Product Guides and Resources

Video Conferencing Hints and Tips

Whether you are chairing a meeting or giving a presentation, there are certain things that need to be avoided or adhered to during a video conference.

To begin with, appropriate clothing is essential. Remember that solid colors show up well, yet bright colors, such as red or yellow, stripes, checks, plaids or whites may affect the picture quality, and fussy necklines can be very distracting on screen.

You can overcome all of this by wearing a jacket or other clothing that are neutral and match your skin tone. For instance, wearing blue or pastel-colored shirts (not white) will carry best over video.

Below are some further hints and tips to help improve your video conferencing meeting.

1. Preparing Your Video Conference

• Assign a "Meeting Owner" or "Chairperson" at booking time.
• Ensure that any presentation material to be used is suitable for Video Conferencing.
• Familiarize yourself with the equipment, or seek assistance from local support.
• Arrive 5 minutes before the start of your video conference.
• Have the other party's telephone numbers at hand.
• Check your visibility on screen.

2. During a Video Conference

• Pause after you have finished talking. This allows the users to receive the sound and video and then respond to the information received.
• Face the speaker system and speak clearly.
• When asking questions, direct them to one person whenever possible. Avoid open discussions, as they could become confusing.
• Minimize motion to keep the image as clear as possible.
• Mute the microphone when moving it, and don't place it close to a beamer or laptop.
• Be careful not to rustle papers, tap pens or slide the microphone across the table.
• Regularly check your visibility on screen to make sure you haven't moved out of the range of the camera.

3. Ending a Video Conference

• The connection will automatically be closed at the time stated in your booking, unless you have previously contacted the Video Help Desk to arrange an extension.
• If the layout of the room or position/settings of the camera has been changed, please return them to the previous setting.
• Do not power off the Video Conference system.
• Put the remote control on the meeting table, pointing at the VC-unit.