Video Conferencing Etiquette

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Video Conferencing Etiquette

• Basic Guide

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Instructions

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

Section Menu
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Menu

• Aims of Training
• Room Dynamics
• Microphone Tips
• What not to Wear!
• Call Preparation
• Meeting Etiquette

• 6. During a Call
• 7. Visual Aids
• Summary
• Further Support
• Evaluation

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Aims Of Training

• This online module aims to help you get the best
  out of using video conferencing by enabling you
  to
• Identify common issues associated with video
  conferencing
• Overcome these issues
• Effectively use video conferencing
• Enjoy using video conferencing

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Aims of Training

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

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Section 1 Room Dynamics

• Background colours
• Background textures
• Lighting

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Background Colours

• Pastel colours, especially blue work best
• Large areas of bright white are less desirable

Section 1 Menu
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Background textures

• Textured walls or curtains are good as there is
  less reflection for cameras to pick up
• Glass should be avoided as it can cause reflection

Section 1 Menu
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Lighting

• Curtains and doors should be kept shut
• Lighting should come from overhead
• Participants should not be positioned in front of
  the lighting as this can cause shadows
• Overhead lights should not be seen by the camera
  as this can cause interference

Section 1 Menu
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Lighting 2

• Natural 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
lighting
Section 1 Menu
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Lighting 3

• This is the same room in the same lighting
• The only difference is that in the picture on the
  right hand side the curtains are closed
• Notice the difference in light with no other
  changes being made

Section 1 Menu
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Section 2 Microphone Tips

• Positioning
• Unwanted Noise
• Mute Microphone

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Positioning

• Microphone placement is very important
• Try to have the microphone at an equal distance
  from all participants
• 2-3 feet is the best distance

Section 2 Menu
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Unwanted Noise

• Microphones 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 end
• It 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
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Mute Microphone

• If you are not talking for any length of time you
  may want to mute your microphone
• Doing this will eliminate any unwanted noise
• Remember 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 microphone

Section 2 Menu
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Section 3 What Not To Wear!

• Colours
• Patterns
• Noise?!

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Colours

• Colours that work well include pastel shades,
  bright blue, pink and green
• Colours to avoid are dark blue, black, red and
  white.
• Light coloured clothing can appear washed out at
  the other end

Section 3 Menu
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Patterns

• Plain clothing is ideal
• Patterned clothing or anything with defined
  stripes are to be avoided!
• As with wall coverings soft textures work best
• Avoid any clothes that are shiny

Section 3 Menu
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Noise?!

• Although the majority of clothes make virtually
  no noise some clothes can make rustling noise
  which can be picked up by the microphone

Section 3 Menu
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Section 4 Call Preparation

• Familiarise Yourself
• Have an Agenda
• Appoint a Chairperson

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Familiarise Yourself

• Familiarise yourself with
• The room
• The equipment
• How to operate the equipment
• Leave time before the call to check everything
  works you may want to check the dial-up
  connection as well
• Set your camera up before the call

Section 4 Menu
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Have an Agenda

• Prepare the agenda beforehand to give the video
  conference a structure
• On agendas it is a good idea to write protocols
  e.g.
• Mute microphones when not in use
• Ask for attention by raising your hand
• Camera position

Section 4 Menu
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Appoint a Chairperson

• The chairperson plays a key role in controlling
  the meeting and the video conferencing equipment
• They should also ensure participants stick to the
  agenda
• The chairperson should ensure that all
  participants get an equal opportunity to
  input/ask questions

Section 4 Menu
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Section 5 Meeting Etiquette

• Introduce Everyone
• Ask for Attention
• Entering or Leaving

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Introduce Everyone

• Ask for everyone to introduce themselves
• The chairperson may find it useful to make a note
  of who each person is in each location

Section 5 Menu
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Ask for Attention

• Ask participants to raise their hand, if
  appropriate, to speak or ask a question to
  prevent people talking over each other

Section 5 Menu
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Entering or Leaving

• Announce, when applicable, who is entering or
  leaving the room so that all participants know
  who is taking part in the meeting

Section 5 Menu
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Section 6 During A Call

• Clearly Not Louder!!
• One at a Time
• Delay
• Camera Use

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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 anyway

Section 6 Menu
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One at a Time

• Try not to speak over other people when they are
  talking
• If questions are being taken from different
  locations the chairperson should repeat the
  question to ensure that people at all locations
  heard it

Section 6 Menu
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Delay

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

Section 6 Menu
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Camera Use

• Before you start the conference set your camera
• The larger you are on screen the easier it is for
  people to see your facial expressions
• If 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 settings
Section 6 Menu
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Camera Use 2

• Fill The Screen

Section 6 Menu
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Camera Use 3

• Camera Presets if you will be moving the camera
  during the meeting use the preset facility to set
  different shots
• Look into the camera, not the screen! Otherwise
  it will seem as if you are not looking directly
  at the participants at the far end

Section 6 Menu
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Section 7 Visual Aids

• PowerPoint
• Pictures
• Videos/clips

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Powerpoint

• Use light pastel colours for the background,
  especially blue or green
• If possible link your computer to the Video
  Conference equipment so that the far end will see
  the full slide show in their screen
• A minimum font size of 30 is recommended
• Use colours that work well and are easy to make
  out

Section 7 Menu
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Pictures

• Pictures may not appear at the far end in the way
  that you see them because of resolution etc.
• Only use good quality pictures

Section 7 Menu
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Videos/Clips

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

Section 7 Menu
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Summary

• Used effectively video conferencing can be a low
  cost, useful way of bringing people in different
  areas together
• This 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
  experience
• Click here to return to the main menu

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Further Support

• The original presentation on which this module is
  based can be delivered by an interactive video
  conference training session click here for
  information about this training
• Stewart Wilkie conducted research into
  telemedicine in general practice
• Please contact Carole Stoddart (carole.stoddart_at_ne
  s.scot.nhs.uk) for further support

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Evaluation

• Please take 5 minutes to complete the attached
  evaluation form
• Click 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 form
• A certificate demonstrating your participation in
  this CPD Activity will be issued on receipt of
  your evaluation form