1. Video Conferencing Etiquette CLICK HERE TO ENTER Basic Guide

2. 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

3. Menu Aims of Training 1.Room DynamicsRoom Dynamics 2.Microphone TipsMicrophone Tips 3.What not to Wear!What not to Wear! 4.Call PreparationCall Preparation 5.Meeting EtiquetteMeeting Etiquette 6.During a CallDuring a Call 7. Visual AidsVisual Aids Summary Further Support Evaluation

4. 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

5. 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

6. Section 1: Room Dynamics Background colours Background textures Lighting

7. Background Colours Pastel colours, especially blue work best Large areas of bright white are less desirable Section 1 Menu

8. 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

9. 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

10. 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

11. 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

12. Section 2: Microphone Tips Positioning Unwanted Noise Mute Microphone

13. 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

14. 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

15. 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

16. Section 3 : What Not To Wear! Colours Patterns Noise?!

17. 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

18. 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

19. 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

20. Section 4 : Call Preparation Familiarise Yourself Have an Agenda Appoint a Chairperson

21. 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

22. 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

23. 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

24. Section 5 : Meeting Etiquette Introduce Everyone Ask for Attention Entering or Leaving

25. 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

26. 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

27. 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

28. Section 6 : During A Call Clearly Not Louder!! One at a Time Delay Camera Use

29. 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

30. 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

31. 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

32. 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

33. Camera Use 2 Fill The Screen Section 6 Menu

34. 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

35. Section 7 : Visual Aids PowerPoint Pictures Videos/clips

36. 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

37. 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

38. 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

39. 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 menuhere

40. 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 traininghere Stewart Wilkie conducted research into telemedicine in general practice Please contact Carole Stoddart (carole.stoddart@nes.scot.nhs.uk) for further supportcarole.stoddart@nes.scot.nhs.uk

41. Evaluation Please take 5 minutes to complete the attached evaluation form Click here to open the evaluation form – please save or print this file here 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