Guide to Successful Meetings
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Transcript of Guide to Successful Meetings
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AVIT AVIT Video ConferencingVideo Conferencing
Training ModuleTraining Module
MeetingsMeetings
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Video ConferencingVideo Conferencing
Video Conferencing is mainly used Video Conferencing is mainly used for meetings, lectures and tutorialsfor meetings, lectures and tutorials
It is cost effective and time efficientIt is cost effective and time efficient To achieve a successful video To achieve a successful video
conference, users need to be conference, users need to be familiar and confident using the familiar and confident using the medium, and encourage an medium, and encourage an interactive environmentinteractive environment
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A Successful Video A Successful Video ConferenceConference
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 Contact with the Video
Conferencing UnitConferencing Unit Room ConfigurationRoom Configuration Effective CommunicationEffective Communication
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CameraCamera
Direct and zoom camera so it is Direct and zoom camera so it is as tight as possible on all as tight as possible on all attendeesattendees
All attendees should be seated All attendees should be seated facing the camera and close facing the camera and close togethertogether
Turn on all room lights, block all Turn on all room lights, block all natural light and choose a good natural light and choose a good backgroundbackground
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View YourselfView Yourself It is necessary to view yourself during It is necessary to view yourself during
the setup of the conference to make the setup of the conference to make sure seating and camera positioning sure seating and camera positioning are correctare correct
Dual Screen:Dual Screen: The The HereHere screen will be showing your site screen will be showing your site
Single Screen:Single Screen: Before connection, you will see your site Before connection, you will see your site
full screenfull screen Once connected, use Picture in a Picture Once connected, use Picture in a Picture
modemode
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Single/Dual Screen SetupSingle/Dual Screen Setup
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Single Person - SetupSingle Person - Setup
Dual Screen Single Person – Camera Setup
Camera
Here Screen
There Screen
Camera View
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3 Persons - Setup3 Persons - Setup
Here Screen
There Screen
Camera
Camera View
Dual Screen 3 Persons – Camera Setup
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Medium Meeting - SetupMedium Meeting - Setup
Camera
Dual Screen Medium Meeting – Camera Setup
There screen Here screen
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Screen LayoutScreen Layout
There are three main types of There are three main types of screen layout:screen layout:
Voice Activated VideoVoice Activated Video Quad SplitQuad Split Picture in PicturePicture in Picture
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Voice Activated VideoVoice Activated Video
Only one site is seen at a timeOnly one site is seen at a time The last site that spoke is visible The last site that spoke is visible
on screenon screen There is a 3 second delay when There is a 3 second delay when
switching between sites in this switching between sites in this modemode
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Quad Split ScreenQuad Split Screen
The screen is divided into 4 The screen is divided into 4 quadrantsquadrants
The Bridge controls which site is The Bridge controls which site is visible in which quadrantvisible in which quadrant
If there are 6 or more sites, the If there are 6 or more sites, the 44thth quadrant works in Voice quadrant works in Voice Activated Video modeActivated Video mode
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Quad Split ScreenQuad Split Screen
Things to Consider:Things to Consider:Small screen problemsSmall screen problems Increased importance of camera Increased importance of camera
setupsetupProblems showing presentation Problems showing presentation
materialmaterial
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Picture in PicturePicture in Picture
Especially applicable to single Especially applicable to single screen setupsscreen setups
This mode allows you to view This mode allows you to view your own site in a corner of the your own site in a corner of the screen during a conferencescreen during a conference
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MicrophonesMicrophones
Proper microphone positioning is Proper microphone positioning is vitalvital
All attendees at a site need to All attendees at a site need to heard as well as possibleheard as well as possible
At the beginning of a conference, At the beginning of a conference, or when a new site joins in, test or when a new site joins in, test that all sites can hear one anotherthat all sites can hear one another
What if they can’t hear me?What if they can’t hear me? VCU 9351 7325 or 0419 914 419VCU 9351 7325 or 0419 914 419
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MicrophonesMicrophones
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How Microphones WorkHow Microphones Work
Pick up Range (bird’s eye view) Pick up Range (side view)
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Single Microphone Single Microphone PlacementPlacement
Single Microphone Placement – Small Meeting
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Dual Microphone Dual Microphone PlacementPlacement
Dual Microphone PlacementMedium Meeting
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Effective VC Effective VC CommunicationCommunication
Nominate a Chairperson to co-Nominate a Chairperson to co-ordinate the meetingordinate the meeting
The Chairperson ensures The Chairperson ensures successful:successful:ParticipationParticipationCommunicationCommunicationEtiquetteEtiquette
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ParticipationParticipation
Aim for equal participation at Aim for equal participation at each siteeach site
Communicate directly to Communicate directly to participating sitesparticipating sitesQuestionsQuestionsRequestsRequestsCommentsComments
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CommunicationCommunication
Talk clearly, one at a timeTalk clearly, one at a time No multiple discussionsNo multiple discussions Standard Academic ProcedureStandard Academic Procedure Talk towards the microphone, Talk towards the microphone,
considering your position and considering your position and the range of the microphonethe range of the microphone
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EtiquetteEtiquette
Video conferencing greatly Video conferencing greatly benefits from orderly and clear benefits from orderly and clear conductconduct
Avoid all unnecessary movement Avoid all unnecessary movement and noiseand noise
Presume that you are always Presume that you are always being watched and heardbeing watched and heard
Using the ‘Mute’ functionUsing the ‘Mute’ function
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Meeting ToolsMeeting Tools
Modes of presentation:Modes of presentation:PowerPointPowerPointDocument CameraDocument CameraOverhead ProjectorOverhead ProjectorWhiteboardWhiteboardVCRVCRDVDDVD
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Meeting ToolsMeeting Tools
Things to ConsiderThings to ConsiderVC Unit needs advanced noticeVC Unit needs advanced noticeAll sites should have a hardcopyAll sites should have a hardcopyUse camera presets to view both the Use camera presets to view both the
presenter and the presentation presenter and the presentation materialmaterial
Picture Quality Picture Quality Site specificity of presentation Site specificity of presentation
equipmentequipment
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SummarySummary
Confidence using Video Confidence using Video ConferencingConferencing
Creating an Interactive Creating an Interactive EnvironmentEnvironment
Using Video Conferencing Using Video Conferencing Equipment EffectivelyEquipment Effectively
Technical Assistance and Technical Assistance and SupportSupport