Video Conferencing

Best Practices

Good Video Conferencing practices are a combination of common courtesy and basic presentation skills. Read through these tips for successful conferencing.

  • Arrive before the start of your Video Conference to be sure you are comfortable with the room arrangement and equipment. Place the microphone and keypad in the middle of the table. Mute the microphone until you are ready to start the call.
  • Can you be seen? Check self-view or the picture-in-picture (PIP) view to make sure you and any other participants can be seen. Lighting should be on your face; not coming from behind (close any curtains or blinds).
  • The remote control is all you need; you can use the remote to adjust the volume or camera angle if needed.
  • Speak clearly and act naturally, there is no need to shout. Don't tap the table or rustle papers unnecessarily. Address participants clearly by name.
  • Look at the camera, not the display screen. This will allow for 'eye contact' and a stronger connection with your participants.
  • Don't be distracted by incoming phone calls, emails or people walking by your room.
  • Need to talk privately? Be sure to use the mute button and make sure that you aren't unintentionally discourteous during muted periods.
  • Audio-only participants? For optimum sound quality, ensure that the speakerphone is placed in a central position on the table.
  • Need to extend your meeting time? Call the Help desk at least 10 minutes before the scheduled end of your Video Conference to arrange an extension (subject to room availability).
  • If you have any issues, call the Help desk right away. Do not attempt to adjust any of the equipment or cords on your own.
  • At the end of your meeting, select 'End Call' on your remote. Please do not unplug the video equipment.