Videoconference Presentation Making the Connection

What is Videoconferencing? Videoconferencing is a live, two-way, interactive electronic means of communication. Two or more people in different locations can engage in face-to- face audio and visual exchanges using cameras, monitors, and document software.

Why videoconference? Distance Time Expense

General Considerations Ask remote sites to mute their microphones when they are not speaking Ask all participants to turn off cell phones (even phones on vibrate can interfere with the audio/video signal.) Ask remote sites to send a roll sheet to you for documentation or follow-up. Remind participants they are being recorded.

Presenter Clothing -Avoid wearing clothes with plaids, stripes and prints as well as jewelry that reflects light. Solid colored clothing is better than white or black. If you do wear white, also wear a jacket or sweater on to give contrast. Also, do not wear the “chroma” blue colored clothes – they become transparent. Mannerisms – Avoid excessive body motion since it is distracting and it may create a blurry picture at the other sites.

Materials Materials can be presented with document cameras, DVD players or computers in videoconferences too. All materials (PowerPoints, notes, etc.) should be made available to remote sites. They should be ed at least 48 hours prior to the conference.

Materials Text - There should not be more than 7 lines of text and/or 35 words per screen. Use Big or bold letters for emphasis. Fonts – Do not use curly fonts or fonts with feet (like Times New Roman ). These become difficult to see. Arial is a good choice for videoconferencing text.

Presentation Be yourself - Act naturally and speak to remote participants as if they were sitting in your location. Voice - Speak slowly and clearly. Vary the tone of your voice as if you were in a natural speaking situation to avoid sounding monotone. Once you start talking, do not stop and say "Can you hear me?” Eye Contact - Make eye contact with remote sites by looking at the camera/monitor. Although don't get so wrapped up involving the remote audience that you ignore the local one!

Presentation After you introduce yourself, do a roll call of all remote sites (not individual participants). ◦Call them by name and welcome them (Ex. Is Jasper there? OK. Welcome.) Give your presentation as normal, like face-to-face. The presenter (you) will be the moderator – strict adherence to order must be kept. Set the ground rules at the beginning.

Presentation You will define when questions will be taken ◦You may say “Raise your hand when you have a question” or “Please hold questions until I come to stopping point” (I recommend the latter) If there are not too many remote sites ask for questions site by site (Ex. Silsbee ISD, Do you have any questions?) When someone asks a question, repeat the question for everyone.