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Video Conferencing Etiquette CLICK HERE TO ENTER

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Video Conferencing Etiquette CLICK HERE TO ENTER

  1. 1. Video Conferencing Etiquette Basic Guide CLICK HERE TO ENTER
  2. 2. Instructions <ul><li>During this module use the following buttons at the bottom of each page to navigate your way through: </li></ul><ul><ul><li>To move to the next slide click </li></ul></ul><ul><ul><li>To move to the previous slide click </li></ul></ul><ul><ul><li>To return to the home page click </li></ul></ul><ul><ul><li>To return to the main menu click </li></ul></ul><ul><ul><li>To return to a section menu click </li></ul></ul>Section Menu
  3. 3. Menu <ul><li>Aims of Training </li></ul><ul><li>Room Dynamics </li></ul><ul><li>Microphone Tips </li></ul><ul><li>What not to Wear! </li></ul><ul><li>Call Preparation </li></ul><ul><li>Meeting Etiquette </li></ul><ul><li>6. During a Call </li></ul><ul><li>7. Visual Aids </li></ul><ul><li>Summary </li></ul><ul><li>Further Support </li></ul><ul><li>Evaluation </li></ul>
  4. 4. Aims Of Training <ul><li>This online module aims to help you get the best out of using video conferencing by enabling you to: </li></ul><ul><ul><li>Identify common issues associated with video conferencing </li></ul></ul><ul><ul><li>Overcome these issues </li></ul></ul><ul><ul><li>Effectively use video conferencing </li></ul></ul><ul><ul><li>Enjoy using video conferencing </li></ul></ul>
  5. 5. Aims of Training <ul><li>Video conferencing is being increasingly used for meetings and training, particularly in more rural areas </li></ul><ul><li>The best way to get used to using video conferencing is through practice and building your confidence </li></ul><ul><li>This guide will enable you to do this by helping you overcome some of the common pitfalls of video conferencing </li></ul>
  6. 6. Section 1: Room Dynamics <ul><li>Background colours </li></ul><ul><li>Background textures </li></ul><ul><li>Lighting </li></ul>
  7. 7. Background Colours <ul><li>Pastel colours, especially blue work best </li></ul><ul><li>Large areas of bright white are less desirable </li></ul>Section 1 Menu
  8. 8. Background textures <ul><li>Textured walls or curtains are good as there is less reflection for cameras to pick up </li></ul><ul><li>Glass should be avoided as it can cause reflection </li></ul>Section 1 Menu
  9. 9. Lighting <ul><li>Curtains and doors should be kept shut </li></ul><ul><li>Lighting should come from overhead </li></ul><ul><li>Participants should not be positioned in front of the lighting as this can cause shadows </li></ul><ul><li>Overhead lights should not be seen by the camera as this can cause interference </li></ul>Section 1 Menu
  10. 10. Lighting 2 <ul><li>Natural light is not good for video conferencing so avoid cameras facing windows or cover windows with curtains. </li></ul>Click here to look at an example of good and bad lighting Section 1 Menu
  11. 11. Lighting 3 <ul><li>This is the same room in the same lighting </li></ul><ul><li>The only difference is that in the picture on the right hand side the curtains are closed </li></ul><ul><li>Notice the difference in light with no other changes being made </li></ul>Section 1 Menu
  12. 12. Section 2: Microphone Tips <ul><li>Positioning </li></ul><ul><li>Unwanted Noise </li></ul><ul><li>Mute Microphone </li></ul>
  13. 13. Positioning <ul><li>Microphone placement is very important </li></ul><ul><li>Try to have the microphone at an equal distance from all participants </li></ul><ul><li>2-3 feet is the best distance </li></ul>Section 2 Menu
  14. 14. Unwanted Noise <ul><li>Microphones are very sensitive and pick up many unwanted noises such as side conversations, rustling paper and tapping pens! </li></ul><ul><li>Try to avoid moving the microphone during video conferencing as this can cause loud interference at the other end </li></ul><ul><li>It is also worth remembering that when you first connect to a call your audio comes through before the visual so be careful what you say! </li></ul>Section 2 Menu
  15. 15. Mute Microphone <ul><li>If you are not talking for any length of time you may want to mute your microphone </li></ul><ul><li>Doing this will eliminate any unwanted noise </li></ul><ul><li>Remember to turn it back on when you want to speak!! </li></ul><ul><li>The chair may want to take control of the microphone controls as they can also control the far end microphone </li></ul>Section 2 Menu
  16. 16. Section 3 : What Not To Wear! <ul><li>Colours </li></ul><ul><li>Patterns </li></ul><ul><li>Noise?! </li></ul>
  17. 17. Colours <ul><li>Colours that work well include pastel shades, bright blue, pink and green </li></ul><ul><li>Colours to avoid are dark blue, black, red and white. </li></ul><ul><li>Light coloured clothing can appear washed out at the other end </li></ul>Section 3 Menu
  18. 18. Patterns <ul><li>Plain clothing is ideal </li></ul><ul><li>Patterned clothing or anything with defined stripes are to be avoided! </li></ul><ul><li>As with wall coverings soft textures work best </li></ul><ul><li>Avoid any clothes that are shiny </li></ul>Section 3 Menu
  19. 19. Noise?! <ul><li>Although the majority of clothes make virtually no noise some clothes can make rustling noise which can be picked up by the microphone </li></ul>Section 3 Menu
  20. 20. Section 4 : Call Preparation <ul><li>Familiarise Yourself </li></ul><ul><li>Have an Agenda </li></ul><ul><li>Appoint a Chairperson </li></ul>
