a Academic Technology Videoconferencing Etiquette
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Videoconferencing Etiquette

Technology allows us to communicate without ever leaving campus. As we better utilize technology to meet our communications needs, we should recognize that bridging the distance divide requires adapting the way we plan and conduct meetings.
Below are tips to help us take advantage of videoconferencing technology to enhance communications and administrative effectiveness.

  • Arrive early so video and audio can be set and everyone will be seen and heard.
  • Sit where you can be seen. The farther from the camera you are, the less identifiable you will be to the remote site.
  • Listen carefully. The slight transmission delay can be disconcerting and result in participants at separate locations talking over one another.
  • Speak toward the camera. Turning away from the camera serves to distance the other conference sites even more.
  • Speak in a moderate tone and at a normal or slightly slower pace. Project and enunciate without yelling.
  • Pause to allow for response time to your question or comment.
  • Avoid slang, jargon and acronyms that participants may not understand or hear clearly.
  • Stay focused. As with a face-to-face meeting, multi-tasking is discouraged.
  • Avoid sidebar conversations and extraneous noise that will be amplified and distracting.
  • Stay the entire time. If you must leave, inform the facilitator before the conference.
  • Schedule your conference through the Video Systems Coordinator at http://www.blinn.edu/acadtech/index.html or the link from the Academic Technology webpage. Rooms availability is first-come, first-served. Alert the coordinator of a cancellation so the equipment, room and technician can be rescheduled.
  • Create a concise agenda allowing time for discussion.
  • Send materials to participants well in advance of the meeting. (Include this tip sheet.)
  • Arrive early to check the room setup and familiarize yourself with the equipment.
  • Greet each participant.
  • Have participants introduce themselves with name and title as the meeting begins.
  • Keep up the pace. The objective is to streamline communications and increase productivity.
  • End the meeting on time. The equipment and room may not be available beyond the reserved time.
  • Follow the same rules as those for participants.

Page maintained by: Michael Welch
Page Last Updated: April 9, 2014