AVIT AVIT Video ConferencingVideo Conferencing

Training ModuleTraining Module

LecturesLectures

Video ConferencingVideo Conferencing

Video Conferencing is mainly used for Video Conferencing is mainly used for meetings, lectures and tutorialsmeetings, lectures and tutorials

It is cost effective and time efficientIt is cost effective and time efficient To achieve a successful video conference, To achieve a successful video conference,

users need to be familiar and confident users need to be familiar and confident using the medium, and encourage an using the medium, and encourage an interactive environmentinteractive environment

Why VC Lectures?Why VC Lectures?

Ability to communicate with multiple sitesAbility to communicate with multiple sites Off-site communication and learningOff-site communication and learning Opportunity for students and staff to Opportunity for students and staff to

incorporate this technology with rural incorporate this technology with rural teaching and learningteaching and learning

A Successful VC LectureA Successful VC Lecture

The essential ingredients:The essential ingredients: Booking of Sites and BridgeBooking of Sites and Bridge

www.avit.med.usyd.edu.auwww.avit.med.usyd.edu.au

Contact with the Video Conferencing UnitContact with the Video Conferencing Unit Learning VC BasicsLearning VC Basics Knowing What to Expect at a LectureKnowing What to Expect at a Lecture Preparing Presentation MaterialPreparing Presentation Material Effective CommunicationEffective Communication

VC Lecture BasicsVC Lecture Basics

Screen LayoutScreen Layout CameraCamera MicrophoneMicrophone Standard Lecture Theatre SetupStandard Lecture Theatre Setup During the LectureDuring the Lecture PresentationsPresentations What to do on the day of your lectureWhat to do on the day of your lecture

What You See - Screen LayoutWhat You See - Screen Layout

There are three main types of screen layout:There are three main types of screen layout: Voice Activated VideoVoice Activated Video Quad SplitQuad Split Picture in a PicturePicture in a Picture

Voice Activated VideoVoice Activated Video

Only one site is seen at Only one site is seen at a timea time

The last site that spoke The last site that spoke is visible on screenis visible on screen

There is a 3 second There is a 3 second delay when switching delay when switching between sites in this between sites in this modemode

Quad Split Screen LayoutQuad Split Screen Layout

The screen is divided into 4 quadrantsThe screen is divided into 4 quadrants The Bridge controls which site is visible in The Bridge controls which site is visible in

which quadrantwhich quadrant If there are 6 or more sites, the 4If there are 6 or more sites, the 4thth quadrant quadrant

works in Voice Activated Video modeworks in Voice Activated Video mode Things to Consider:Things to Consider:

Small screen problemsSmall screen problems Increased importance of camera setupIncreased importance of camera setup Problems showing presentation materialProblems showing presentation material

Quad Split Screen LayoutQuad Split Screen Layout

Picture in a PicturePicture in a Picture

This mode allows you This mode allows you to view your own site to view your own site in a corner of the in a corner of the screen during a screen during a conferenceconference

Especially applicable Especially applicable to single screen setupsto single screen setups

CameraCamera

Camera presetsCamera presets Good Camera ControlGood Camera Control

Camera on lecturer, on presentation, on Camera on lecturer, on presentation, on audience, depending on who is speakingaudience, depending on who is speaking

Stay within Camera ShotStay within Camera Shot Maintain eye contact with your video Maintain eye contact with your video

conference audience as well as the physical conference audience as well as the physical audienceaudience

MicrophonesMicrophones

Proper microphone positioning is vitalProper microphone positioning is vital All attendees at a site need to heard as well All attendees at a site need to heard as well

as possibleas possible At the beginning of a conference, or when a At the beginning of a conference, or when a

new site joins in, test that all sites can hear new site joins in, test that all sites can hear one anotherone another

What if they can’t hear me?What if they can’t hear me?

MicrophonesMicrophones

Ideally, use a lapel microphoneIdeally, use a lapel microphone If unavailable, speak very clearly and at a If unavailable, speak very clearly and at a

moderate speed towards the lectern moderate speed towards the lectern microphonemicrophone

Standard Lecture Theatre SetupStandard Lecture Theatre Setup

LecternLectern 2 screens (both data projection)2 screens (both data projection) Microphones – lectern, audienceMicrophones – lectern, audience Cameras – audience, lecturer/presentationCameras – audience, lecturer/presentation

Lecture Theatre Setup – Scot SkirvingLecture Theatre Setup – Scot Skirving

Lecture Theatre Setup – Scot SkirvingLecture Theatre Setup – Scot Skirving

Single Screen SetupsSingle Screen Setups

Three options for video Three options for video conferencing:conferencing:

Camera switches Camera switches between the lecturer between the lecturer and presentation and presentation

Camera is set on the Camera is set on the lecturerlecturer

Camera is set on the Camera is set on the presentationpresentation

Dual Screen SetupsDual Screen Setups

One screen shows One screen shows presentation materialpresentation material

Other screen shows the Other screen shows the lecturer and/or lecturer and/or receiving sitesreceiving sites

PresentationsPresentations

Modes of presentation available:Modes of presentation available: PowerPointPowerPoint Document CameraDocument Camera Overhead ProjectorOverhead Projector WhiteboardWhiteboard VCRVCR DVDDVD

PresentationsPresentations

Consult the Video Conferencing UnitConsult the Video Conferencing Unit All sites should have a hardcopyAll sites should have a hardcopy Use camera presets to view both the Use camera presets to view both the

presenter and the presentation materialpresenter and the presentation material Picture Quality Picture Quality Site specificity of presentation equipmentSite specificity of presentation equipment

PowerPoint PresentationsPowerPoint Presentations

PowerPoint is the preferred mode of PowerPoint is the preferred mode of presentationpresentation

Use the mouse as a pointer, rather than a Use the mouse as a pointer, rather than a laser pointerlaser pointer

Provide extra verbal description of what is Provide extra verbal description of what is shownshown

Emphasis on clarity rather than beauty!Emphasis on clarity rather than beauty!

