Before the conference

• Take time to experiment and practice with the system.
• Learn how to use any special peripherals like tracking cameras, document stands, etc., and make sure everything you need is available and working.
• Consider arranging a trial dial-up conference.
• Preset the camera shots.
• Goal: System should appear as transparent as possible so you and students can focus on learning.
• Explain to your students what to expect.
• Appoint a leader or facilitator for each video site.
• Distribute the schedule, objectives, agenda, or any pre-conference materials.
• Make a checklist of steps that need to be completed before the conference.
• Have a backup plan in case the equipment doesn't work, e.g., printed copies of a PowerPoint presentation, transparencies.

Beginning the conference

• Begin on time. Open by introducing all participants at each video site.
• Allow time for some informal chit-chat and getting acquainted. This isn't considered unprofessional but necessary for creating a truly interactive videoconference.

Maintain eye contact

• To help remote learners participate and feel included, look directly into the video camera.
• Consider installing monitors in the back of the room so you can be looking at the remote site and your site at the same time.

Show interest in all participants

• Encourage participants by asking questions.
• Double your usual wait time after asking a question or soliciting comments.
• Repeat every question or comment a participant makes, ensuring that the other sites can hear.
• Allow as many students as possible to be presenters.

What to wear

• Wear solid colored clothing rather than bold, complex patterns. Stripes, plaids, prints, or busy patterns will cause the camera's focus to oscillate and destroy picture clarity.
• Wear dark or neutral colors, but avoid black and bright red.
• Pastel clothing is better than white, which may glare as a result of the lighting in the room.
• If you do wear white, keep a jacket or sweater on to give contrast.
• Good colors: blue, green, pastels, gray burgundy, purple and royal blue.
• Don't wear clothes that match the color of the conference room walls.
• Avoid jewelry that jingles or clothes that make noise.
• Avoid red lipstick or dark eye shadow.

Move and gesture slowly and smoothly

• To avoid loss of picture quality, move in a fluid, non-distracting way.
• Move and gesture normally, but avoid swaying, rocking, or pacing.
• If you like to walk around, tape off your spot so you stay in the camera range.

On-camera positioning

• Use the elbows and wrists rule: when you stretch out your arms, the edge of the screen falls between your elbows and wrists.
• Use close-up shots sparingly&emdash;the camera will exaggerate blinking eyes, moving hands, or shifting in chairs.
• Use group shots when appropriate.

Using the microphone

• Talk a bit slower than you do normally.
• Allow a second or two after your first words for the picture to "catch up" with you.
• Ask that each site mute its microphone when no one at that site is speaking (in a multi-point conference). Coughing, shuffling papers and even drumming of fingers will shift the camera to your site!
• Even if you believe your mic is muted, don't speak inappropriately off-line. Not only might you be mistaken about your mic, but it's unprofessional. And you may be recorded on tape!

Voice

• Speak in a strong, clear voice, using tone inflection and body language
• There is an audio delay, so continue your full thought once you begin speaking
• Avoid interrupting another speaker

Use audio-visual aids

• As in any instructional setting, effective use of audio-visual aids can greatly enhance distance learning. You can use images, objects, and audio or video clips much as you would in a normal class with a few caveats to guide you:
• Pay attention to the screen's aspect ratio. A TV monitor has a different shape than 8.5 x 11 paper or overhead transparencies, so make sure printed visuals fit within a 3 x 4 ratio. It's also safe to use a "landscape" orientation with a 3 inch, text-free boundary.
• Use large, bold text for instructional "slates." Remote viewers will thank you if they don't have to squint to see text. They'll also appreciate simple fonts and concise, bulleted information.
• Use colors in the middle of the color spectrum. Next time the television news is on, pay attention to the colors chosen for graphics. You won't see a lot of black on white, because it just doesn't look good on a screen. Yellow on blue is common, however, because it presents a clear, readable image. For most people, color printing is not feasible, so black print on pastel paper should be adequate. For on-the-fly writing, use a bold color ink pen on pastel paper.
• Allow time for viewing graphics. Display text material (i.e., chart or list) long enough for a slower reader to read. Non-text material often requires less time (3-4 seconds).
• In general, it's best to keep video segments brief. To show a lengthy segment, send a videotape to the remote facilitator.
• Obtain written authorization before you use copyrighted materials. Use of copyrighted material in a distance learning situation requires permission, so obtain clearance before broadcasting audio-visuals.

Finishing touches

• Give yourself five minutes at the end of your meeting to allow participants the time to say their good-byes and and to arrange for the next session.


• If you sense you are going to run out of time and need to extend your conference, contact the room coordinator 15 minutes before the end of your scheduled time to see whether the room and bridging can be extended.


• Push your chairs back under the table and remove any papers, garbage or padboarded notes. Another user may be using the room right after your conference.

Other

• You will notice that there is a delay when using video. Give each person plenty of time to respond to questions or comments, and be sure he or she has finished before you speak.


• Announce your name when you start speaking. This will allow time for the camera to shift to your location and for people at other sites to prepare to see you.


• Be yourself! Speak naturally and think of the participants at the other sites as being across the table from you.


• Keep the camera on you when you are speaking, unless you have a graphic or slide to present.


• Pause occasionally to allow for questions and comments.


• Keep your microphone muted if no one is speaking. Coughing, shuffling papers and even drumming of fingers will shift the camera to your site!


• Avoid rocking in your chair or jumpy movements. The video may seem "jumpy" if you are constantly moving
.

• When you send slides or graphics, announce this beforehand so that other sites will not try to send slides or graphics at the same time.


• If your videoconference is more than one hour, allow for a break after the first hour and a half.