Effective Videoconferenceing Techniques

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 Introduction to Videoconferencing

This unit will discuss the application of videoconferencing and the steps needed to effectively plan and present a videoconference. The purpose of the meeting and the desired outcomes will determine whether or not a videoconference is an appropriate venue for the meeting.

Preparation for a Videoconference

This unit will discuss the timeline and factors which must be considered when preparing for a videoconference. The purpose of the conference and the overall outcomes desired will direct most of the requirements and factors for consideration when preparing an effective videoconference.

Setting up the Room for a Videoconference

This unit will discuss the importance of the room’s configuration to the success of the videoconference. Placement of seating and equipment will provide opportunities for everyone involved to participate fully in the videoconference.

Testing the Videoconferencing Equipment

This unit will discuss the importance of testing the videoconferencing equipment prior to the start of the videoconference. Faulty equipment will ruin the power of the videoconference, and most likely work against the objectives of the videoconference. Participants who have a bad videoconferencing experience because of equipment that does not function properly will most likely loose trust in the videoconferencing technologies. 

Facilitating and Participating in a Videoconference

This unit will discuss the most effective procedures for running a videoconference. From the initial greeting to the final good-byes, professionally facilitated videoconferences leave lasting impressions of accomplishment for the participants. There are techniques to facilitating videoconferences that can be very different from facilitating a face to face meeting.

Ending A Video Conference

This unit will discuss the fine points of ending a videoconference. Care must be taken to not disconnect from any or all of the remote sites before everyone is ready to conclude the meeting. The best way to insure quality is to summarize the main points of the meeting, and be sure all the objectives of the meeting were covered before disconnecting. If an assessment or evaluation of the meeting is necessary, the format and procedures for doing the assessment should be explained thoroughly. Formal farewells should be issued to each remote site, one at a time, and the participants dismissed locally from their remote locations.

Appendices

Appendix 1 Internet References

The list of internet sites used to create this course, as well as additional links on videoconference equipment, planning, and etiquette.

The Videoconference Planning Checklist Questions from each unit compiled into one document.