Video Tips & Checklists
Before - Planning the Meeting
During the Meeting
- 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.