In its simplest form, video conferencing is the synchronous connection of people in two or more locations using some combination of video, audio, and often data to communicate.
Preparation
Video conferencing brings you the closest to the experience of a conventional meeting. However, because of the technology and because participants may not be familiar and comfortable with using it, video conferences require more planning and preparation than other types of meetings discussed so far. (You should review the earlier suggestions on preparing for audio conferences.) Also, the closer the capabilities of any virtual meeting to the look and feel of a same-place, same-time meeting, the easier it is to forget about compensating for the differences-however slight.
It’s even more important with video conferences than with conventional meetings to minimize the number of participants. One suggestion is to limit the number at any location to eight, unless the video conference consists solely of a presentation. It’s also generally wise to keep video conferences narrower in scope and shorter than conventional meetings because of the greater difficulty of maintaining attention, keeping up energy, and staying focused.
Prepare the participants by distributing the agenda and any materials far in advance and providing instructions in writing. Share with participants the tips listed below, under “Performance.” Have a technician on hand, at least for your first few video conferences. If that’s not possible, have the names and phone
and pager numbers of people to contact in the event of technical problems.
It’s important to prepare the room for a conventional meeting. For a video conference, it’s even more important-and obviously involves more thought and effort.
First, position the camera. Generally it’s best to put it close to the monitor, either on top or directly to the side, so it appears as if participants on site are looking directly at remote participants. Don’t point the camera toward the door or any window where there might be movements that could be distracting to
the viewers.
Next, set the camera to output to the monitor. That will allow you to view your site from the perspective of remote participants. Make sure that lighting is at least adequate, especially between the camera and the participants’ faces. If overhead lighting is insufficient or unbalanced, it may help to place a desk lamp near the monitor to compensate. Turn off any bright lights in the background, close the blinds or curtains on any
outside windows if it’s sunny, and cover any reflective surfaces. Clean up the site. Get rid of any items within camera range that might make the site seem cluttered. Remove anything that could distract or offend.
Arrange seating so that all participants can be seen easily by remote viewers and can feel comfortable working together.
Use individual microphones, if possible, for equal sound quality. If you use a table mike, position it the optimal distance from all, according to the manufacturer’s instructions, so participants don’t have to move to speak.
Hold up any visuals (charts, graphs, etc.) in front of the camera, so you know how to position them to allow remote participants to see them clearly and easily.
Finally, after you’ve arranged lighting, background, seating, audio equipment, and positioning of any visuals, set the monitor so participants on site can see their remote co-participants. Now you’re ready!
Taken From : The Manager’s Guide to Effective Meetings
