Tips & Techniques

The Basics of Video Conferencing

In a world where speed counts, video conferencing delivers quality information to multiple locations ...with a human touch, in real time! Participants can watch, listen, learn from, and participate with colleagues and customers around the world.

Here's some basic videoconferencing information to help you better understand the ABC's of this exceptional communications tool.

Behind the Scenes

From a participant's view, video conferencing is simplicity itself. But behind the scenes, it is made possible through merging a variety of complex technologies - advanced network and transmission services, compression of digital signals, and standards that allow different systems to "talk" with one another.

The basic components of video conferencing are:

A camera
A codec (compression/decompression unit)
A monitor
A microphone
Network to connect the locations

Video conferencing equipment can vary considerably from location to location, often running at different speeds and using different network carriers.

Video conferencing equipment is designed for ease of use. Product manuals and training are usually available from equipment vendors. Questions about use of your on site equipment can be directed to your local video equipment vendor.

Tips on Facilitating a Videoconference

When some meeting participants are thousands of miles away, facilitating a meeting can be challenging. Practice the following when facilitating your next videoconference:

Arrive 15 minutes early ... if you are using switched, dial-up network services, call the phone number on your confirmation form to begin call setup.
Build in time before the meeting to test the system and fix any glitches.
Understand that participants may tend to act out playfully at first (e.g., make funny faces or hand signals behind someone's back).
Be aware that the focus of the participants tends to be on the camera, which may change the relationship between participants in the room and the flow of communication and interaction.
Monitor the volume of your voice. You may yell because you feel like people are far away, and can't hear you or aren't following you.
Avoid subtle facial expressions or low volume cross-talk, which may distract, or be misunderstood by participants.
Capture notes somewhere other than a flip chart. The flipchart vies for attention and it is frequently unclear where to focus the camera.
Speak at a moderate pace and enunciate each word so words don't become lost.
Be aware that there may be a slight lag in understanding exactly what is occurring in the remote location, which can make it difficult to intervene when facilitating.
Actively include and address people at the other location(s), particularly if the bulk of the meeting is taking place at one location vs. another.
Learn how to use the remote control ahead of time. The facilitator can control the camera or may choose to have a designated camera manager. The facilitator and camera operator should contract in advance how they plan to communicate during the meeting and what strategy they will use.
Have a designated facilitator at every location with a main facilitator facilitating overall.
The facilitator should check in regularly with other locations to see how the process is working for them.
Most importantly, maintain a sense of humor and a lot of patience.
Distribute detailed documents before the meeting.
Avoid shuffling papers or tapping objects near the microphone.
On multipoint video conferences mute your location when not speaking.

Tips on Preparing Presentation Materials

Use a bold typeface of at least 14 points.
Use only two-thirds of an 8 1/2" x 11" page, leaving the margins free.
Use landscape mode.
Use graphics that are easy to understand - such as simple bar and pie charts.
If you're presenting, don't wear white! A medium blue or pastel shirt with a medium-to-dark jacket is a good bet. Avoid busy patterns and flashy jewelry that will reflect light.

Tips for the Video Conference Manager

Set clear goals for the meeting; distribute an agenda.
Start and conclude on time.
Introduce all participants.
Encourage participation, take polls, and direct questions appropriately.
Adjust the camera during the video conference using zoom and pan controls to keep things interesting.
Be aware of fatigue and arrange regular breaks.
Summarize key points and plan active follow-up.
Schedule the next video conference.



	The Basics of Video Conferencing In a world where speed counts, video conferencing delivers quality information to multiple locations ...with a human touch, in real time! Participants can watch, listen, learn from, and participate with colleagues and customers around the world. Here's some basic videoconferencing information to help you better understand the ABC's of this exceptional communications tool. Behind the Scenes From a participant's view, video conferencing is simplicity itself. But behind the scenes, it is made possible through merging a variety of complex technologies - advanced network and transmission services, compression of digital signals, and standards that allow different systems to "talk" with one another. The basic components of video conferencing are: A camera A codec (compression/decompression unit) A monitor A microphone Network to connect the locations Video conferencing equipment can vary considerably from location to location, often running at different speeds and using different network carriers. Video conferencing equipment is designed for ease of use. Product manuals and training are usually available from equipment vendors. Questions about use of your on site equipment can be directed to your local video equipment vendor. Tips on Facilitating a Videoconference When some meeting participants are thousands of miles away, facilitating a meeting can be challenging. Practice the following when facilitating your next videoconference: Arrive 15 minutes early ... if you are using switched, dial-up network services, call the phone number on your confirmation form to begin call setup. Build in time before the meeting to test the system and fix any glitches. Understand that participants may tend to act out playfully at first (e.g., make funny faces or hand signals behind someone's back). Be aware that the focus of the participants tends to be on the camera, which may change the relationship between participants in the room and the flow of communication and interaction. Monitor the volume of your voice. You may yell because you feel like people are far away, and can't hear you or aren't following you. Avoid subtle facial expressions or low volume cross-talk, which may distract, or be misunderstood by participants. Capture notes somewhere other than a flip chart. The flipchart vies for attention and it is frequently unclear where to focus the camera. Speak at a moderate pace and enunciate each word so words don't become lost. Be aware that there may be a slight lag in understanding exactly what is occurring in the remote location, which can make it difficult to intervene when facilitating. Actively include and address people at the other location(s), particularly if the bulk of the meeting is taking place at one location vs. another. Learn how to use the remote control ahead of time. The facilitator can control the camera or may choose to have a designated camera manager. The facilitator and camera operator should contract in advance how they plan to communicate during the meeting and what strategy they will use. Have a designated facilitator at every location with a main facilitator facilitating overall. The facilitator should check in regularly with other locations to see how the process is working for them. Most importantly, maintain a sense of humor and a lot of patience. Distribute detailed documents before the meeting. Avoid shuffling papers or tapping objects near the microphone. On multipoint video conferences mute your location when not speaking. Tips on Preparing Presentation Materials Use a bold typeface of at least 14 points. Use only two-thirds of an 8 1/2" x 11" page, leaving the margins free. Use landscape mode. Use graphics that are easy to understand - such as simple bar and pie charts. If you're presenting, don't wear white! A medium blue or pastel shirt with a medium-to-dark jacket is a good bet. Avoid busy patterns and flashy jewelry that will reflect light. Tips for the Video Conference Manager Set clear goals for the meeting; distribute an agenda. Start and conclude on time. Introduce all participants. Encourage participation, take polls, and direct questions appropriately. Adjust the camera during the video conference using zoom and pan controls to keep things interesting. Be aware of fatigue and arrange regular breaks. Summarize key points and plan active follow-up. Schedule the next video conference.