Video Conferencing Etiquette

 1) The number of people in the room effects the VC experience.  Size the room properly so everyone can see the monitor/projection screen.  No one should choose the seats in front of the display or in front of the camera.  Certainly, less prime seating positions are available during a video conference than for other non-VC purposes in the same venue.  Select self-view and move the camera around to right-size the room to the number of local participants.  Very large groups bring challenges to a successful conference and may require hosting by a technologist to adjust audio and camera position on the fly for the best experience.

 2) Have a backup plan.  You are connecting to a remote location, so even if the local site has been tested, the network and the remote site(s) are out of your control.  Forward your slide presentation to the remote location(s), have a speaker phone in the room and know the remote location telephone number.  As always, notify the technologists of your meeting plans in advance so they can pre-test the facilities end to end.

 3) Introduce yourself.  Let the remote site know you are connected.  They may have not turned on the display or adjusted the speaker volume and therefore do NOT know you can see/hear them.  As soon as you connect to the remote site, let your purpose be known as if you just walked into a real conference room.  Because the camera has a limited field of view, make sure that all participants are aware of other people in the room that may be off camera.  An unannounced voice from off camera can cause confusion, mistrust or at least annoyance.

 4) Practice presentation skills.  Everything is made larger than life on video and the event may be recorded.  Consider digital presentations from a PC rather than whiteboard or flip chart presentations.  The camera resolution and lighting in the room may not clearly convey your message to a remote site using a whiteboard or flip chart.  Set up your PC in advance, so the remote site does not have to watch you mouse around to find the right file.  Good eye contact with the camera is important.  You may have to look slightly away from the screen toward the camera, but the remote site will stay more engaged if they perceive you are looking into their eyes. Don't forget about the remote site when directing your eyes to people at the local site. Try to limit side conversations.

 5) Look your best.  Check your hair, makeup, tie and other details before entering a video conference.  Using the big screen as a mirror to adjust your appearance is annoying.  Don't watch yourself in the monitor; the local site image is only to assure the local participants that they are "on camera".  Solid colors are preferable to stripes or plaids.  French blue shirts, dark suits with solid yellow or dark colored ties look best.  In general, try to avoid the color red.

 6) Sit still.  The microphones are very sensitive and pick up squeeky chairs, rustling papers, tapping pens, typing on keyboards and coffee cups/soda cans hitting the table.   Focus on the person speaking from the remote site as you would in any meeting.  This is especially important in video conferencing.  Again, background noise and side conversations can be very distracting.

 7) Enjoy the meeting.  While you are waiting for everyone to arrive, use the time to talk about general topics that are of interest in your part of the planet.  Conferencing around the world opens up cultures to an entire new group of people that may rarely travel out of their home town or state.  They will be curious.