Video Conferencing Etiquette CLICK HERE TO ENTER
Transcript of Video Conferencing Etiquette CLICK HERE TO ENTER
![Page 1: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/1.jpg)
Video Conferencing Etiquette
CLICK HERE TO ENTER
Basic Guide
![Page 2: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/2.jpg)
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
![Page 3: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/3.jpg)
Menu
• 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
![Page 4: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/4.jpg)
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
![Page 5: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/5.jpg)
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
![Page 6: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/6.jpg)
Section 1: Room Dynamics
• Background colours• Background textures• Lighting
![Page 7: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/7.jpg)
Background Colours
• Pastel colours, especially blue work best
• Large areas of bright white are less desirable
Section 1 Menu
![Page 8: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/8.jpg)
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
Section 1 Menu
![Page 9: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/9.jpg)
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
Section 1 Menu
![Page 10: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/10.jpg)
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
Section 1 Menu
![Page 11: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/11.jpg)
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
Section 1 Menu
![Page 12: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/12.jpg)
Section 2: Microphone Tips
• Positioning• Unwanted Noise• Mute Microphone
![Page 13: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/13.jpg)
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
Section 2 Menu
![Page 14: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/14.jpg)
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!
Section 2 Menu
![Page 15: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/15.jpg)
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
Section 2 Menu
![Page 16: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/16.jpg)
Section 3 : What Not To Wear!
• Colours• Patterns• Noise?!
![Page 17: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/17.jpg)
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
Section 3 Menu
![Page 18: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/18.jpg)
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
Section 3 Menu
![Page 19: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/19.jpg)
Noise?!
• Although the majority of clothes make virtually no noise some clothes can make rustling noise which can be picked up by the microphone
Section 3 Menu
![Page 20: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/20.jpg)
Section 4 : Call Preparation
• Familiarise Yourself• Have an Agenda• Appoint a Chairperson
![Page 21: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/21.jpg)
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
Section 4 Menu
![Page 22: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/22.jpg)
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
Section 4 Menu
![Page 23: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/23.jpg)
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
Section 4 Menu
![Page 24: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/24.jpg)
Section 5 : Meeting Etiquette
• Introduce Everyone• Ask for Attention• Entering or Leaving
![Page 25: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/25.jpg)
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
Section 5 Menu
![Page 26: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/26.jpg)
Ask for Attention
• Ask participants to raise their hand, if appropriate, to speak or ask a question to prevent people talking over each other
Section 5 Menu
![Page 27: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/27.jpg)
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
Section 5 Menu
![Page 28: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/28.jpg)
Section 6 : During A Call
• Clearly Not Louder!!• One at a Time• Delay• Camera Use
![Page 29: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/29.jpg)
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
Section 6 Menu
![Page 30: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/30.jpg)
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
Section 6 Menu
![Page 31: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/31.jpg)
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
Section 6 Menu
![Page 32: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/32.jpg)
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
Section 6 Menu
![Page 33: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/33.jpg)
Camera Use 2
• Fill The Screen
Section 6 Menu
![Page 34: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/34.jpg)
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
Section 6 Menu
![Page 35: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/35.jpg)
Section 7 : Visual Aids
• PowerPoint• Pictures• Videos/clips
![Page 36: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/36.jpg)
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
Section 7 Menu
![Page 37: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/37.jpg)
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
Section 7 Menu
![Page 38: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/38.jpg)
Videos/Clips
• Standard VCR’s can be connected to most units and can either record the conference or play a video to the participants
Section 7 Menu
![Page 39: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/39.jpg)
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
![Page 40: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/40.jpg)
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 ([email protected]) for further support
![Page 41: Video Conferencing Etiquette CLICK HERE TO ENTER](https://reader034.fdocuments.net/reader034/viewer/2022052413/559ed77d1a28abcb678b480b/html5/thumbnails/41.jpg)
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