Further Guidelines

Getting Started with Video Conferencing

For the best results when using videoconferencing you need to have a structured approach.

  • If you have an agenda circulate it and any other papers in advance of the date. Tabling papers to the local audience is particularly annoying to the remote attendees.
  • Know the dial up number.
  • Appoint an effective chair for the meeting.
  • Video conferencing meetings usually take a few minutes to set up. Either build this into your timetable, or have people turn up early to establish the call.
  • Know how to obtain technical support and take the phone number with you.
  • Ensure you have a telephone contact numbers for the other sites in case of difficulty. If relying on mobile phone numbers, ensure that the phone will be switched on.
  • If using PowerPoint, distribute copies of the slides to the remote participants.
  • If connecting more than 2 sites together (i.e. you are planning a multisite meeting) ensure that you have appropriate bridging facilities in place.
  • Ensure each site know how to connect to the meeting. If you have been provided with a dial in number, make sure this has been passed on to each site.
  • If the bridging service is dialling out, make sure that each site also has the dial-in number in case they miss the dial out and has the phone number of who to contact should there be a problem.