Tips for a Successful Videoconference
Pediatric Grand Rounds
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Tips for Videoconferencing
Tips for Presenters
- On the day of the conference, a connection will begin 15 to 30 minutes before start time. If possible, use this time for presenters to experience and practice videoconferencing techniques.
- It is highly recommended that you use an experienced "video facilitator" if you want to have a professional look and feel to your conference. Facilitators can help with setup of the camera and microphone(s), pan the camera for a more interesting presentation, and to trouble shoot minor problems that might occur during the conference.
- It can also be very helpful to have a trained or experienced person at each of the remote sites. Someone at each site needs to at least know how to mute the microphone and possibly pan the camera. Both of these are very simple tasks to learn.
- The video sites' technical staff is responsible for turning on the equipment, making sure it is functioning properly, then shutting it down at the end of the conference. These technicians may be available for troubleshooting, but generally would not server as facilitators (as described above) during the conference.
- If you are planning on using videoconferencing periodically, you should seriously consider training your own video facilitator.
- Note that all videoconferencing sites are not created equal. Most sites have a single camera and a single television monitor. A few sites have the ability to show videos, documents/overheads, computer-based presentations, and have more than one monitor. Multiple microphones should be made available for videoconferences with larger groups of participants.
- If there are not too many participants, it is often helpful to have self-introductions at the beginning of the conference. If this is not possible due to the size of the audience, it is recommended that a "host" at each site speak briefly about those who are in attendance. This helps them become more familiar with the equipment (such as muting the microphone) and will help identify trouble with the system.
- The host at the presenting site needs to actively attempt to bring in the other sites into the discussion throughout the session. This also helps identify problems with the system. Each speaker should also use this technique. This can be accomplished several times during the conference by using a "role call" approach to see if each site has questions. Remind participants to use microphones when asking questions so that all sites can hear. Remind all sites to mute their microphones when they are not involved in the discussion - otherwise the camera may transmit their signal to all sites rather than the speaker's video signal.
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