Just like a regular meeting, a video conference can get out of control - unless someone takes on the role of facilitator. The facilitator can also take responsibility for muting and un-muting the microphone and adjusting the camera.
Like any other meeting, a video conference takes less time when there is a clear agenda. Remember, most video conferences can not be extended - the room and equipment may not be available beyond the scheduled time. Encourage all participants to be concise to keep the meeting on schedule. Use the time you save to encourage interaction and discussion between sites.
At the start of the conference, introduce everyone at all locations - even those who are not in camera range. If additional people join a conference in-progress, take the time to introduce the newcomers. The host site is responsible for knowing all the participants in the conference.
When you join a conference, announce your name and location - it lets everyone know who you are and that you have joined the conversation. When asking questions or making comments, use the following format:
"This is John in Ellensburg. I have a question/comment."
Wait for the person to acknowledge you, then ask your question or make your comment.
It's hard to identify a speaker in a large group of people. Zoom the camera in to show participants' faces. Set presets to get the camera quickly to the right part of the room. Refine the adjustments so the speaker may be easily seen.
Before beginning a conference, check all cameras to be sure that important elements (the table where everyone will sit, white boards, sketch pad easels) are easily seen and can be displayed as needed. Be aware of which camera you are using. If you switch to an auxilary camera to show a graphic or alternate view, be sure to switch back to the main camera when the discussion turns to other topics.
Whenever possible, diversify your presentation by using alternate media sources (video clips/DVDs, computer graphics, document table, etc.). After all, you chose to have a video conference because there was something you wanted people to see, or you wanted interaction in a variety of locations. Make sure your presentations are not too busy, and that fonts are large enough to be clear on the video monitors. Images with more than 10 lines of text will require smaller fonts to fit on the screen - and won't be clear to your viewer.
When you mute your microphones, people at the remote site may become uncomfortable from the silence, or by watching you speak to someone without hearing you. Muted microphones are the video equivalent of whispering behind your hand. If you limit the background noise at your site, you can keep your mic on and the meeting will flow better (of course, larger meetings will require more muting).
Extraneous conversation is not polite in any meeting, but in a video conference the problem is magnified. Remember that the camera is always on - there are no secrets! Even if you've muted the microphone, participants can cleary see if you're not paying attention to them. If you must hold a private conversation, let the sites know what you are doing before you mute - otherwise they will think there is a problem.
If written, graphical or computerized information will be used during the meeting, communicate the information with all sites either by sending it in advance or using the system to transmit the material during the meeting. Make sure that any snapshots or graphic send modes work for all sites.
Direct your comments to, and ask questions of, people at all sites to encourage participation. Nameplates in front of each participant can also be helpful.
Choosing clothing carefully will greatly contribute to the quality of the video your location produces. Avoid clothes with lots of designs or patterns. Plain, solid outfits with bright colors (except pure white, black and red) look the best.
Make sure everyone is aware if there is a delay in video and audio switching. Let the other person finish speaking before you start talking. Try to avoid side noises like pencil tapping or paper shuffling. Speak in a normal tone of voice.
Name cards can help identify everyone who is part of the meeting to other site locaitons. Although there are numerous variations to choose from, one of the best designs are "tent cards;" heavy card-stock paper, 8½ x 11 inches folded in half.
To make the most of technology, create an atmosphere that promotes interaction. Involve people from every site by asking direct questions. The more people enjoy video conferences, the more likely they are to attend again.