Internet Multimedia Conferencing

This checklist will help you be sure you are prepared for your conferencing session. It assumes that your equipment is set up, installed, and working fine.

Test the Local and Remote Site

Place calls to both yourself and to the remote site to be sure that everything is working well.

Plan the Meeting

Have an agenda ready ahead of time. H.323 conferences work best when participants have specific objectives to reach, such as agreeing on details of a shared document.

Appoint a chair person to run the meeting. Pauses in H.323 conferences can seem more pronounced than in face-to-face meetings. A chair person helps everyone stick with the agenda.

Appoint a scribe when sharing documents. Though simultaneous cursor control can sometimes be a useful feature, using it too often can be as confusing as having several people writing on the blackboard at the same time during a face to face meeting.

Save shared documents when editing is complete and distribute to each site. Many overlook this feature of datasharing, but it can alleviate future frustration.

Setting Up

Reduce environmental noise. Fans, distracting conversations, noise from open windows, etc., can make it hard for you to hear and for others to hear you.

Adjust the lighting. The wall behind you should be darker than your face. If it’s lighter, you'll be "back-lit" and your face will be in shadow.

Set the color levels in your camera settings.=. Sometimes the default settings can produce a washed out, flat image. You can change this by using the software that comes with your client to make adjustments to the brightness, hue, etc.

Etiquette

When using a speakerphone, sit close to it and remind other participants to do so as well. This will help everyone hear each other better.

Position the video window of the other party near your camera. This simulates eye-contact, which helps participants feel engaged with each other.

When using a handset or headset, avoid breathing to close to the microphone, brushing your face, etc.

If you need to sneeze or speak to someone not in the conference, mute your microphone.

For more information about videop conferencing etiquette, see "Etiquette and Meeting Tips".

Interview Protocol

Here are some helpful guidelines for conducting video conferencing (courtesy of TelAbility/Allied Health).

Introduction

Include your name and your credentials/role. Say where you are, and make a comment about your environment, to reinforce the fact that you are far away from them, not just in a room down the hall or across town.

"Good morning! I'm ______________________, and I'm a physical therapy/ occupational therapy/ speech pathology student. Right now I'm in Chapel Hill, North Carolina, in this lovely room on our campus. I just walked in from the parking lot a little while ago, and it looked like it might rain later on."

Equipment Check

Ask if they can see and hear you, and make sure you let them know if you can't see or hear them. Comment on something you can see in the room, to reinforce that you can see them…. Also, encourage them to let you know if they can't see or hear you at any time during the session.

"Can you see me all right?" (Pause for answer) "Can you hear me?" (Pause) "While we're talking this morning, if something happens and you can't see or hear me, please let me know and we'll fix it, OK?" (Pause) "I see you already have some toys set up for Bobby to play with while we talk - that's a great idea!"

Introduce Others in Room

Make sure they know who everyone in the room at your end is, and what role they play…and make sure you know who everyone is at their end, as well.

" I'd like to introduce you to some other people here. This is ____________________, and she's the ______________________." (etc.)

State Purpose of Visit

Primarily for clarity, and to make sure that people on both ends have the same expectations of the purpose and outcome of the session.

"Well, today we're here to meet you and to talk a little bit about Bobby and how things are going for you all at home. Next week, you know, he'll come to the DEC there for some evaluation, and what we talk about today will really help us know what you think is most important for him, and what kinds of activities we'd like to get to do with him next week. Does that sound OK?" (Pause) "Do you have any questions or anything you want to make sure we talk about today?" (Pause) OK, well, before we start, I would like to let you know that…

Consent Statement

1. "…this session is being recorded for use in possible future educational or research applications and may be archived. Are there any questions?" (if objections go to 2) (if no, begin session)

2. "Would you give your permission under the condition that you be informed of the specific use for this recording before it was made available?" (if yes, go to 3) (if no, do not record, begin session)

3. "You may, of course, change your mind at anytime during this recording , just tell me that you don't wish for the recording to be used for educational or research purposes."

"Are there any questions?" (if no, begin)

Actual Interview

Prepare an agenda ahead of time, and try to keep the conference focused on the tasks you need to accomplish in the time you have allotted.

Summary

Thank them for talking with you, review what you talked about, clarify next steps, ask if they have any final questions, announce that you will now close the session, say good-bye and turn off your connection