At Ajenta, we regularly speak to users about their meetings and often give guidance on how to get the most from your video conference.
Below you will find some pointers on video conferencing etiquette, hopefully resulting in a pain free conference:
1. Do a test run – Setup up a post meeting test, where you and your guest can join. This is a fantastic opportunity for you and your guests to familiarize themselves with their video room facility or using their laptop/PC or Mac to join. It’s also an opportune time to learn how to use all the features available, albeit the remote control of the Video unit or the icons on browser Vscene meeting window, this can include how to mute and unmute yourself.
If doing a post meeting isn’t an option, you can call the Vscene Support Desk and we will be happy carry out a test call and assist with any issues you may have
2. Backup plan – Prepare for the worst. The conference is about to start, you and your guest have all tested the connections and all went smoothly last week…but then something went wrong, the browser link isn’t working, the video room you are meant to be in is locked, the connection to the meeting didn’t connect, the guest calls asking, “are we calling Vscene or are they!?”. There are many things that could go wrong and you may wonder what could I have done to prevent this?
Create a document with all the details you and your guests may require. This can include contact details (the organiser and Vscene Support), conference reference numbers and perhaps attach any presentation documents. It might be an idea to also setup alternative means of connecting if you or guest can’t connect, such as browser or telephone connections when you’re creating the meeting on Vscene.
3. Test the browser – If you or your guests are joining by PC or Mac, before the meeting starts, make sure to test the browser link. This is especially important if you are joining through your organisation’s network, which can be restricting. Following this link will take you to a test page, which if seen means you are successful. In the unfortunate event of being unable to connect, Vscene Support are here to assist and get you up and running ready for the actual meeting.
When testing, make sure to test in the same environment you plan to join the meeting, as you may be able to connect at home but joining on your organisations network, you may find it fails.
4. Presenting – If you are not the presenter, mute your microphone and if required unmute when asking questions, raising your hand to show who spoke. Ideally save questions for after the presentation as it will keep the meeting flowing and allow for a more structured outcome.
5. Lighting – Further to arriving early, ensure any lighting is not behind you as this will affect your screen but also, you want to be seen, so use natural light from outside or simply turn on the overhead light in the room to brighten up the conference.
Author: Keith Langlands
Support Team Lead, Keith is dedicated to support our users with their software issues or queries. His 10 years of experience in front-line technical support sees him specialising in videoconferencing software, hardware, codecs and protocols. Previously, Keith was responsible for day-to-day operations and support at Jisc Videoconferencing Service.