Tips for remote meetings and video calls

To ensure the best experience for your remote meetings and video calls, here are some tips and guidelines, and security considerations.  

Videoconferencing Best Practices

  1. Test your video and audio inputs to ensure they are working properly. 
    • In Teams: Click your profile picture in the top-right of the window then go to Settings > Devices. Select your desired inputs from each drop down menu. 
  2. Share the agenda and best practices with your participants in advance.
    • It can be difficult to follow visual cues, so accidental interruptions of someone speaking can be common.
    • Setting an agenda can help ensure that everyone has an opportunity to speak or participate.
  3. Share a link and instructions on how to connect to the call in advance. Keep it brief.
  4. Mute your mic when you enter the meeting for best sound quality. Keep your mic muted when you are not speaking to avoid picking up background noise and interference.
  5. Use headphones, if possible. Pick a quiet location with little to no background noise. 
  6. Conserve Bandwidth. To reduce lag and conserve bandwidth, only turn of your video when you are speaking. 
  7. Avoid lighting in the background if you’re using video.
  8. Plan for moments to pause. Respectfully ask that others wait to ask questions to control audio quality.
  9. Be patient and leave time for technical delay. Everyone is connecting with different devices.
  10. Have a note-taker. Follow up the call by sending your notes to attendees.
  11. Do not multi-task. Stay focused on your conference call because distractions are more noticeable.
  12. Take advantage of the platform’s built-in tools.
    • Some of these platforms have some helpful engagement tools, such as thumbs ups, raising hands, and chat boxes for questions.

General Video Conference Presentation Tips

  • Use standard font style for on-screen presentations.
  • Avoid "frilly" fonts.
  • Do not use print smaller than 32 points (it is video not data resolutions)
  • DO NOT USE ALL CAPITAL LETTERS EXCEPT IN TITLES OR TO EMPHASIZE A SINGLE POINT! Use traditional upper and lowercase lettering.
  • Try to avoid using videos or animations in your Power Point presentation. To the far-end it could be very choppy.
  • Make frequent eye contact with the camera in the classroom. This will make it appear as if you are looking directly at the students at the remote sites. 
  • Minimize hand movements. Anchor yourself at your desk. 

Attire for "On Camera" Classes

  • Avoid standing in front of a window or a highly reflective surface such as a glass wall.
  • Avoid pure white shirts. Light blue is preferred over white.
  • Minimize necklines and lapel pins - too much reflection.
  • Avoid patterns such as herring bone, pinstripes, plaids or bold stripes.
  • Check your grooming before going on the air.
  • Although experts recommend neutral colors "on camera", students have stated that they prefer bright clothing.

 

Privacy and Security 

  • Use the Waiting Room feature to manage who can join and to prevent unwanted visitors from participating in web conferences.
  • The host/organizer should hit "end meeting" rather than "Leave Meeting" to ensure that all participants are required to leave. 
  • If you choose to record the meeting, ensure that all participants are made aware of it. 
  • Ensure the privacy/sharing settings of your video are set. 
  • Control how participants share content by preventing sharing or by requiring that they request permission before sharing.
  • Learn how to mute participants to prevent unwanted messages in the chat window and how to remove participants that are disruptive.

Details

Article ID: 937
Created
Tue 4/28/20 4:12 PM
Modified
Fri 5/29/20 8:55 AM

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