Video Tips & Checklists

• Invite participants and confirm attendance (use Verizon Conferencing's RSVP line and Blast Fax scheduled through our meeting managers).
• Distribute a written agenda prior to the call.
• Request a standing reservation for any regularly scheduled calls.
• Use graphics to support your presentation, but keep them simple.
• Create Bar Charts and Pie Charts, which are most effective.
• Set text font at 16 point or larger and double space.
• Ensure Video Equipment is working properly - set up camera presets prior to the call.
• If the room has windows, point cameras away from the sun.
• Position microphones so everyone can be heard clearly.
• Establish who will call back in the event of a disconnect-you don't want to be calling each other at the same time.
• Large name cards will help identify participants.
• Designate control of the camera to one person; that way, participants won't be distracted if you want to take a close-up of a document or pan the camera from one person to another.
• Prepare and distribute a meeting agenda and stick to it.
• Ask participants to arrive 15 minutes early, so you can start the meeting on time.

• Try to start on time.
• Review the meeting agenda.
• Explain how Q and A will be addressed.
• Have participants introduce themselves at the beginning and as often as necessary during the conference.
• Review the mute button feature and express when you would like participants to use this feature at their location.
• Remember to look at the camera. Keep facial expressions to a minimum, but try to keep a pleasant expression.
• Watch the way you sit, speak and act, because you're being watched.
• Limit hand gestures, coughing, finger drumming, and side conversations, especially near the camera and microphone-they're distracting.
• Periodically check with all participants to ensure they're following the conversation, that the microphones are positioned correctly and that everyone can see each other.
• Periodically look into the camera and "make eye contact" as though you were in a face-to-face meeting.
• Be aware of which camera is in use. If you switch to a document camera to display a photo, make sure to switch back to the main camera when discussion turns to other topics.
• Try to use different speakers during the meeting. Participants can get tired of listening to one person talk for a length of time. Break up the monotony.
• Pause after speaking, to give participants at the other end a chance to respond or ask questions.
• If you are conducting the meeting at 128 or 112, explain the delay and ask that participants raise their hand and state their name and site before asking a question. This will keep the meeting in order and allow for transmission delays when running at a slower speed.
• Speak in a normal voice. Remember: the speakerphone is voice-activated and will pick up the loudest sound in the room. Avoid shuffling papers near the microphone.
• Mute the microphone if private sidebar conversations are necessary.

After the Meeting

• Ask participants if the conference was effective. The key to video conferencing is to forget that the equipment is even there.