PowerPoint PresentationsPowerPoint Presentations

Text at least size 25Text at least size 25 Use font of uniform thicknessUse font of uniform thickness Less than 10 lines per slideLess than 10 lines per slide Dark uniform backgroundDark uniform background Optimal colours – jet blue background with Optimal colours – jet blue background with

yellow fontyellow font Make images as large as possibleMake images as large as possible

Example PowerPoint PresentationExample PowerPoint Presentation

Document CameraDocument Camera

Can show paper, books, transparencies and Can show paper, books, transparencies and small modelssmall models

TV quality vs computer (XGA) qualityTV quality vs computer (XGA) quality If viewing smaller objects/text use the If viewing smaller objects/text use the

‘zoom’ function‘zoom’ function Book the document camera to ensure that it Book the document camera to ensure that it

is available for use during your lectureis available for use during your lecture

DocumentDocumentCameraCamera

Overhead Projectors & WhiteboardsOverhead Projectors & Whiteboards

Should be avoidedShould be avoided Poor quality transmission via videoPoor quality transmission via video Handouts should be used insteadHandouts should be used instead

DVD & VCRDVD & VCR

Can show clips of VCR or DVD footage over Can show clips of VCR or DVD footage over video conferencevideo conference

Check availability of equipment at your siteCheck availability of equipment at your site

Presentation HandoutsPresentation Handouts

It is best practice to provide all students It is best practice to provide all students with a paper handout of presentation with a paper handout of presentation materialmaterial

Handouts help to overcome the difficulties Handouts help to overcome the difficulties for participants of seeing the material for participants of seeing the material clearly, and the camera can be focused on clearly, and the camera can be focused on the lecturerthe lecturer

Process for Handout DistributionProcess for Handout Distribution

Lecturer sends a copy of the presentation to Lecturer sends a copy of the presentation to the local education officerthe local education officer

Education Officer sends the material to the Education Officer sends the material to the receiving sitesreceiving sites

The presentation is then printed out (ppt The presentation is then printed out (ppt handout with 6 slides per page)handout with 6 slides per page)

A copy is made available for all participantsA copy is made available for all participants

Presentations & the CameraPresentations & the Camera

During a presentation, the camera will During a presentation, the camera will switch between lecturer and presentation – switch between lecturer and presentation – controlled by technical assistant on-sitecontrolled by technical assistant on-site

Camera will view the presentation briefly; Camera will view the presentation briefly; maximising the time the lecturer spends on maximising the time the lecturer spends on cameracamera

Increased satisfaction and attention from the Increased satisfaction and attention from the receiving sitesreceiving sites

Effective VC CommunicationEffective VC Communication

The lecturer facilitates successful:The lecturer facilitates successful: ParticipationParticipation CommunicationCommunication EtiquetteEtiquette

Be aware that you are usually Be aware that you are usually communicating to multiple sitescommunicating to multiple sites

Participants at receiving sites do not have Participants at receiving sites do not have the full benefits of being in the lecture the full benefits of being in the lecture theatre with the lecturertheatre with the lecturer

ParticipationParticipation

Maintain constant contact with all sites using the Maintain constant contact with all sites using the cameracamera

Aim for equal participation at each siteAim for equal participation at each site Keep attention levels high – do not forget or ignore Keep attention levels high – do not forget or ignore

the students or staff participating via video the students or staff participating via video conferenceconference

Communicate directly to participating sitesCommunicate directly to participating sites QuestionsQuestions CommentsComments

This helps to overcome the barrier of distance and This helps to overcome the barrier of distance and technologytechnology

CommunicationCommunication

Talk clearly, one at a timeTalk clearly, one at a time No multiple discussionsNo multiple discussions Talk towards the microphone, considering Talk towards the microphone, considering

your position and the range of the your position and the range of the microphonemicrophone

EtiquetteEtiquette

Video conferencing greatly benefits from Video conferencing greatly benefits from orderly and clear conductorderly and clear conduct

Avoid all unnecessary movement and noiseAvoid all unnecessary movement and noise Presume that you are always being watched Presume that you are always being watched

and heardand heard Using the ‘Mute’ functionUsing the ‘Mute’ function

Question and Answer SessionsQuestion and Answer Sessions

Be aware that all questions asked by Be aware that all questions asked by students at the sending site must be heard at students at the sending site must be heard at the receiving sitesthe receiving sites

Questions should be asked using a hand Questions should be asked using a hand held microphone, or the questions should be held microphone, or the questions should be repeated by the lecturerrepeated by the lecturer

Students at receiving sites need enough time Students at receiving sites need enough time to ‘Unmute’ to answer any questionsto ‘Unmute’ to answer any questions

What to do on the DayWhat to do on the Day

Arrive 15 minutes earlyArrive 15 minutes early Contact with VCU or On-Site Help Person Contact with VCU or On-Site Help Person

to load presentation material onto local to load presentation material onto local computercomputer

When lecturing – interact, include, engageWhen lecturing – interact, include, engage Ensure that all participants can see/hear Ensure that all participants can see/hear

throughout lecturethroughout lecture For lectures, on-site technical assistant will For lectures, on-site technical assistant will

supervise audio and camera viewsupervise audio and camera view