Conferencing Do's & Don'ts

Conferencing with Technology: The Do’s & Don’ts

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Before the Meeting
SUGGESTION	EXPLANATION / SUGGESTION
Log On Early	A lot is involved to make online communication between two or more people possible. Logging in early to test your connection and setup your desktop reduces the likelihood of technical and human errors during the conference. Log on to the call 10‐15 minutes early to test your video and audio.
Beware Of Your Attire	Clothes with stripes and intricate patterns do not transmit very well on camera. Clothes that match, or are close to, the background color of the location can blend in together. If you are wearing jewelry, keep it small and simple. Beware of shiny jewelry since they attract light. Beware of noisy, metal or hard, jewelry since it can be picked up by the microphone. If you are on a business call dress professional.
Beware Of Your Environment (Environment refers to your location)	Environmental noise, light, and distractions can be picked up by the video camera or microphones. Multiple devices (computers, tablets, phones, and any equipment that can be used to conduct a call) using a microphone in the same room should never be on the same call. The same applies to devices in offices that share the same wall. When devices using microphones and speakers are in close proximity of each other, sound loops from one device through the other and back again. If you are close to a window or a light source such as the sun, it should be behind the camera to avoid overexposure. Overexposure occurs when too much light is on the item being viewed. If you are in a dark area, try turning on a light or opening a curtain in front of you to avoid underexposure. (not enough light)
Camera Height	Place the camera on a surface that's directly in line with your forehead. Always check how you look in the video preview before the conference begins. Never use a live video connection as a mirror.
Microphone Location	Microphone position is everything!!! Speak directly into the front of the microphone. Use headsets when possible. Position properly to avoid high pitch noises and other distortions: Position the mic close enough and far enough away so you can speak normally without sounding like you are muffled, yelling, or staticky. BEWARE: Microphones and speakers should never be close to each other.

During the Meeting
SUGGESTION	EXPLANATION / SUGGESTION
Mute Yourself When Not Speaking	Mute yourself when not speaking as background noise is very distracting. If you are the host of a multi‐person call mute all the participants (attendees) before the start of the meeting.
Don't Assume The Attendees Know What You Want Them To Do	If there are instructions you want attendees to follow, tell them prior to needing to apply the instruction. Consider putting instructions in written form and verbally state them as well at the beginning. When possible, have a moderator manage the flow of the call. The moderator can also be used to control who is talking and answer questions from attendees.
Ask For Feedback	If the meeting calls for it, provide time for attendees to provide feedback.
Send Attendees An Invite To The Conference	This serves as a reminder and also tells the attendee what communication service will be used for the call.
(AUDIO) Be Courteous: No Side Conversations / Speaking Out Of Turn / Eating / Shouting	The microphone picks up everything!!! When too many sounds are picked up by the microphone they the sound from the main person talking can becomes distorted.
(VIDEO) Be Courteous: Pay Attention When The Camera Is On	Maintain eye contact by looking at the camera. Making eye contact keeps others engaged, and makes them feel that you are too. The camera picks up everything in its sight.
Be Prepared!!!	No matter how much you prepare problems can still arise. Knowing how to use the technology can help you spot and resolve technical and human problems/errors rapidly. Apologize, not point blame, to attendees when problems occur during the call. If the problem is uncontrollable, such as construction noise, apologize and reschedule the call if possible.

After the Meeting
Suggestion	Explanation / Suggestion
Turn Off Equipment	Lots of technology does not function properly over time if left on when not in use.

Troubleshooting the Call What to do before, or while, calling IT.
Symptom	What to Do
No Sound From The Host (Host Or Attendee)	If the conference software has an equipment test, ALWAYS run it right before the call. Check microphone settings on the host’s or attendee’s device. This includes the program itself and the device’s general preferences, power button/switch, and volume levels on the device and the microphone. Check microphone connections (plug) and power on the host’s or attendee’s device Call IT
No Video (Host Or Attendee)	If the conference software has an equipment test, ALWAYS run it right before the call. Check to make sure the camera is present, plugged in, and turned on. Most cameras have a light that indicates it is recording. If host or attendee gets a no video detected error, unplug the camera, wait 10 seconds and plug it back in. You may have to restart the conferencing software as well. If the video is choppy, that is typically an indicator of a weak network connection or poor computer performance. In both cases, try closing out of applications running on the device to get the conference software and hardware access to more of the device’s resources. Call IT Note: Some network issues are truly outside of yours and IT’s control. If that is the case IT will let you know.
Total Failure	Have a plan for when problems occur. Restart!!! Call IT Without getting very technical, all technology has software. Software at times will fail. The fastest solution that resolves most problems, in the shortest amount of time, is to restart the application or the entire device. Some problems have nothing to do with the conference call equipment or settings.

Website References

Video: Top Video Conferencing Tips With Avaya Scopiahttps://www.youtube.com/watch?v=48MkJJgidnE

Video: Meeting Mindfulness: Four Video Conferencing Mistakes to Avoidhttps://www.youtube.com/watch?v=3sqChOqaDKE

I’m Talking Now! Avoid Speaking Over Others on a Conference Call https://blog.clickmeeting.com/im‐talking‐now‐avoid‐speaking‐others‐conference‐call

11 Dos & Don'ts of Video Conferencing Etiquettehttps://www.inc.com/ss/video‐conferencing‐best‐practices

Etiquette You Need to Consider When Having Online Meetings https://nerdsonsite.com/blog/2013/04/15/etiquette‐you‐need‐to‐consider‐when‐having‐online‐meetings/

10 Things to Do Before a Web Conference Meetinghttps://www.conferencecallsunlimited.com/blog/10‐things‐to‐do‐before‐a‐web‐conference‐meeting/

Multiple people talking

https://www.google.com/search?q=can+multiple+people+talk+during+a+web+conference&rlz=1C1GCEA_enUS760US760&oq=can+multiple+pe ople+talk+during+a+web+conference&aqs=chrome..69i57.14599j0j8&sourceid=chrome&ie=UTF‐8

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