Guide to Successful Meetings


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Guide to Successful Meetings

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