Video Conferencing Etiquette - Best Practice
This page offers some general advice to first time users as well as those wishing to improve their video conferencing experience
Preparation
- Have a test call before your meeting
Despite the fact video conferencing technology as 'grown up' a lot in recent years, networks can still behave strangely sometimes. It's always a good idea to ensure your video conferencing system can connect to the host system before the event.
If it's another Video Conferencing system, arrange a time with the owner to check you can make a connection.
If it's a bridge, call it and make sure you can see an image and hear audio. Many bridges have test rooms for this purpose.
- Test any additional equipment you plan to use
If you are planning to share content from another device such as a laptop or document camera, ensure you test this as well.
- Make sure you have the connection details
If you are joining another school's room on the GCSN Bridge, make sure you know their Room PIN. If you are dialing another bridge or endpoint somewhere else, ensure you have their IP address.
If you are hosting a meeting on the GCSN Bridge, make sure you give the other parties your Room PIN.
Visual Considerations
- Clothing
Don't worry too much about this, but generally bright colours and intricate patterns dont look as good as muted colors or pastels when you are being broadcast. This is a more important consideration if you are key presenter at a video conference.
- Adjust the camera to frame your site well
Using the camera controls, adjust your camera so that everyone at your site is in the frame.It's important if other sites are speaking to you they are generally aware of their audience. If someone at your site is going to speak for a long time, adjust the camera to a tighter shot around them when the time comes.
If you are framing a single person, zoom in until you see only their head and shoulders in the shot. This will ensure the best experience for other sites watching them speak.
Audio Considerations
- Microphones are sensitive
The microphones on video conferecning systems are very senstive. Avoid rustling papers by them - what sounds almost silent to you will sound like thunder to the other sites.
- Muting Microphones
Generally, if no one at your site is going to speak for a long period of time (eg. Someone from another site is presenting to your group), it is best practice to mute your microhpone. This way people can talk quietly at your site, or make incidental noise without distracting the speaker.
- Speak at a normal conversational volume
As mentioned above, video conferencing microphones are very senstiive, they are designed to pick up and transmit your voice best when you speak at a normal conversation volume. No one needs to shout! There's no need and it will tire everyone out!
When the meeting starts
- Introductions
If you are the chair of the meeting, make sure everyone gets an opportiunity to introduce themselves if it's appropriate
- Make sure you can see and hear all the participants
Dont just start your presentation! Make sure everyone can hear everyone else. This can be a little time consuming but it's much better than realising later that someone couldnt hear you properly.