Company LOGO Video Conferencing How to ensure your VC session works well Developed by: Ann-marie Furney

Purpose  This presentation is an introduction to running an effective VC session/meeting. It deals with: - planning - communicating - general rules  It does not deal with the technical aspects of video conferencing or teach you how to use the equipment.

Session Overview 1. Prior to the VC session 2. Setting Up 3. Agendas 4. Joining in 5. General rules

Prior to your VC session  Book the videoconference room or facility.  Consider how participants will join in: - Are you going to dial them? - Will all participants dial a common number (sent out prior) - Will all participants have VC access? If not will teleconference access be provided? Have you distributed this number?

Prior to your VC session  Prepare and distribute an agenda/session overview.  Communicate expectations regarding participants roles and responsibilities.  Appoint a chairperson to manage communication and ensure everyone gets the opportunity to contribute as appropriate.  Test your equipment and check presets.

Setting Up  Check room layout – will everyone be able to be seen and see the display screen?  Is there a sign “in shot” indicating the location of your VC room? (It is a good idea to ask all participants to set up a location sign)  If you are going to include desk top sharing as part of the presentation, set up and check PC and presentation

Agenda Setting  For VC sessions a small focussed agenda works best.  Try to plan VC meetings that last for 2 hours or less – if you need to work together for longer, break the meeting into clear sections and actually exit the conference at set times for breaks and to give people the opportunity to work on their next contribution.

Agenda Setting  Always distribute the meeting agenda well in advance.  Ensure all contact details including the mobile number of the chairperson is included in invitations so that participants can contact you if there is a technical failure.

Joining In  Participants should join a VC session 5-10 minutes prior to the official start time to check equipment and allow time for the establishment of desk top sharing connections etc.  Your microphone should not be muted when you join a conference/meeting.  Mute your microphone after the connection has been confirmed.

Joining In  If you experience poor picture or audio quality when you first dial in hang up and re dial the VC meeting number.  Anyone joining after the official meeting/session start time should wait until invited by the chairperson to make their introductions.  Remember there is a slight delay when you speak over VC, allow for this when you are presenting or giving feedback.

The Chairperson  Opens the meeting and goes through the list of attendees inviting all participants to introduce themselves.  Asks all participants to mute their microphones when they are not speaking.  Invites comment/feedback/questions as appropriate from participants. This is very important when the majority of participants are in one location and only a small number are “on-line”.

The Chairperson  Should remind all participants to identify themselves each time they speak (remember the visual quality can vary and in larger meetings it can be difficult to correctly identify who is speaking).  Should ensure the agenda is being followed and insert appropriate breaks if necessary.  Should conclude the session and ensure correct disconnection.

General Rules  If you are using a PowerPoint presentation as part of the conference please:  38 point font minimum  5 dot points per slide maximum  Avoid reds and yellows as text or background colours as they can “bleed” on the screen  Send out a copy of your presentation to attendees in advance  Try to use black, blue or white for text/backgrounds as they work best

General Rules  Look at the camera when you are speaking  Wear plain colours and non-reflective clothing  Identify yourself when you speak  Put your mobile on silent or better yet switch it off  Remember even when you are on mute you can be seen!

General Rules  Don’t panic when the technology fails – sometimes it will! If you have distributed the teleconference dial in number in advance at least the meeting will be able to continue even if you cannot see all participants.  VC sessions work best when we follow the motto of the boy scouts: “be prepared”.

Quality VC Sessions Plan Setup Interact Share VC Check List Ensure Success Evaluate

Phased for Success Phase 1 Phase 2 Phase 3 Plan Invite Set Agenda Check Equipment Chair Communicate Wait Mute Wrap Up Disconnect Evaluate