  21. 21. Familiarise Yourself <ul><li>Familiarise yourself with: </li></ul><ul><ul><li>The room </li></ul></ul><ul><ul><li>The equipment </li></ul></ul><ul><ul><li>How to operate the equipment </li></ul></ul><ul><li>Leave time before the call to check everything works – you may want to check the dial-up connection as well </li></ul><ul><li>Set your camera up before the call </li></ul>Section 4 Menu
  22. 22. Have an Agenda <ul><li>Prepare the agenda beforehand to give the video conference a structure </li></ul><ul><li>On agendas it is a good idea to write protocols e.g.: </li></ul><ul><ul><li>Mute microphones when not in use </li></ul></ul><ul><ul><li>Ask for attention by raising your hand </li></ul></ul><ul><ul><li>Camera position </li></ul></ul>Section 4 Menu
  23. 23. Appoint a Chairperson <ul><li>The chairperson plays a key role in controlling the meeting and the video conferencing equipment </li></ul><ul><li>They should also ensure participants stick to the agenda </li></ul><ul><li>The chairperson should ensure that all participants get an equal opportunity to input/ask questions </li></ul>Section 4 Menu
  24. 24. Section 5 : Meeting Etiquette <ul><li>Introduce Everyone </li></ul><ul><li>Ask for Attention </li></ul><ul><li>Entering or Leaving </li></ul>
  25. 25. Introduce Everyone <ul><li>Ask for everyone to introduce themselves </li></ul><ul><li>The chairperson may find it useful to make a note of who each person is in each location </li></ul>Section 5 Menu
  26. 26. Ask for Attention <ul><li>Ask participants to raise their hand, if appropriate, to speak or ask a question to prevent people talking over each other </li></ul>Section 5 Menu
  27. 27. Entering or Leaving <ul><li>Announce, when applicable, who is entering or leaving the room so that all participants know who is taking part in the meeting </li></ul>Section 5 Menu
  28. 28. Section 6 : During A Call <ul><li>Clearly Not Louder!! </li></ul><ul><li>One at a Time </li></ul><ul><li>Delay </li></ul><ul><li>Camera Use </li></ul>
  29. 29. Clearly Not Louder!! <ul><li>Always try to speak clearly and slowly, not louder!! </li></ul><ul><li>Most modern video conference equipment has auto gain levelling which evens out different voice volumes anyway </li></ul>Section 6 Menu
  30. 30. One at a Time <ul><li>Try not to speak over other people when they are talking </li></ul><ul><li>If questions are being taken from different locations the chairperson should repeat the question to ensure that people at all locations heard it </li></ul>Section 6 Menu
  31. 31. Delay <ul><li>Be aware that there is slight delay (approximately 3 seconds) between when you finish talking and the remote site hears you </li></ul><ul><li>Wait for an extra few seconds for the far site to respond to your questions or responses </li></ul>Section 6 Menu
  32. 32. Camera Use <ul><li>Before you start the conference set your camera </li></ul><ul><li>The larger you are on screen the easier it is for people to see your facial expressions </li></ul><ul><li>If you are too small on the screen the people will only be able to make out figures and will not see who is talking </li></ul>Click here to look at an example of good and bad camera settings Section 6 Menu
  33. 33. Camera Use 2 <ul><li>Fill The Screen </li></ul>Section 6 Menu
  34. 34. Camera Use 3 <ul><li>Camera Presets – if you will be moving the camera during the meeting use the preset facility to set different shots </li></ul><ul><li>Look into the camera, not the screen! Otherwise it will seem as if you are not looking directly at the participants at the far end </li></ul>Section 6 Menu
  35. 35. Section 7 : Visual Aids <ul><li>PowerPoint </li></ul><ul><li>Pictures </li></ul><ul><li>Videos/clips </li></ul>
  36. 36. Powerpoint <ul><li>Use light pastel colours for the background, especially blue or green </li></ul><ul><li>If possible link your computer to the Video Conference equipment so that the far end will see the full slide show in their screen </li></ul><ul><li>A minimum font size of 30 is recommended </li></ul><ul><li>Use colours that work well and are easy to make out </li></ul>Section 7 Menu
  37. 37. Pictures <ul><li>Pictures may not appear at the far end in the way that you see them because of resolution etc. </li></ul><ul><li>Only use good quality pictures </li></ul>Section 7 Menu
  38. 38. Videos/Clips <ul><li>Standard VCR’s can be connected to most units and can either record the conference or play a video to the participants </li></ul>Section 7 Menu
  39. 39. Summary <ul><li>Used effectively video conferencing can be a low cost, useful way of bringing people in different areas together </li></ul><ul><li>This module has helped you to set up the camera, room layout, powerpoint slides etc. </li></ul><ul><li>The best way to learn how to use video conferencing effectively is through practice and experience </li></ul><ul><li>Click here to return to the main menu </li></ul>
  40. 40. Further Support <ul><li>The original presentation on which this module is based can be delivered by an interactive video conference training session – click here for information about this training </li></ul><ul><li>Stewart Wilkie conducted research into telemedicine in general practice </li></ul><ul><li>Please contact Carole Stoddart ( carole . stoddart @ nes . scot . nhs . uk ) for further support </li></ul>
  41. 41. Evaluation <ul><li>Please take 5 minutes to complete the attached evaluation form </li></ul><ul><li>Click here to open the evaluation form – please save or print this file </li></ul><ul><li>E-mail/post your evaluation form to Kishwar Shah as indicated at the end of the evaluation form </li></ul><ul><li>A certificate demonstrating your participation in this CPD Activity will be issued on receipt of your evaluation form </li></ul>

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