The document provides tips for successful videoconferencing. It recommends having an agenda distributed in advance, assigning a moderator to keep the meeting on schedule and allow equal participation, and learning how to use the videoconferencing equipment. It also suggests muting microphones when not speaking to avoid distractions, choosing the appropriate bandwidth based on content, and meeting in person initially if replacing significant travel with videoconferencing. Following these guidelines can help reduce travel expenses while allowing remote participation in important meetings and decisions.

1. Videoconferencing – Tips for Success
By Phil Horney
Have you ever attended a meeting that wandered off topic, took more time than had
been scheduled, or was a complete waste of resources? Welcome to the club! Time
spent in out-of-control meetings can be a noisome experience, one we certainly (and
usually unsuccessfully) try to avoid.
On the other hand, if you‘ve ever participated in a video teleconference (VTC), you’re
more likely to have encountered a meeting that was not out-of-control. Why? Most
companies don’t own their own VTC equipment, or if they do it is usually only one or two
conferencing units. Because equipment availability is limited, the VTC suite – whether at
the office or at the conference center across town – must be booked in advance for a
specific amount of time. Additionally, VTCs are unlikely to go over this time limit since
other people might be waiting to use the system. Given these constraints, VTCs usually
start on time and are organized so that everything can be accomplished during the
allotted time. Discussions during the conference are often shorter, and decisions tend to
be made more quickly.
These inherent benefits can be further enhanced by following a few simple guidelines.
Here’s what I usually suggest to my clients:
1. Have an agenda with a timeline – While the effective meeting facilitator should
have an agenda for every meeting, it is especially important that they be created
for VTCs. Most conferences involve people in other time zones or even other
hemispheres, and you should respect that fact by creating an agenda,
distributing it in advance to remote sites – and, most importantly – sticking to it. If
for no other reason, having an agenda in hand helps participants in distant
locations feel more involved in, or more “present” at, the meeting.
2. Assign a meeting moderator/facilitator specifically responsible for sticking to the
agenda and timeline, and making sure that all groups are given an equal
opportunity to participate. While this is also recommended for regular face-to-
face meetings, its importance is magnified in a VTC. Participants in remote
locations, whether down the street or around the world, have less tolerance for
one-sided communication. I remember a conference we hosted where people at

2. one of the remote sites got bored and left the conference room. When the
oblivious moderator finally got around to asking for their participation an hour
later, he found only an empty room.
3. Learn to use the equipment – Most conferencing facilities have technicians
available to operate the VTC equipment. But if you are speaking on a confidential
subject, this probably isn’t the best option. Most conferencing equipment is fairly
easy to operate, so taking the time to learn its features and functions can only
help enhance the effectiveness of your meeting. Ask your conference center
staff for a tour of their system’s features so that you can switch to the document
camera, PC or video tape whenever you need it without having to wait for help.
That makes the meeting run smoother and you look smarter.
4. The mute button is your friend and can save you a lot of embarrassment– If
you’re not talking to a remote site, or are having a public in-room discussion,
make sure that your microphones are muted. Having an in-group conversation
while still broadcasting creates a distraction and confusion for the folks on the
other end. More importantly, any ill-advised or off-handed comments will stay on
your side of the virtual conference table.
5. Choose the right amount of bandwidth – Bandwidth (the size of the pipe you’re
using to connect to the remote locations) can play an important part in the quality
of your conference. If you plan on doing nothing more than audio and a camera
shot, you can go with less. 128k provides decent quality audio and video for
most conferences that have little or no rich media content. Using a document
camera, a PC or a video tape will require much more than that – usually 384k or
more – in order for remote participants to clearly see the information you
broadcast.
6. Remember the value of face-to-face communication - If you plan to use VTC to
replace a significant amount of travel, I recommend making an initial contact in
person, then using conferencing for subsequent meetings. Video conferencing –
even with the world’s best technology – is less “personal” than a face-to-face
meeting. So if you’re starting work on something like a collaborative project,
meet your team in person first and then introduce VTC for follow-up meetings
and other collaboration.

3. Using video teleconferencing wisely can dramatically reduce travel expenses, help you
stay in touch with remote offices, keep everyone informed on a current project, and allow
colleagues in remote locations to be involved in important decisions. In addition, think
how much more productive your week could be if you substituted a 20 minute drive to
the nearest conference center for your next 20 hour flight to India!
Phil Horney is the Director of Technology at The METS Center and has been in the
audio/visual and computer industries for over fifteen years. If you would like more
information about video teleconferencing or other business services The METS
Center has to offer, please feel free to contact him at (859) 647-6387, or via email
to phil.horney@usemets.org.