For a successful conference, keep the following tips in mind when preparing for the videoconference and conducting the meeting.
Preparing for the videoconference
- Determine time and length of conference
- Set objectives and establish an agenda providing the focus and time alotted for the conference
- Prioritize topics to discuss
- List specific results to achieve
- Establish who will attend and confirm their availability
- Appoint one person at each videoconference site to receive an orientation and training by the Endpoint Technical/Room Coordinator on how to set-up and use the videoconference equipment and distributed agenda and other materials.
Before the videoconference
- Plan for you and your appointed site coordinators to arrive at the videoconference room(s) at least 15 minutes before the start of the conference.
- Be sure that you have the phone numbers of the rooms and/or participants at the other videoconferences sites and the phone number of the Endpoint Technical/Room Coordinator.
- Multipoint videoconferences only: Also bring with you a hardcopy of the recent ITS Bridging Service confirmation e-mail message. The message includes the Conference ID, endpoint settings and the trouble call number, in case you have trouble connecting to the conference.
- The Endpoint Technical/Room Coordinator(s) will instruct you and your appointed site coordinators in use of the videoconference equipment
- Multipoint videoconferences only: Ten minutes before the start time of the conference, connect to the ITS Bridging Service using your assigned Conference ID to “dial” into the IP conference. If you are unsure of what to do, ask your Endpoint Technical/Room Coordinator to do this for you.
- Be sure your Endoint Technical/Room Coordinator has properly configured the device with the correct settings. For example, connection speed, Gatekeeper address, etc.
During the videoconference
- Begin on time. Conduct a roll call to determine who has joined the videoconference.
- Review the agenda and time allotted. Conference sessions will terminate on time, based on the scheduled length of the videoconference.
- Establish ground rules for use of the camera and microphones
- The microphones pick up side conversations and other room noises. It is a good idea to mute your microphones when not speaking.
- There is a slight delay in receiving the video from a site after a speaker begins. This is normal. Therefore each person speaking should state their name before commenting or asking a question.
- Try to be within the camera’s field of vision when speaking
- Encourage participation. Direct questions to individuals.
- Technical difficulties during conference. If you get disconnected during your videoconference notify your Endpoint Technical/Room Coordinator immediately for assistance.
- Multipoint videoconferences utilizing the ITS Bridging Service
- If you get disconnected from the ITS Bridging Service re-check your Endpoint Settings, then re-connect to the ITS Bridging Service using your Conference ID. If the problem continues, note any error messages and notify your Endpoint Technical Coordinator for assistance.
- If the problem appears to be caused by something other than Endpoint or facilities, or if unable to determine the cause of the problem, please have your Conference ID available, and call the Troubleshooting number provided on your ITS Bridging Service confirmation e-mail message, or the UH VOC at (808) 956-5191.
Ending your videoconference
- Allocate a few minutes before the end time for review and final questions.
- Conclude your meeting on time.
- Multipoint videoconference using the ITS Bridging Service. The ITS Bridging Service will automatically disconnect all Endpoints at the scheduled end time
- Turn everything off and secure the room according to the directions provided by the Enpoint Technical/Room Coordinator