AVIT Video Conferencing Training Module Meetings

Video Conferencing Video Conferencing is mainly used for meetings, lectures and tutorials Video Conferencing is mainly used for meetings, lectures and tutorials It is cost effective and time efficient It is cost effective and time efficient To achieve a successful video conference, users need to be familiar and confident using the medium, and encourage an interactive environment To achieve a successful video conference, users need to be familiar and confident using the medium, and encourage an interactive environment

A Successful Video Conference The essential ingredients: Booking of Sites and Bridge Booking of Sites and Bridge Contact with the Video Conferencing Unit Contact with the Video Conferencing Unit Room Configuration Room Configuration Effective Communication Effective Communication

Camera Direct and zoom camera so it is as tight as possible on all attendees Direct and zoom camera so it is as tight as possible on all attendees All attendees should be seated facing the camera and close together All attendees should be seated facing the camera and close together Turn on all room lights, block all natural light and choose a good background Turn on all room lights, block all natural light and choose a good background

View Yourself It is necessary to view yourself during the setup of the conference to make sure seating and camera positioning are correct It is necessary to view yourself during the setup of the conference to make sure seating and camera positioning are correct Dual Screen: Dual Screen: The Here screen will be showing your site The Here screen will be showing your site Single Screen: Single Screen: Before connection, you will see your site full screen Before connection, you will see your site full screen Once connected, use Picture in a Picture mode Once connected, use Picture in a Picture mode

Single/Dual Screen Setup

Single Person - Setup Dual Screen Single Person – Camera Setup Camera Here Screen There Screen Camera View

3 Persons - Setup Here Screen There Screen Camera Camera View Dual Screen 3 Persons – Camera Setup

Medium Meeting - Setup Camera Dual Screen Medium Meeting – Camera Setup There screenHere screen

Screen Layout There are three main types of screen layout: Voice Activated Video Voice Activated Video Quad Split Quad Split Picture in Picture Picture in Picture

Voice Activated Video Only one site is seen at a time Only one site is seen at a time The last site that spoke is visible on screen The last site that spoke is visible on screen There is a 3 second delay when switching between sites in this mode There is a 3 second delay when switching between sites in this mode

Quad Split Screen The screen is divided into 4 quadrants The screen is divided into 4 quadrants The Bridge controls which site is visible in which quadrant The Bridge controls which site is visible in which quadrant If there are 6 or more sites, the 4 th quadrant works in Voice Activated Video mode If there are 6 or more sites, the 4 th quadrant works in Voice Activated Video mode

Quad Split Screen Things to Consider: Things to Consider: Small screen problems Small screen problems Increased importance of camera setup Increased importance of camera setup Problems showing presentation material Problems showing presentation material

Picture in Picture Especially applicable to single screen setups Especially applicable to single screen setups This mode allows you to view your own site in a corner of the screen during a conference This mode allows you to view your own site in a corner of the screen during a conference

Microphones Proper microphone positioning is vital Proper microphone positioning is vital All attendees at a site need to heard as well as possible All attendees at a site need to heard as well as possible At the beginning of a conference, or when a new site joins in, test that all sites can hear one another At the beginning of a conference, or when a new site joins in, test that all sites can hear one another What if they can’t hear me? What if they can’t hear me? VCU or VCU or

Microphones

How Microphones Work Pick up Range (bird’s eye view) Pick up Range (side view)

Single Microphone Placement Single Microphone Placement – Small Meeting

Dual Microphone Placement Medium Meeting

Effective VC Communication Nominate a Chairperson to co-ordinate the meeting Nominate a Chairperson to co-ordinate the meeting The Chairperson ensures successful: The Chairperson ensures successful: Participation Participation Communication Communication Etiquette Etiquette

Participation Aim for equal participation at each site Aim for equal participation at each site Communicate directly to participating sites Communicate directly to participating sites Questions Questions Requests Requests Comments Comments

Communication Talk clearly, one at a time Talk clearly, one at a time No multiple discussions No multiple discussions Standard Academic Procedure Standard Academic Procedure Talk towards the microphone, considering your position and the range of the microphone Talk towards the microphone, considering your position and the range of the microphone

Etiquette Video conferencing greatly benefits from orderly and clear conduct Video conferencing greatly benefits from orderly and clear conduct Avoid all unnecessary movement and noise Avoid all unnecessary movement and noise Presume that you are always being watched and heard Presume that you are always being watched and heard Using the ‘Mute’ function Using the ‘Mute’ function

Meeting Tools Modes of presentation: Modes of presentation: PowerPoint PowerPoint Document Camera Document Camera Overhead Projector Overhead Projector Whiteboard Whiteboard VCR VCR DVD DVD

Meeting Tools Things to Consider Things to Consider VC Unit needs advanced notice VC Unit needs advanced notice All sites should have a hardcopy All sites should have a hardcopy Use camera presets to view both the presenter and the presentation material Use camera presets to view both the presenter and the presentation material Picture Quality Picture Quality Site specificity of presentation equipment Site specificity of presentation equipment

Summary Confidence using Video Conferencing Confidence using Video Conferencing Creating an Interactive Environment Creating an Interactive Environment Using Video Conferencing Equipment Effectively Using Video Conferencing Equipment Effectively Technical Assistance and Support Technical Assistance and Support