How to Have a Successful Videoconference
Respect Your Audience!
- Your distant audience is just as important as the audience in the room (if not more so).
Flexibility in Scheduling
- It is difficult to schedule recurring conferences that occur on the same day and time every week/month, etc. Be flexible when scheduling.
- No group has a standing order for a videoconference and no site has a standing order that says they will always be included in a videoconference. Nor is there a standing order regarding which endpoint the site will conference from if the site has multiple videoconference units. To minimize any confusion, the county must sign up with the event coordinator each and every time, as well as designate the endpoint from which they wish to conference each and every time. Additionally, the event coordinator must fill out and turn in a confirmation form each time.
- If having interactivity between participants is your goal, then you will want to limit your conference size and sign up fewer sites. If you have too many sites, the interactivity will be diminished. If you wish to have a round-table type discussion between participants, then a smaller group is imperative.
- Tighten up your agenda. Everyone will appreciate a more concise meeting. People's eyes become strained from staring at a video monitor for long periods of time.
- If your meeting is scheduled to go beyond two hours be sure to schedule breaks.
Special Presentation Instructions
- PowerPoint slides, DVDs, websites, conferencing with sites outside the OSDH system etc.--if your conference is more than just people having a meeting, then contact the OSDH studio ahead of time to discuss the viability of your special instructions.
- Get PowerPoint slides to us early.
- Test your DVD with us several days in advance.
- Get us the contact information of people at sites outside OSDH so that we may test with them well ahead of time.
- All these measures could save you from having an embarrassing technical failure the day of your conference. Don't just assume that it's all going to work.
- SIMPLIFY. PowerPoint over videoconference is a completely different undertaking than it is in front of a live audience.
- Don not use slide transitions.
- No more than three or four bullet points per slide.
- Large, bold, sans serif fonts (e.g., Arial).
- No text falling off the edge of the slide (use a 1-inch safe area around the entire slide).
- It is better to put screenshots of websites, software interfaces, etc., into a PowerPoint than actually visiting a website or using a live software interface. This way you can zoom in on the area of interest on the screen instead of having to read small or tiny type to your audience.
- When you present from the Internet, results can't be guaranteed. Loading, buffering and download speeds are just a few things that could keep your presentation form running smoothly.
- Don't be a victim of "I know you can't read this but..." If you know they can't read it, make it readable or don't use it! Respect your audience!
- DON'T WAIT UNTIL THE LAST MINUTE.
Clothing - Avoid wearing white, red and small busy patterns such as checks or pinstripes. Solid colors work best.
Cancellation - If you decide you will not need to videoconference, let us know as soon as possible. This way you can free up the equipment for another group to use.
Arrive Early - We will connect your videoconference 10 minutes before start time. Arriving 15 minutes before start time is a good rule of thumb.
Recording - At the current time, we do not have the ability to record videoconference here at the studio.
Congratulations, you've put on a good videoconference. Now PLEASE be courteous and exit the studio when your conference is done so that the next group can access for their videoconference.
Revised on 12-8-15