VIDEO CONFERENCE

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VIDEO CONFERENCE

• WHAT IS A VIDEO CONFERENCE?

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• A VIDEO CONFERENCE CAN BE DESCRIBED AS
  COMMUNICATION BY MEANS OF SOUND AND IMAGE
• REQUIRES THE USE OF DATA NETWORK-IP OR
  TELECOMMUNICA-TIONS NETWORK
• AS MANY AS FIVE PARTIES CAN BE CONNECTED
  SIMULTANEOUSLY

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• FOR MULTI PARTY CONNECTION, TWO ALTERNATIVES ARE
  AVAILABLE
• THE IMAGE IS DIVIDED, EVERYBODY CAN BE SEEN IN
  THE PICTURE SIMULTANEOUSLY WITH THE EXCEPTION OF
  FIVE-PARTY CONNECTION, WHEN ONES OWN PICTURE
  CANNOT BE SEEN.
• THE IMAGE IS GOVERNED BY SOUND, THE CAMERA
  FOCUSES ON THE PERSON TALKING

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POINTS TO CONSIDER PRIOR TO THE VIDEO CONFERENCE

• SET THE CAMERA POSITIONS IN ADVANCE
• THE PARTICIPANTS SHOULD BE SEATED CLOSE TO EACH
  OTHER
• WHEN TWO OR THREE PERSONS TAKE PART, ONE CAMERA
  POSITON MAY SUFFICE
• WHEN SEVERAL PERSONS TAKE PART, THE CAMERA IS SET
  WITH TWO PERSONS IN EACH POSITION

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THE VIDEO CONFERENCE

• THE PERSON FACILITATING THE CONFERENCE AND THOSE
  WHO WILL SPEAK ON SEVERAL OCCASIONS ARE SEATED IN
  A CENTRAL POSITION AND PREFERABLY IN THE SAME
  PICTURE
• START BY SHOWING A PICTURE OF ALL PARTICIPANTS
• A SPECIALLY DESIGNATED PERSON SHOULD BE
  RESPONSIBLE FOR THE CAMERA WHEN THERE ARE MANY
  PARTICIPANTS

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• INFORM THE FACILITATOR
• IF THE IMAGE IS NOT SATISFACTORY
• IF THE CAMERA NEEDS ADJUSTMENT
• IF THE ROOM IS TOO DARK OR TOO BRIGHT
• ASK THE OTHER PARTY IF THE IMAGE THEY ARE
  RECEIVING IS SATISFACTORY

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• TEST THE SOUND PRIOR TO THE CONFERENCE
• CHECK THAT EVERYBODY FINDS THE SOUND SATISFACTORY
• CHECK THAT EVERYBODY CAN BE HEARD LOUD AND CLEAR
• AVOID ACOUSTIC FEEDBACK BY ADJUSTING THE
  LOUDSPEAKERS TO A SUITABLE SOUND LEVEL

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• FIND OUT HOW THE MICROPHONE WORKS AND HOW IT
  SHOULD BE POSITIONED
• A PERSON WHO IS INCORRECTLY POSITIONED IN
  RELATION TO THE MICCROPHONE WILL NOT BE HEARD

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• AVOID MOVING THE MICROPHONE DURING THE MEETING
• THE MICROPHONE IS SELF-CALIBRATING, WHICH MEANS
  THAT EACH TIME IT IS MOVED, THE SOUND QUALITY
  RECEIVED BY THE OTHER PARTY WILL BE IMPAIRED

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AVOID DISRACTING NOISES

• KEEP THE DOOR TO THE VIDEO CONFERENCING ROOM
  CLOSED
• DISCONNECT THE TELEPHONES
• PLACE DOCUMENTS IN THE CORRECT ORDER TO AVOID
  DISTURBING SOUND, E.G. RUSTLING OF PAPER
• DO NOT MOVE THE CHAIRS DURING TRANSMISSION

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THE PARTICIPANTS CLOTHES

• AVOID RED, WHITE AND BLACK CLOTHES
• SHARP COLOURS AND LARGE PATTERNS ARE ENHANCED IN
  VIDEO COMMUNICATION
• THE BEST COLOURS ARE BLUE AND GREEN

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THE LAYOUT OF THE ROOM

• A WHITE OR PALE BACKGROUND MAKES THE TRANSMITTED
  IMAGES DARK
• THIS CAN BE CORRECTED BY PLACING DRAPES ON THE
  WALLS THAT ARE FEATURED IN THE PICTURE
• BLUE OR GREEN DRAPES ARE MOST SUITABLE

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• IF THE ROOM GIVES RISE TO A DISTURBING ECHO, THE
  DRAPES WILL ALSO HAVE A CUSHIONING EFFECT

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STARTING A VIDEO CONFERENCE

• THE FACILITATOR INTRODUCES HIM/HERSELF AND
  WELCOMES EVERYONE
• THE FACILITATOR ASKS IF EVERYBODY CAN SEE AND
  HEAR SATISFACTORILY
• THE FACILITATOR PRESENTS THE AGENDA AND ASKS IF
  THERE ARE ANY FURTHER ISSUES TO BE ADDRESSED

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CONDUCTING A VIDEO CONFERENCE

• CREATE A DIOLOGUE INSTEAD OF A MONOLOGUE
• ASK IF EVERYBODY CAN SEE AND HEAR SATISFACTORILY
• WAIT A FEW SECONDS EXTRA BEFORE ANSWERING IN
  ORDER TO AVOID INTERRUPTING EACH OTHER

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END THE VIDEO CONFERENCE

• THE FACILITATOR BRIEFLY SUMMARISES THE CONTENT OF
  THE CONFERENCE
• ASCERTAIN WHETHER THERE ARE ANY QUESTIONS OR
  ADDITIONAL COMMENTS
• THE FACILITATOR CONCLUDES THE CONFERENCE
• THE PERSON WHO MADE THE VIDEO CONNECTION IS
  RESPONSIBLE FOR DISCONNECTING IT

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GOOD LUCK