Videoconferencing Room Setup and Etiquette

1. VideoconferencingRoom Setup and Etiquette Lim Sew HooNational University of Singapore Internet2 Commons Site Coordinator Training December 3, 2003 National University of Singapore

2. Topic Roadmap • Videoconferencing etiquette • Tips for getting started • Clothing • Lighting • Backdrop • Audio setup • Videoconferencing locations • from your office • from a cart • in a large conference room

3. Videoconferencing Etiquette • Plan your videoconference • Send the agenda and handouts in advance • Allow a few minutes for call start up and shut down time • Stick to time limits • Unplug the telephone or turn off ringer • Remember to mute the microphone • Use a location banner • Take turns speaking and allow time for audio delay • Food during a videoconference

4. Videoconferencing Etiquette • Multi-tasking • Coughing • Paper rattling • Loud air-conditioning units, laptop fans, room projectors • “Can you hear me, can you hear me?”

5. Tips for Getting Started • If your users are new to videoconferencing • Provide an overview workshop for users to learn basics, be reminded of meeting etiquette, and gain experience with equipment. • Publish and distribute print materials or create a website describing basic equipment use and listing the site coordinator’s contact information. • Emphasize simple practices like having a clear meeting agenda, muting the microphone, and how to use the remote control.

6. Tips for Getting Started • Test every videoconference location thoroughly. • Testing will help to identify and address equipment and networking issues in advance. • Testing gives end users additional experience with the equipment. • Testing allows the videoconferencing experience to be successful and positive for users. • Murphy’s Law: If something can go wrong, it will.

7. Example: Change in Location Error • Moved from the planned, tested location just prior to a videoconference • Original testing went fine • Far site moved their unit just moments before the conference was to begin • Nervous presenter waited while new problems were corrected

8. Clothing • Solid color clothes • Avoid patterned outfits that blur when on camera • Simpler patterns aid the video compression

9. Lighting • Soft white light • Light from in front • Standard overhead lights often glare or produce shadows • TV studio-like lighting is ideal • Camera cannot focus in low light

10. Backdrop • Avoid hard lines or complicated patterns. • Use a matte finish if possible. • Use solid color, such as gray, gray-blue, navy. • Avoid red or yellow backgrounds. • Some dry erase boards will work if you adjust them for glare from lights. • Give audience one focal point.

11. Example: Poor Backdrop

12. Example: Better Backdrop

13. Audio Setup • Separate microphones and speakers to avoid feedback squeal. • Test levels ahead of time. • Polycom’s “Generate Tone” • Polycom’s “Audio Meter” • May need to add echo canceling hardware

14. Videoconferencing from Your Cube or Shared Office • Consider using a headset earpiece and microphone to avoid annoying your neighbors. • A matte, solid-colored cube wall or a solid bed sheet or blanket makes an excellent backdrop from which you can display your location banner. • A low-watt, clip-on desk lamp can be aimed to light your face from in front and above you. • Use self-view to adjust the lighting and environment until it looks good.

15. Videoconferencing from a Rolling Cart • Position the “cart-mounted” camera or Polycom to aim at a blank wall in your videoconference location. • Position a low-watt, clip-on desk lamp in front of and slightly above the participants. • Provide a location banner on the cart. • Remember to mute the microphone if it must be moved during your videoconference. • Provide a tip sheet on the cart with site coordinator’s contact information.

16. Large Conference Rooms • Position the camera to see speaker and audience. • Consider adding additional cameras and microphones. • Large rooms need better lighting. • Avoid panning the camera. • Use Polycom camera presets. • Designate locations in the room for Q&A. • Post a tip sheet in the room with site coordinator’s contact information.