Telecommunications Services

Videoconferencing - Preparing for a Conference

Similar to any meeting, the key to conducting a successful videoconference is preparation. Below are some tips to conducting successful videoconferences. Following these simple guidelines will make a dramatic difference in the productivity generated from the meeting and the overall attitudes that the participants have for future videoconferences.

What to wear:

Try to wear something bright such as blue. Try to stay away from lighter colors such as white. The lighter colors can reflect light in the room and cause glare.

Preparing Effective Visual Aids:

Begin by determining what type of presentational material you would like to use (slides, overheads, VCR, white board). The same type of meeting and training presentation material that you currently use can also be used in your videoconferencing presentation.

• All visuals should be horizontal, not to exceed 8 1/2" x 11"
• Type size should be 24 point or larger
• Limit text to about 7 lines
• Illustrations, graphs and/or charts can be displayed
• Images should be clear and sharp
• Lines should be dark and bold
• Documents can be in color
• Use originals, not copies of faxes

Arrive Early on the Day of the Meeting:

All designated tablet operators should report to the videoconference room at least 15 minutes before the videoconference is scheduled to start to approve room and equipment set-up. The operator may also want to review and practice the operating functions of the equipment.

Starting the Videoconference:

• State the purpose of the meeting
• Introduce attendees at all locations
• Identify the site leaders/tablet operators for each site
• State agenda

Addressing Questions Throughout the Meeting:

• Meeting monitor should pole sites by name for questions or comments (example: St. Louis, do you have any questions? Kansas City, do you have any questions?)
• Instruct attendees to ask the tablet operator for acknowledgment to speak and to speak one person at a time
• Instruct sites to use the "mute" feature until discussion/question time

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