Videoconference Etiquette Guidelines - Polycom HDX 8000 Reference Manual

• Participate in an audio-visual check
o Start the video conference with a roll call or speak with the host site
• Mute appropriately
o Remember to mute when not speaking. This will ensure that video does not switch to
their site if someone coughs or makes a noise when using voice activated mode. It
will also prevent such noises from being broadcast to the other sites and acting as a
distraction.
o If you need to move the microphone during the session, mute it first.
• Engage the remote audience
o Look into the camera occasionally when you are speaking. This helps you to maintain
good eye contact with the remote audience.
o Do not move out of camera range so that people will always be able to see you.
• Speak clearly and naturally
o The microphone will automatically amplify the sound.
o There is no need to shout. Quiet talkers should sit closer to the mic.
o Modulate your voice so it is not a monotone.
• Pause between speakers
o Due to a slight audio delay, pause and wait for a longer than normal period if you want
to be able to hear comments or are expecting a response from other sites.
•
Reduce background noise
o Avoid unnecessary tapping, rustling of papers, and side conversations when your site
is speaking, as this will add audio noise for the receiving sites.
• Enhance video display
o Avoid, if possible, rapid movements or erratic hand gestures.
o Avoid wearing clothing with loud patterns, or solid red and white.
•
Professional behaviour
o Be aware of the start and end time scheduled
o Assume that you are visible and can be heard throughout the meeting.
o Do not monopolize the conversation.
Do not interrupt when others are talking.
o
Use respectful language at all times.
o
Focus discussion and questions on the content of the session.
o
Differences of opinion should be conceptual, not personal.
o
o Respect individual confidentiality.
•
Administrative meetings
o Participates at all sites should be introduced.
o Identify your name and site whenever you respond—until everyone is oriented to each
other.
• After the session
o Leave room clean and put video conference equipment away.
Videoconference
Etiquette Guidelines
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