Video Conferencing Etiquette

Videoconferencing has become popular because it allows face-to-face interaction without travel time. For effective videoconferencing, the design of the room and training of participants is very important. In educational settings, the classroom layout should allow all participants, including the instructor, to see and hear one another clearly.

Conducting a videoconference can be challenging. Videoconferencing etiquette rules should be followed for the conference to go smoothly. A camera can be either friend or foe, so make choices regarding appearance and actions carefully to ensure a good experience for everyone. Here are some strategies for a successful videoconference. Common sense will ensure the conference goes according to plan. Just remember: some things are beyond your control, so don’t expect perfection.

Before the Conference

Be prepared: it will save you a great deal of stress. Arrive early to become familiar with new surroundings. Test all equipment in advance, issue a clear agenda and establish set start and finish times. Allot time for specific discussions and to address certain topics to ensure that everyone has a chance to speak and be heard. Place one person in charge.

Camera settings

Set the camera in a favorable location so that it focuses on important elements. Prevent glare by not over-lighting the room. When scheduling permits, connect with the other location early to identify and resolve problems before videoconference starts.

Audio

Microphones magnify sound. Avoid excessive background noise, such as rustling papers. Turn off pagers, alarms and cell phones. Eating is not appropriate. Since many systems have a voice-activated switching feature that automatically directs the camera to the speaker, all sites should mute microphones when not speaking, allowing the current speaker to be seen without interruption.

Speaking

As the videoconference begins, confirm that everyone can hear and be heard. Have each participant introduce himself. During the conference, only one person should speak at a time. Avoid side conversations. Allow time for pauses so others may answer or make comments. Wait to ask a question or comment until you are reasonably sure the other person has finished talking. Look at and talk directly to the remote monitor or camera. Use a normal tone of voice and speak slowly.

Body movements

Minimize distractions. Pacing back and forth, tapping, turning, pacing, rocking, wiggling and twisting are all activities that distract. If you are the speaker and you must stand or gesture, do so in a relaxed and natural manner. Remain calm and comfortable; if you’re nervous, it shows.

Clothing to avoid

Intense colors such as red and orange can bleed on camera. Remember the camera magnifies whatever it sees. Bright colors become brighter, light colors lighter and dark colors darker. Avoid busily-patterned clothing that makes it difficult for the eyes to focus and shiny jewelry that causes glare.

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