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Video Conferencing
A Division of the Technology Support Services

Proper v-etiquette During Video Conferencing (Desktop)

  • When using the directory from your desktop software you can only make a point to point call.
  • For multi point conferences, the conference must be scheduled through Tandberg Management Suite (TMS). Please reference the procedure document.
  • Before the conference begins, reduce any sources for background noise that may interrupt your call (i.e. any telephone, TV, music from your PC/laptop, fans, etc.).
  • Try to avoid lighting that points at the camera lens.
  • After the connection has been established, check to make sure your audio, video and camera angle are OK.
  • When speaking look at the camera and speak clearly; do not shout
  • Remember you are always on camera, even when you are not speaking
  • Wear conservative clothing such as blue or black; avoid white, red, or patterns such as plaids and stripes. This can be too “busy” for the camera.
  • Be yourself. Try to create a comfortable atmosphere
  • Have the phone number for the campus AV department in the event support is needed.

Proper v-etiquette During Video Conferencing (Multi-Point)

 
  • Before conference begins, hand out v-etiquette papers and discuss each item.
  • When the conference begins, have each site introduce the participants
  • Remote sites should mute their microphones
  • Do not speak until properly addressed
  • Reduce or eliminate any background noise (i.e.fans, shuffling papers, turn cell phones to vibrate, etc.)
  • When speaking look into the appropriate camera and speak clearly, do not shout
  • Have an agenda and stick to it
  • Appoint a meeting facilitator, he or she would be responsible for muting and un-muting the microphone and changing camera angles
  • After addressing the audience, allow time for remote sites to respond one at a time
  • Based on the size of the audience, have a seating arrangement in mind before the conference begins. (i.e., auditorium seating, town hall, horseshoe table, etc.) This way the camera presets can be made ahead of time.
  • For multipoint conferences have a sign identifying your ampus/location
  • Assume you are always on camera, even when you are not speaking
  • Wear conservative clothing such as blue or black; avoid white, red, or patterns such as plaids and stripes. This can be too “busy” for the camera
  • Be yourself. Try to create a comfortable atmosphere
  • Have the phone number for the campus AV department in the event support is needed.
DOs and DON'TS
DO pre-plan DON'T make distracting sounds
DO speak clearly DON'T make distracting movements
DO keep body movements to a minimum DON'T cover the microphone
DO move and gesture naturally DON'T interrupt other speakers
DO maintain eye contact DON'T carry on side conversations
DO dress appropriately DON'T wear noisy jewelry
DO apply cosmetics subtly DON'T arrive late
DO mute your microphone when not speaking  


A publication of the Office of Information Technology at Valencia College
oitservicedesk@valenciacollege.edu
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