for multipoint video conferences will be for the bridge to call the endpoint 10 minutes prior to conference start and continue to call until answered.

• Check all cameras to be sure that important conference elements (such as the table where everyone will sit, whiteboards, and sketch pad easels) can be displayed as needed. Be aware of which camera you are using. If you switch to an auxiliary camera to show a whiteboard or a graphics stand; switch back to the main camera when the discussion turns to other topics.

• Provide good lighting. Avoid back lighting.

• Ensure the microphones are properly positioned before dialing into a video conference.

• Eliminate background noises near microphones (for example, fan, disks).
  
   
• Label your site clearly with a banner so other people know who/where you are. Make sure you remove the banner and place your camera on the participants once the conference begins.

• Watch clothing colors. Plaids and bright clothing can alter the clarity and integrity of the transmission. White clothing should also be avoided as it can "glare" under the lights. When choosing clothes for the videoconference, keep it simple—warm, solid colors are always a good choice.

• If written, graphical or computerized information will be used during the meeting, communicate the information with all sites, either by sending it in advance of the meeting or by using the system to transmit the material during the meeting.

• Dial into all conferences with your microphone muted. During the Meeting introduce yourself and other participants when your site joins the conference.

• Many systems have a voice activated switching feature to automatically switch the camera to the speaker. Announce your name when you start speaking. Speak calmly and slowly allowing the camera to adjust and focus on the speaker. Don't interrupt. Interrupting another speaker causes the voice activated switching to become confused.

• Use names to direct questions to specific people.

• Make it a standard practice for all sites to mute their microphones when not speaking. This allows the current speaker to be seen by all sites without interruption.

• Be aware of the transmission delay, pause for others to comment. Start talking and keep talking and don't hesitate because you see or hear something unexpected. Small delays are always present. Don't ask, "Can you hear me?” After speaking, pause to allow others to comment.

• Ensure when setting the camera that overhead lights are not seen and the reflection of any lighting on the table are not on camera. Make sure any blinds and doors are closed.

• Avoid touching your face, fidgeting or moving too much.

• Small noises can be big distractions. Avoid shuffling paper, covering the microphone, tapping fingers or clicking pens. These noises are easily picked up by the microphone and transmitted to the far end.