TIPS FOR A SUCCESSFUL VIDEO MEETING

TIPS FOR A SUCCESSFUL VIDEO MEETING
Decide who will initiate a call before the meeting.
Close the curtains or blinds for better quality pictures and audio. Make sure the door is closed too.
Make sure the microphone is on the table.
Say when you are muting the microphone – the other site may think you have a problem.
Introduce all the participants.
Do not whisper to the person next to you - everyone will hear you!!
Remember that during connection you may be transmitting your picture and audio before you receive any.
Do not tap microphones, move them around or bang/tap on the table. Be careful not to cover microphones with papers.
Organise teas/coffees for both ends simultaneously
For security reasons, send a blank ‘still’ after sending sensitive material via the document camera
Introduce or announce when someone enters or leaves the room
Smile when you connect, and disconnect, your call – it will put the other meeting attendees at ease, especially if they are new to video meetings.
Have a clear Agenda for your meeting. Prepare and circulate all materials and papers in advance.
Avoid wearing clothing with striking or detailed patterns.
Speak clearly.
Avoid slouching in the chairs, this will put you out of the microphones range and cause the sound to be faint and muffled.
Introduce all participants at the start of your meeting.
Designate one person at each location to look after the Video control pad.
Avoid excessive zooming and panning around with the cameras as this will detract from the content of the meeting.
If you need to adjust the volume, use the volume control on the Video Conference control pad.
Avoid shuffling papers, tapping the table, etc as such sounds will be transmitted to the other parties.
If you want to make comments whilst someone at the other end is speaking, use the MUTE button to avoid interrupting them.
If you are the Chairman, try to orchestrate the meeting. Try to avoid too many people speaking at once. Control the meeting by inviting people to speak in turn or when you want them to. (This is particularly important in Multi-Site meetings).
Be sure to allow time for a summary and appropriate conclusion to the meeting. Other people may be waiting to use the facilities after you.Finally, be relaxed and natural - you’re not performing on TV!!!!!