ELECTRONIC COMMUNICATION How to Conduct a Videoconference

WHAT IS VIDEOCONFERENCING? Process of conducting a real time meeting with various individuals in different areas with the aid of cameras and microphones.

WHAT IS VIDEOCONFERENCING? Videoconferencing : Is now an important means of communication between the different organizations of a company. Is crucial in improving communication between the different departments of a company. Resolves the problem of cost and time associated with business travels.

IMPORTANT STEPS TO VIDEOCONFERENCE 1. Install video hardware and software 2. Install audio hardware and software 3. Ensure that the camera is positioned so that the visual image transmitted is clear and pertinent to the other party. 4. Dress accordingly to the background. 5. Ensure that audio & video feed is being transmitted.

IMPORTANT STEPS TO VIDEOCONFERENCE 6. Speak clearly and audibly. 7. Minimize gestures. 8. When you are not speaking, ensure that the microphone is switch off. 9. Do not interrupt the other interlocutor. 10. When concluding the conference, summarize and ensure that all points of the meeting have been covered.

EQUIPMENT: VIDEO INPUT Video Input: Video input can be as simple as cameras and/or supplemental devices to complement the cameras. Cameras: There are two main categories of cameras: Web Cam (only if a PC is being employed) Room Systems (Directly plugged into the network and video output devices) Supplemental Devices: Document Cameras Secondary Cameras (to allow visual flexibility) PC (for presentation of slides or internet examples) Video Recorder (to provide source image) DV Camera (Consumer Digital Video camera as the input of some systems)

EQUIPMENT: VIDEO OUTPUT Video Output: There are three main types of output display: Computer monitor (for conferences with a small number of participants and to be used in conjunction with a PC) Projector (to display pictures at a larger size) Video monitor/ Television

DRESSCODE Chose unpatented clothing Avoid high contrast patterns Avoid high contrast colors Opt for colors that compliment your background

NON VERBAL COMMUNICATION Avoid: Constant and rapid movement Unnecessary movements such as moving side to side Tapping on a desk, whispering to others or shuffling papers. Eye to eye contact is important and video conferencing systems are quite good at transmitting facial expressions including the line of your eyes. When speaking, look towards the monitors and gesture so that viewers at the other end won't have to depend on seeing lip movements to determine who is actually speaking. If the other parties’ reactions are not clear, question frequently as to their reactions to what is being said.

VERBAL COMMUNICATION Speak in your normal voice without shouting. Talk slowly and clearly in order to be understood. Direct your voice toward the microphones. Participants should ask the people on the other side if they can be heard. Have the other participants introduce themselves so you can be sure that you can hear them. Since the audio has a very slight delay, you may want to pause briefly for others to answer you or to make comments. Keep paragraphs short to ensure comprehension. Participants should be quiet unless called upon. Wait for the other site to finish talking before replying.

BACKGROUND Room Light: Ensure that the focus of a video image is that of an individuals face. Chose a uniform and neutral background. Ensure that the background is darker than normal skin tone. Utilize a curtain or a screen to remove distracting background elements. If daylight or normal room lighting is being used, make sure that it is constant. If artificial light is being used, make sure it is uniform. Avoid artificial lighting that is high contrast and bright. Background Sound: The room being utilized for the conference should be away from high traffic areas. To avoid infiltration of external disturbances and echoes, rooms with carpeting or curtains are more suitable. The size and the depth of the conference room should be taken into consideration depending on the number of individuals involved in the conference.

BACKGROUND Room Arrangement: Room arrangement varies according to the number of individuals involved in the conference. Rows/Desks: Ideal for a large group. All participants must face the front If microphones are immobile, the "hot-spot" approach should be used (this is when individual participants move to participate in the conference). Horseshoe: Suitable for a relatively large number of participants. Desks are arranged in a horseshoe shape around the monitor. Boardroom: Suitable for a small number of individuals participating in a discussion rather than in a presentation. A boardroom is a single table with a "virtual participant" appearing on screen.

LINKS Video Conferencing: Technology at its Best Video Conference Video Wireless Video conferencing New developments in video conferencing Video conference presentation tips

SOURCES Elbert, Bruce R. The Private Telecommunication Networks. United States: Artech House Inc., Emory University. (2007). Video conference tips for a better experience. Retrieved November 29, 2007, from Inglis, Andrew F. Electronic Communications Handbook. United States: McGraw-Hill Book Company, Shinder, Debra Littlejohn. (2007, October 7). 10 tips for getting the most out of your videoconferences [p=251]. Message posted to Strategic Communications. (1998). How to survive a videoconference. Retrieved November 29, 2007, from TKO Videoconferencing. (2003). Presentation tips. Retrieved November 30, 2007, from WMnet. (2000). An illustrated guide to video conferencing. Retrieved September 27, 2007, from Tech Web : Department of Communications Kansas State University. (2007). Tips from the pros. Retreived December 3, 2007, from University of Melbourne. (February 2007). Video conferencing user guide. Retrieved December 1, 2007, from