Videoconferencing Tips - How to Prepare for a Videoconference

Resolution:
Planning for a videoconference takes approximately the same amount of time as planning for a face-to-face meeting or phone conversation.

If you are using a desktop videoconferencing system and are calling another desktop videoconferencing system, not much planning is required. Many desktop videoconferencing calls are ad-hoc, similar to phone calls and face-to-face meetings. If the meeting is scheduled, you will want to ensure the other participant knows the time of the meeting, any agenda and has any documents that you will be covering during the meeting.

If you are videoconferencing with a group of people, more planning is required. Below are some tips on what to think about and plan for when participating in a videoconference with another group(s).

1. Know the number of people and locations participating in the meeting
   
   
2. If there are more than 2 locations participating, a videoconferencing MCU will need to be scheduled to call each location 15-30 min prior the scheduled start time of the meeting.
   
   
3. Create an agenda and pass it out to all participants before the meeting.
   
   
4. Clothing: As opposed to a face-to-face meeting or phone conversation, the type of clothing worn in a videoconference should be taken into account. Stripes or patterned shirts are not recommended during a videoconference and may not be displayed well on the remote site(s). Plain colored shirts and pants/skirts are optimal.
   
   
5. It is recommended that you do a test call before the meeting to ensure that lighting, chair placement and microphone placement are all optimal.
   
   
6. If you will be using peripheral equipment such as document cameras, data sharing devices, etc., these should be tested prior to the call, preferable during the test call mentioned above.
   
   
7. If more than 2 sites are participating, etiquette dictates that all sites that are not talking mute their microphone so as to minimize the noise disruption.
   
   
8. When in a call, there are some things that participants should not do. They included side talking, walking in and out of the room, typing on a computer, or doing other side work while the videoconference is in session.
   
   
9. Start and end the call on time. And participants should take great care to show up on-time or before time so people are not coming and going during the call.