Participating in a VC (Videoconference)

For first time users, if possible, it is a good idea for them to sit in on a meeting or try a brief test session with JVCS to understand from an audio/video perspective how they fit into the videoconference. This will also help them further understand the suggestions below. If prior participation is not possible, following the guidelines in this section will still ensure that even a first time attendee makes a good impression and is comfortable during the meeting.

How to be a Good Participant

Turn off your mobile or put it on silent. Only leave it on if you are expecting a crucially important call that cannot wait until the end of the meeting.

Planning

Dress appropriately:

• Avoid brightly coloured or heavily patterned clothing, it can exaggerate issues or flaws in a video image if you move around a lot
• Avoid bright jewellery for the same reason as above
• Arrive early and check your appearance on camera. Ensure a seat is chosen where you will be seen in case the video doesn't capture the entire room

Preparation:

• Read the agenda and make notes on points you need to bring up
• Put more thought into visual aids and documentation if you are supplying them
• Ensure documentation has been sent to all participants
• Starting the meeting
• Be ready to respond to the chairman's initial round of introductions

During the meeting

Good manners:

• Show respect to the chairperson if there is one; their role is key to the success of the larger meeting
• Do not distract the attention of the meeting unless you wish to speak to the group as a whole. A side conversation will distract everyone in the meeting. Use the mute button to temporarily switch off the microphones if a discussion between your colleagues is necessary
• Avoid frequent interruptions if possible by say everything you have to say when you get a turn. This will help stay within the VC time constraints that may be less flexible than a regular meeting
• Do not disregard the common courtesies used in normal face-to-face meetings; people can see what you are doing even when your sound is muted

Coping with the technology

When a VC is booked through the JVCS Booking Service, it is automatically set up as Voice Switched by default. This means whoever makes the most recent noise appears on everyones' screen. If this setting hasn't been change remember to avoid shuffling papers, coughing or tapping objects near the microphone as may change the focus from the speaker to you.

• Relax, just behave and talk naturally. Don't think of yourself as on camera; you are simply looking and being looked at as you would be in any normal meeting
• Be aware of the positions of microphones, and speak clearly
• Keep physical movements to a minimum. Excessive movements can cause problems with the video image. When there is little movement picture quality is good, but this rapidly deteriorates as movement increases
• Remember the transmission delay and allow others time to comment

Finishing

Remember to thank the organiser and say good-bye to the group of participants.

How to be a good Chairperson

The role of the chair or chairperson is considered vital to a successful video conference meeting. They may also be the facilitator at their own site.

Planning

• Understand how the system works so that the participants can get the best out of it
• Liaise with the other facilitators to ensure that the meeting is well planned
• Arrive early

Starting the meeting

• Start the meeting with introductions by inviting each site to introduce themselves in turn. Introductions are critical to help bridge the gap in this less intimate and personal environment. These sessions work better when people know one another
• Identify your co-facilitators

During the meeting

• Keep the discussion tight and ensure that all sites are invited to speak. Remain conscious of the need to draw out participants and encourage interaction especially at remote sites. Try to keep the focus evenly distributed between the sites and avoid concentrating on one site more than the others
• Don't allow side conversations as these are distracting
• Keep an eye out for signs of tiredness and for long VCs introduce breaks where necessary

Finishing

• Ensure the meeting ends on time
• Thank your co-facilitators at the end of the meeting
• Close the meeting with a round of farewells

How to be a Good Facilitator

While one chairperson is required to monitor and guide the flow of the meeting, there is usually a facilitator at each site who does most of the organisation for that site. Where possible a facilitator should take responsibility for the VC start to finish.

Planning

Check site venues are available then book the conference on the JVCS Booking Service. Once this is completed then co-ordinate activities, send invitations and inform users what participation is expected of them e.g. will one of them be chairing. Then identifying technical and room set-up needs e.g. if a laptop is needed for a presentation. Where possible don't book meetings for first thing Monday morning or last thing on Friday afternoon as attendees' ability at these times to concentrate may be diminished. If a session needs to last longer than two hours, a break will be necessary for attendees especially if they are new to videoconferencing.

• Find out who hasn't been in a videoconference before and if possible, make sure they get a chance to see at least one by organising a dry run or test conference with JVCS
• Check that the studio is unlocked and set up for the meeting
• Note the phone numbers of other studios, sites, AV & network support contacts
• Remember! You may need a contingency plan if the VC fails, e.g. dial into the meeting by phone only
• Circulate the agenda, papers or hand outs in advance

Starting the meeting

• Arrive early and if necessary test all the equipment that will be used
• If necessary, adjust the:
  • monitors
  • cameras
  • tables and chairs for minimum movement
  • temperature of the room so it is comfortable
  • lights
  • audio by muting the microphones while people settle

During the meeting

• Sort out problems with the link or equipment
• Indicate to the chairperson if one of the local participants needs to be heard, as it may be very hard for a chairperson at a remote site to pick up on subtle clues
• Make sure that new arrivals at your site are introduced to everyone

Finishing

• Switch off the equipment
• Make sure the room is tidy before leaving
• Conduct follow up activities