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Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
Guide to Successful Meetings
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Guide to Successful Meetings

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Transcript

  • 1. AVIT Video Conferencing Training Module Meetings
  • 2. Video Conferencing
    • Video Conferencing is mainly used for meetings, lectures and tutorials
    • It is cost effective and time efficient
    • To achieve a successful video conference, users need to be familiar and confident using the medium, and encourage an interactive environment
  • 3. A Successful Video Conference
    • The essential ingredients:
    • Booking of Sites and Bridge
      • www.avit.med.usyd.edu.au
    • Contact with the Video Conferencing Unit
    • Room Configuration
    • Effective Communication
  • 4. Camera
    • Direct and zoom camera so it is as tight as possible on all attendees
    • All attendees should be seated facing the camera and close together
    • Turn on all room lights, block all natural light and choose a good background
  • 5. View Yourself
    • It is necessary to view yourself during the setup of the conference to make sure seating and camera positioning are correct
    • Dual Screen:
      • The Here screen will be showing your site
    • Single Screen:
      • Before connection, you will see your site full screen
      • Once connected, use Picture in a Picture mode
  • 6. Single/Dual Screen Setup
  • 7. Single Person - Setup Dual Screen Single Person – Camera Setup Camera Here Screen There Screen Camera View
  • 8. 3 Persons - Setup Here Screen There Screen Camera Camera View Dual Screen 3 Persons – Camera Setup
  • 9. Medium Meeting - Setup Camera Dual Screen Medium Meeting – Camera Setup There screen Here screen
  • 10. Screen Layout
    • There are three main types of screen layout:
    • Voice Activated Video
    • Quad Split
    • Picture in Picture
  • 11. Voice Activated Video
    • Only one site is seen at a time
    • The last site that spoke is visible on screen
    • There is a 3 second delay when switching between sites in this mode
  • 12. Quad Split Screen
    • The screen is divided into 4 quadrants
    • The Bridge controls which site is visible in which quadrant
    • If there are 6 or more sites, the 4 th quadrant works in Voice Activated Video mode
  • 13. Quad Split Screen
    • Things to Consider:
      • Small screen problems
      • Increased importance of camera setup
      • Problems showing presentation material
  • 14. Picture in Picture
    • Especially applicable to single screen setups
    • This mode allows you to view your own site in a corner of the screen during a conference
  • 15. Microphones
    • Proper microphone positioning is vital
    • All attendees at a site need to heard as well as possible
    • At the beginning of a conference, or when a new site joins in, test that all sites can hear one another
    • What if they can’t hear me?
      • VCU 9351 7325 or 0419 914 419
  • 16. Microphones
  • 17. How Microphones Work Pick up Range (bird’s eye view) Pick up Range (side view)
  • 18. Single Microphone Placement Single Microphone Placement – Small Meeting
  • 19. Dual Microphone Placement Dual Microphone Placement Medium Meeting
  • 20. Effective VC Communication
    • Nominate a Chairperson to co-ordinate the meeting
    • The Chairperson ensures successful:
      • Participation
      • Communication
      • Etiquette
  • 21. Participation
    • Aim for equal participation at each site
    • Communicate directly to participating sites
      • Questions
      • Requests
      • Comments
  • 22. Communication
    • Talk clearly, one at a time
    • No multiple discussions
    • Standard Academic Procedure
    • Talk towards the microphone, considering your position and the range of the microphone
  • 23. Etiquette
    • Video conferencing greatly benefits from orderly and clear conduct
    • Avoid all unnecessary movement and noise
    • Presume that you are always being watched and heard
    • Using the ‘Mute’ function
  • 24. Meeting Tools
    • Modes of presentation:
      • PowerPoint
      • Document Camera
      • Overhead Projector
      • Whiteboard
      • VCR
      • DVD
  • 25. Meeting Tools
    • Things to Consider
      • VC Unit needs advanced notice
      • All sites should have a hardcopy
      • Use camera presets to view both the presenter and the presentation material
      • Picture Quality
      • Site specificity of presentation equipment
  • 26. Summary
    • Confidence using Video Conferencing
    • Creating an Interactive Environment
    • Using Video Conferencing Equipment Effectively
    • Technical Assistance and Support

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