Video Conferencing Etiquette CLICK HERE TO ENTER

Video Conferencing Etiquette

CLICK HERE TO ENTER

Basic Guide

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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• Aims of Training2. Room Dynamics3. Microphone Tips4. What not to Wear!5. Call Preparation6. Meeting Etiquette

6. During a Call7. Visual Aids• Summary• Further Support• Evaluation

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

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

Section 1: Room Dynamics

• Background colours• Background textures• Lighting

Background Colours

• Pastel colours, especially blue work best

• Large areas of bright white are less desirable

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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

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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

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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

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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

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Section 2: Microphone Tips

• Positioning• Unwanted Noise• Mute Microphone

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

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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!

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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

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Section 3 : What Not To Wear!

• Colours• Patterns• Noise?!

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

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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

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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

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Section 4 : Call Preparation

• Familiarise Yourself• Have an Agenda• Appoint a Chairperson

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

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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

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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

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Section 5 : Meeting Etiquette

• Introduce Everyone• Ask for Attention• Entering or Leaving

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

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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

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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

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Section 6 : During A Call

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

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

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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

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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

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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

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Camera Use 2

• Fill The Screen

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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

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Section 7 : Visual Aids

• PowerPoint• Pictures• Videos/clips

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

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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

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Videos/Clips

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

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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

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@nes.scot.nhs.uk) for further support

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