Services

Tips for a trouble free videoconference

Collaborating with colleagues via videoconferencing is a new experience for many people. It may feel awkward or unnatural at first until you get used to communicating in this way. As with all communication, certain measures can help to improve the interaction. We've provided some tips below for you to help make your videoconference experience a positive one.

Physical environment

The physical environment can be a help or hindrance to a pleasant and trouble free videoconference. Please ensure;

  • That any direct sunlight entering the videoconference room is minimised by pulling blinds or curtains closed.
  • That the lights are on in the videoconference room and are bright enough to illuminate participants.
  • That the background against which participants will be viewed at the far site is as much as possible a single colour which provides good contrast.
  • That any background noise is minimised as much as possible - for instance ensuring doors are closed
  • Plain and simple clothing free of vivid colours and complex patterns is usually best for videoconferencing.
  • Ensure that laptops or papers are not placed near table top microphones - as these microphones are very sensitive and will pick up surrounding noise.

Disruptions

As with any other form of communication, disruptions can detract from the interaction in a meeting. Please ensure;

  • That any mobile phones are set to silent
  • That movement in and out of the videoconferencing room is minimised
  • That doors are closed prior to the videoconference commencing
  • That if you have a scheduled videoconference you are aware of the end time of the conference. Videoconference meeting rooms are often booked back to back as they are very popular, and scheduled videoconferences will terminate automatically at the allotted end time.
  • That you arrive on time if you have a scheduled videoconference. People walking in and out can be disruptive for participants.
  • Minimise the rustling of papers, books and other equipment as this noise is likely to be picked up by the microphone and be transmitted to the remote site
  • Minimise side conversations and discussions that you do not wish picked up by the microphone. Side conversations are very distracting for participants
  • Minimise talking over the top of one another or interrupting. The chair of the meeting may need to make an extra effort to ensure all those parties who wish to speak are recognised.

Other top tips

These simple tips can help further maximise your videoconference experience;

  • Ensure that you speak loudly and clearly. Those with softly spoken voices will need to make an effort to speak up.
  • Ensure that you book an appropriate room for your videoconference. For example, if you book a lecture theatre for an administrative meeting, you are likely to have a poor experience.

Deakin University acknowledges the traditional land owners of present campus sites.

14th September 2010