Videoconferencing: Best Practices
IT Services provides videoconferencing services to faculty and staff on campus. To ensure a quality videoconferencing experience, IT Services recommends the following best practices.
Before a Videoconference
- Share site moderator and technical staff contact information and hardware IP addresses for each location.
- Test the network connection, hardware and endpoints in each location at an agreed upon time before the scheduled videoconference.
- Inventory and test all instructional resources to be used (laptops, desktops, PowerPoints videos, etc.) prior to the videoconference.
- Familiarize the site moderator with the equipment and the room.
- Account for time zone differences when scheduling the videoconference.
- Notify participants that a network outage could affect the meeting, and prepare a backup plan. Conference phone availability is a good precaution.
- Remind participants to avoid wearing all white or all black clothing, high contrast patterns such as fine stripes and polka dots, and shiny jewelry for the videoconference.
- Consider preparing name cards to identify participants and the locations or organizations they represent.
- Prepare an agenda that breaks easily into small segments and share with all participants.
During a Videoconference
- Introduce all participants at the beginning of each videoconference. Be aware that all people in the room may not be visible on camera.
- Ensure microphones are placed within speaking distance of participants.
- Remind the participants to look at the video camera, use their microphones and identify themselves and the site they are representing before speaking.
- Remind participants to identify the person or location to whom their question or statement is addressed.
- Avoid quick movements during the videoconference. Slow refresh rates can induce blur into the image.
- Avoid shuffling papers or tapping on the meeting room table. Microphones pick up and amplify noise.
Feel free to leave your questions or comments.