The following page is a collection of best practices for planning, organizing and using videoconferencing.

For Presenters and Instructors

Get Training

If the machine you're using is new to you, talk to the team supporting it for documentation/training before using it or Contact Us.

Dedicate a Microphone

Use a microphone that "travels" with you. This can be hand held, headset or a "lapel mike" attached to the speaker's clothing. This provides a more consistent level of volume than a fixed location microphone if the speaker tends to move. Even a slight head movement can cause a large change in audio.

Keep your movements slow and small

Rapid motion may cause a disconcerting, "jerky" effect when viewed over the video connection. When you do move, try to do so with slow, deliberate motions. These movements will not cause large differences in your position between the transmitted frames.

The size of the video transmitted is based on the differences between frames. As well as increasing the comfort of the viewers, minimising these differences by controlling your motion will permit better use of your bandwidth.

Even if you have an experienced camera operator, large motions may take you out of the camera's view. Have a "spot" near which you will stand for the presentation. If you tend to move a lot when you speak, perhaps presenting from a seated position will help. Know where the edges of the camera's view are and don't move past those.

Focus on all of your audience

You need to be camera-aware and speak directly to the lens where you address your remote audience, to provide the "eye contact" required to involve them in your presentation. A common mistake is to look at the picture of the audience, which is not where the camera is. Do not forget the local audience, if you have one. You will have to divide your attention between them both.

Don't make changes during the session

It is tempting to "fiddle with the knobs" if you think the presentation is suffering. However, changing the settings can be very distracting and usually unwarranted, if you have done proper testing.

Reduce distractions

Avoid background sounds, as they distract from you and your presentation. Music, equipment noise (like ventilation sounds), sounds from outside the room, as well as audience conversations should be kept to a minimum.

Remove any visual clutter from the camera view. Foliage, paintings, posters, and curious-looking equipment in the background may become more interesting than your presentation. Also try to have distractions removed from the remote site.

Dress appropriately

Patterned fabrics tend to cause unwanted visual artefacts. Wear clothing with a solid, neutral colour. Bright colours may also be distracting. The audience's focus should be on you, not your clothing. However, pick colours that contrast somewhat with the background colour. You don't want to be a floating head.

You may want to test your clothing on camera during your test presentation, if you are unsure.

Be Prepared for Delays

There may be transmission delays. Allow sufficient time to ensure the remote site has finished, when they are speaking.

For Technicians and Support Staff

Provide Training 

Provide adequate training to your users to support success.

Have a Plan B

In case of technical difficulties, be prepared to offer an alternative way of discussion, e.g. via a telephone conference call.  For more information see Plan B tips.

Label your Hardware

You may not always be available to your participants/clients to help them with what is plugged in where and what needs to be selected to make things go.  Take the time to place meaningful labels or a small "settings" chart on your unit to identify things like:  what input on your television/monitor the VCU is plugged into; what button(s) on the remote control change those inputs, how to switch from numeric to alphabetic on the remote for dialing host names instead of phone numbers, etc.

Preprogram your VCU Phone Book

If it is possible for you to pre-program test sites AND other client sites into the VCU phone book, this can save your participants a significant amount of time and effort at the beginning of their session

Test, Test and Test again

Tests must be conducted with the same equipment and same configurations you plan to use in the real videoconference. If you want to ensure the hardware is functional, feel free to try connecting with one or more of the listed videoconferencing reflector test sites.

Test using the same configuration that will be used for the real conference. Log all changes to your system configuration and retest with the remote site if there is a change to the configuration.

Make sure that your local equipment is working. Test that all microphones are working and that the pickup is reasonable. Make sure that batteries in battery powered devices have a charge that will last for longer than the period you expect to use it. (This includes portable microphones and computers used for presentation while on battery power.) Test that cameras are working and displaying a reasonable picture locally.

Test the connection with audio and video. Make certain that audio levels are appropriate. Also test the presentation with the computer that will be used, if possible. Use a similar computer, if the actual one is not available. Get alternative technical contact information at the remote site.

Keep Current

Just like computer desktops, video conferencing units require occasional updates to their operating systems.  These are usually referred to as Firmware updates.  The version of firmware installed in your VCU SHOULD be listed in the Settings or Preferences for your VCU.  If your firmware is out of date, updates can usually be downloaded from your vendor's website.  In cases where your VCU hardware is maintained by eMAP or by ITS Desktop Services, you may have access to a support person who can perform updates on a regularly scheduled basis.  If you are unsure or have questions, please feel free to contact us for more information

Manage Your Environment

Use a lighting system that does not produce harsh shadows or unnatural colours. A fluorescent light with diffusers will work well. Replace (or remove) lights that flicker.

Hard surfaces in the presentation room may cause unwanted echo. Use carpets on the floor and sound muffling coatings on the walls.

if you are developing a new videoconferencing facility, please contact eMAP for their expertise.