Videoconferencing Room Setup and Etiquette

VideoconferencingRoom Setup and Etiquette

Megan Troyer

Internet2 Commons Site Coordinator TrainingOctober 16-17, 2003Indianapolis, Indiana

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Topic Roadmap

Videoconferencing etiquette Tips for getting started Clothing Lighting Backdrop Audio setup Videoconferencing locations

• from your office• from a cart• in a large conference room

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Videoconferencing Etiquette

Plan your videoconference• Send the agenda and handouts in advance• Allow a few minutes for call start up and shut down time• Stick to time limits• Unplug the telephone or turn off ringer

Remember to mute the microphone Use a location banner Take turns speaking and allow time for

audio delay Food during a videoconference

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Videoconferencing Etiquette

Multi-tasking

Coughing

Paper rattling

Loud air-conditioning units, laptop fans, room projectors

“Can you hear me, can you hear me?”

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Tips for Getting Started

If your users are new to videoconferencing• Provide an overview workshop for users to learn basics, be

reminded of meeting etiquette, and gain experience with equipment.

• Publish and distribute print materials or create a website describing basic equipment use and listing the site coordinator’s contact information.

• Emphasize simple practices like having a clear meeting agenda, muting the microphone, and how to use the remote control.

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Tips for Getting Started

Test every videoconference location thoroughly.• Testing will help to identify and address equipment and

networking issues in advance.

• Testing gives end users additional experience with the equipment.

• Testing allows the videoconferencing experience to be successful and positive for users.

• Murphy’s Law: If something can go wrong, it will.

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Example: Change in Location Error

Moved from the planned, tested location just prior to a videoconference• Original testing went fine• Far site moved their unit just moments before the conference was to begin

• Nervous presenter waited while new problems were corrected

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Clothing

Solid color clothes

Avoid patterned outfits that blur when on camera

Simpler patterns aid the video compression

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Lighting

Soft white light Light from in front Standard overhead

lights often glare or produce shadows

TV studio-like lighting is ideal

Camera cannot focus in low light

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Backdrop

Avoid hard lines or complicated patterns.

Use a matte finish if possible. Use solid color, such as gray, gray-

blue, navy.•Avoid red or yellow backgrounds.

Some dry erase boards will work if you adjust them for glare from lights.

Give audience one focal point.

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Example: Poor Backdrop

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Example: Better Backdrop

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Audio Setup

Separate microphones and speakers to avoid feedback squeal.

Test levels ahead of time.•Polycom’s “Generate Tone”•Polycom’s “Audio Meter”

May need to add echo canceling hardware

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Videoconferencing from Your Cube or Shared Office

Consider using a headset earpiece and microphone to avoid annoying your neighbors.

A matte, solid-colored cube wall or a solid bed sheet or blanket makes an excellent backdrop from which you can display your location banner.

A low-watt, clip-on desk lamp can be aimed to light your face from in front and above you.

Use self-view to adjust the lighting and environment until it looks good.

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Videoconferencing from a Rolling Cart

Position the “cart-mounted” camera or Polycom to aim at a blank wall in your videoconference location.

Position a low-watt, clip-on desk lamp in front of and slightly above the participants.

Provide a location banner on the cart. Remember to mute the microphone if it must

be moved during your videoconference. Provide a tip sheet on the cart with site

coordinator’s contact information.

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Large Conference Rooms

Position the camera to see speaker and audience.

Consider adding additional cameras and microphones.

Large rooms need better lighting. Avoid panning the camera. Use Polycom camera presets. Designate locations in the room for Q&A. Post a tip sheet in the room with site

coordinator’s contact information.