Collaboration: March 2005 Archives

I have written about optimizing collaboration experiences before, but today I stumbled upon a good list of videoconference etiquette tips, that I wanted to share. I've learned all these lessons the hard way! I found this list at Rocky Northern Shepherd by Peter Levesque.

Be Prepared

• Test equipment in advance.  Have a contingency plan.
• Allow participants a brief "practice session" to familiarize themselves with the equipment and setup.
• Run the video conference sessions according to a well thought out agenda
• Let paricipants know ahead of time what to expect and who will be present
• Set clear objectives regarding what will be accomplished in the session and communicate them to participants
• Appearance counts. Remind participants that they should dress as they would for an in person meeting.
• Eliminate stray noises in the room such as fans, ringing telephones, and other audio sources
• Avoid catered food in one location while others are without.

Lights, Camera, Action

• Begin and end on time
• Introduce all participants
• Identify yourself when you speak
• Speak clearly and loudly
• Make eye contact with the camera and with the other participants in your room
• Use names to direct questions to specific people. Consider using name plates.
• Don' speak over people or interrupt
• Don't be too close to the camera
• Avoid making excessive background noise, like rustling papers
• Turn off beepers, watch alarms and cell phones
• Don't leave the room unless absolutely necessary
• Avoid sidebar conversations
• Make sure everyone is aware that there is a delay in video and audio switching
• Be expressive, both facialy and vocally, but excessive body movements can be distractive
• Avoid frequent changes in the camera zoom or pan during the meeting
• Mute the microphone during a multi-point conference until you need to speak
• Do not zoom in full-face on a speaker.