Videoconferencing Setup and Environmenta

Videoconferencing Setup and Environmental Considerations : 

Videoconferencing Setup and Environmental Considerations Mary Faure, OSU CIC Internet2 Commons Site Coordinator Training June 26-27, 2002 Madison, WI

Topic Roadmap : 

Topic Roadmap Videoconferencing etiquette Tips for getting started Clothing Lighting Back drop Audio setup Videoconferencing locations from your office from a cart in a large conference room

Videoconferencing Etiquette : 

Videoconferencing Etiquette Plan your videoconference Send the agenda and handouts in advance Allow a few minutes for call start up and shut down time Stick to time limits Unplug the telephone or turn off ringer Remember to mute the microphone Use a location banner Take turns speaking and allow time for audio delay Food during a videoconference

Videoconferencing Etiquette : 

Videoconferencing Etiquette Multi-tasking during a videoconference Coughing Paper rattling Loud air conditioning units, laptop fans, room projectors “Can you hear me, can you hear me?”

Tips for Getting Started : 

Tips for Getting Started If your users are new to videoconferencing Provide an overview workshop for users to learn basics, be reminded of meeting etiquette and gain experience with equipment Publish and distribute print materials or create a web site describing basic equipment use and listing the site coordinator’s contact information Emphasize simple practices like having a clear meeting agenda, muting the microphone and how to use the remote control

Tips for Getting Started : 

Tips for Getting Started Test every videoconference location thoroughly Testing will help to identify and address equipment and networking issues in advance Testing gives end users additional experience with the equipment Testing allows the videoconferencing experience to be successful and positive for users Murphy’s Law, if something can go wrong, it will

Example Location Error : 

Example Location Error Moved from the planned, tested location just prior to a videoconference Thesis Defense, December, 2001 Original testing went fine Far site moved their unit just moments before the defense was to begin Nervous thesis defender waited while new problems were corrected

Clothing : 

Clothing Solid color clothes Avoid patterned outfits that blur when on camera Simpler patterns aid the video compression

Lighting : 

Lighting Soft white light Light from in front Standard overhead lights often glare or produce shadows TV studio-like lighting is ideal Camera can not focus in low light

Backdrop : 

Backdrop Avoid hard lines or complicated patterns Use matte finish if possible Use solid color, such as gray, gray-blue, navy Avoid red or yellow backgrounds Some dry erase boards will work if you adjust them for glare from lights Give audience one focal point

Poor Backdrop : 

Poor Backdrop

Better Backdrop : 

Better Backdrop

Audio Setup : 

Audio Setup Separate microphones and speakers to avoid feedback squeal Test levels ahead of time Polycom’s “Generate Tone” Polycom’s “Audio Meter” May need to add echo canceling hardware

Videoconferencing from Your Cube or Shared Office : 

Videoconferencing from Your Cube or Shared Office Consider using a headset earpiece and microphone to avoid annoying your neighbors A matte, solid colored cube wall, a solid bed sheet or blanket makes an excellent backdrop from which you can display your location banner A low-watt, clip-on desk lamp can be aimed to light your face from in front and above you

Videoconferencing from a Rolling Cart : 

Videoconferencing from a Rolling Cart Position the “cart-mounted” camera or Polycom to aim at a blank wall in your videoconference location Position a low-watt, clip-on desk lamp in front of and slightly above the participants Provide a location banner on the cart Remember to mute the microphone if it must be moved during your videoconference Provide a tip sheet on the cart with site coordinator’s contact information

Large Conference Rooms : 

Large Conference Rooms Position the camera to see speaker and audience Consider adding additional cameras Large rooms need better lighting Avoid panning the camera Use Polycom camera presets Designate locations in the room for Q&A Post a tip sheet in the room with site coordinator’s contact information