Quick Tips for Planning a Videoconference

In advance of your conference:

Reserve time and rooms with ICS.
Set objectives and establish an agenda.
Develop graphics and other visual aids.
Establish who will attend and confirm their availability.
Distribute agenda and other materials.

On the day of your conference:

Arrive at the site 15-30 minutes early.
The room coordinator will instruct participants in use of the equipment prior to the start of the conference.

During your conference:

Begin on time. Open by introducing all participants and conducting a roll call.
Review the agenda and time allotted. Most videoconferences cannot extend past the allotted time.
Establish ground rules for use of the camera and microphones.
Encourage participation. Direct questions to individuals.
Change the camera position frequently, especially if you have a large group in the room.

Ending your conference:

Allow a few minutes for review and final questions. Conclude your meeting on time and notify the room coordinator when you are finished.
If you find your meeting is running longer than expected, contact the technician to confirm availability of the room and lines for the extra time.

Etiquette while conferencing:

Establishing ground rules for participation during your conference will help make your meeting smoother and more effective. Some guidelines to keep in mind include:
If possible, appoint one person at the origination site to control the camera.
Appoint one person at each remote site to operate the camera, if possible.
Remote sites can control the camera angles at your site. You may not want this feature to be used by other sites. Establish protocol for this feature early in your conference.
Allow the on-screen site to finish speaking before answering. Multiple sites speaking at once can cause delays in the switching.
Side conversations and other room noises are picked up by the microphones. It is a good idea to mute your microphones when not speaking.
Try to use complete sentences and avoid one-word answers.
There is a slight delay in receiving the video from a site after a speaker begins. This is normal.
Try to be within the camera's field of vision when speaking.
Notify a technician immediately if you have problems.

For More Information About Videoconferencing:

Maureen Friend, Videoconference Coordinator
Instructional Communications Systems
University of Wisconsin-Extension
Phone: 608-262-5249
Fax: 608-263-4435
Email: wislinevideo@ics.uwex.edu