NoodleTrip Video Conferencing Resources

• What is Video Conferencing?
• Video Conferencing Glossary
• Troubleshooting
• Video Conferencing Tips

Appearance Considerations

• Avoid plaids, patterns, and prints
• Preferred colors are blue, green, and purple. Pastel colors are preferred over white
• The colors red and black "bleed" and should be avoided
• Avoid large and flashy pieces of jewelry
• No bangle bracelets
• Contacts are preferred, or glasses that are non-reflective
• Because movement is compressed and decompressed in videoconferencing, it is important that motion be minimized.

Before Your Conference

• Determine time and length of conference
• Set objectives
• Develop an agenda providing the focus and time allotted for the conference
• List specific results to be achieved
• Prioritize topics to be discussed
• Identify who must be present for the conference
• Confirm attendance and availability
• Appoint a leader for each site
• Distribute meeting materials
• Prepare graphics and visual aides

Just Prior to Your Conference

• Arrive at least 15 - 30 minutes early to distribute materials and dial into the Service Bureau for the preconference quality test
• Practice using the control panel if not familiar
• Begin on time

During your Conference

• Open by introducing all participants
• Review objectives and time allotted for meeting
• Encourage participation by asking questions
• Use camera presets and change camera position frequently for a more dynamic and active meeting
• Avoid coughing into microphones, drumming fingers, or carrying on side conversations
• Identify yourself as necessary
• address people by name
• ask participants to raise their hand if they wish to speak
• limit verbal interruption (e.g., uh huh). Provide non-verbal feedback by nodding or shaking your head
• Allow for a two-second transmission delay when speaking; pause after the end of your comments to allow time for remote sites to respond to a question or comment
• Direct questions or comments to a particular person or site (especially important in multipoint conferences)
• Expect some technical issues – have patience when technical issues arise Ending the Conference
• Allow a few minutes for wrap-up and good-byes
• Conclude on time
• Hang up call to suspend billing

General Tips

• Chat at the beginning and end of the session to build and maintain rapport.
• Humor is effective in establishing a warm receptive environment and helps reduce anxiety. Use cartoons and quips on the document camera, in the preliminary stages, while connectivity is established.
• Give participants time to think as well as position themselves to use the technology.
• If your videoconference session is primarily a presentation/lecture, it is recommended that the microphone on the "audience" end be muted. This minimizes interruption such as coughing, sneezing, and paper shuffling.