AVIT AVIT Video ConferencingVideo Conferencing

Training ModuleTraining Module

LecturesLectures

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

Why VC Lectures?Why VC Lectures?

Ability to communicate with Ability to communicate with multiple sitesmultiple sites

Off-site communication and Off-site communication and learninglearning

Opportunity for students and Opportunity for students and staff to incorporate this staff to incorporate this technology with rural teaching technology with rural teaching and learningand 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 Contact with the Video Conferencing

UnitUnit 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 What to do on the day of your

lecturelecture

What You See - Screen What You See - Screen LayoutLayout

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 a PicturePicture in a Picture

Voice Activated VideoVoice Activated Video

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

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

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

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 The Bridge controls which site is

visible in which quadrantvisible in which quadrant If there are 6 or more sites, the 4If there are 6 or more sites, the 4thth

quadrant works in Voice Activated quadrant works in Voice Activated Video modeVideo mode

Things to Consider:Things to Consider:Small screen problemsSmall screen problems Increased importance of camera setupIncreased importance of camera setupProblems showing presentation materialProblems showing presentation material

Quad Split Screen LayoutQuad Split Screen Layout

Picture in a PicturePicture in a Picture

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

Especially Especially applicable to applicable to single screen single screen setupssetups

CameraCamera

Camera presetsCamera presets Good Camera ControlGood Camera Control

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

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

video conference audience as video conference audience as well as the physical audiencewell as the physical audience

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?

MicrophonesMicrophones

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

and at a moderate speed towards and at a moderate speed towards the lectern microphonethe lectern microphone

Standard Lecture Standard Lecture Theatre SetupTheatre Setup

LecternLectern 2 screens (both data projection)2 screens (both data projection) Microphones – lectern, audienceMicrophones – lectern, audience Cameras – audience, Cameras – audience,

lecturer/presentationlecturer/presentation

Lecture Theatre Setup – Scot Lecture Theatre Setup – Scot SkirvingSkirving

Lecture Theatre Setup – Scot Lecture Theatre Setup – Scot SkirvingSkirving

Single Screen SetupsSingle Screen Setups

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

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

Camera is set on Camera is set on the lecturerthe lecturer

Camera is set on Camera is set on the presentationthe presentation

Dual Screen SetupsDual Screen Setups

One screen One screen shows shows presentation presentation materialmaterial

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

PresentationsPresentations

Modes of presentation available:Modes of presentation available:PowerPointPowerPointDocument CameraDocument CameraOverhead ProjectorOverhead ProjectorWhiteboardWhiteboardVCRVCRDVDDVD

PresentationsPresentations

Consult the Video Conferencing Consult the Video Conferencing UnitUnit

All sites should have a hardcopyAll sites should have a hardcopy Use camera presets to view both Use camera presets to view both

the presenter and the presentation the presenter and the presentation materialmaterial

Picture Quality Picture Quality Site specificity of presentation Site specificity of presentation

equipmentequipment

PowerPoint PowerPoint PresentationsPresentations

PowerPoint is the preferred PowerPoint is the preferred mode of presentationmode of presentation

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

Provide extra verbal description Provide extra verbal description of what is shownof what is shown

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

PowerPoint PowerPoint PresentationsPresentations

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 Optimal colours – jet blue

background with yellow fontbackground with yellow font Make images as large as possibleMake images as large as possible

Example PowerPoint Example PowerPoint PresentationPresentation

Document CameraDocument Camera

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

TV quality vs computer (XGA) TV quality vs computer (XGA) qualityquality

If viewing smaller objects/text use If viewing smaller objects/text use the ‘zoom’ functionthe ‘zoom’ function

Book the document camera to Book the document camera to ensure that it is available for use ensure that it is available for use during your lectureduring your lecture

DocumentDocumentCameraCamera

Overhead Projectors & Overhead Projectors & WhiteboardsWhiteboards

Should be avoidedShould be avoided Poor quality transmission via Poor quality transmission via

videovideo Handouts should be used insteadHandouts should be used instead

DVD & VCRDVD & VCR

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

Check availability of equipment Check availability of equipment at your siteat your site

Presentation HandoutsPresentation Handouts

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

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

Process for Handout Process for Handout DistributionDistribution

Lecturer sends a copy of the Lecturer sends a copy of the presentation to the local education presentation to the local education officerofficer

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

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

A copy is made available for all A copy is made available for all participantsparticipants

Presentations & the Presentations & the CameraCamera

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

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

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

Effective VC Effective VC CommunicationCommunication

The lecturer facilitates successful:The lecturer facilitates successful:ParticipationParticipationCommunicationCommunicationEtiquetteEtiquette

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

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

ParticipationParticipation Maintain constant contact with all Maintain constant contact with all

sites using the camerasites using the camera Aim for equal participation at each siteAim for equal participation at each site Keep attention levels high – do not Keep attention levels high – do not

forget or ignore the students or staff forget or ignore the students or staff participating via video conferenceparticipating via video conference

Communicate directly to participating Communicate directly to participating sitessites QuestionsQuestions CommentsComments

This helps to overcome the barrier of This helps to overcome the barrier of distance and technologydistance and technology

CommunicationCommunication

Talk clearly, one at a timeTalk clearly, one at a time No multiple discussionsNo multiple discussions 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

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

Question and Answer Question and Answer SessionsSessions

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

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

Students at receiving sites need Students at receiving sites need enough time to ‘Unmute’ to answer enough time to ‘Unmute’ to answer any questionsany 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 Contact with VCU or On-Site Help

Person to load presentation material Person to load presentation material onto local computeronto local computer

When lecturing – interact, include, When lecturing – interact, include, engageengage

Ensure that all participants can Ensure that all participants can see/hear throughout lecturesee/hear throughout lecture

For lectures, on-site technical For lectures, on-site technical assistant will supervise audio and assistant will supervise audio and camera viewcamera view