Etiquette Guidelines - Polycom Desktop HDX Reference Manual

Etiquette Guidelines

Participate in an audio-visual check
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Start the video conference with a roll call or speak with the host site
Mute appropriately
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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
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will also prevent such noises from being broadcast to the other sites and acting as a

distraction.
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If you need to move the microphone during the session, mute it first.
Engage the remote audience
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Look into the camera occasionally when you are speaking. This helps you to maintain
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good eye contact with the remote audience.
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Do not move out of camera range so that people will always be able to see you.
Speak clearly and naturally
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The microphone will automatically amplify the sound.
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There is no need to shout. Quiet talkers should sit closer to the mic.

Modulate your voice so it is not a monotone.
Pause between speakers

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

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

Avoid, if possible, rapid movements or erratic hand gestures.
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Avoid wearing clothing with loud patterns, or solid red and white.
Professional behaviour

Be aware of the start and end time scheduled

Assume that you are visible and can be heard throughout the meeting.
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Do not monopolize the conversation.
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Do not interrupt when others are talking and use respectful language at all times.
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Focus discussion and questions on the content of the session.
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Respect individual confidentiality.
Administrative meetings

Participates at all sites should be introduced.

Identify your name and site whenever you respond—until everyone is oriented to each
other.
After the session
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Leave room clean and put video conference equipment away