AVIT Video Conferencing Training Module Meetings.

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AVIT AVIT Video Conferencing Video Conferencing Training Module Training Module Meetings Meetings

Transcript of AVIT Video Conferencing Training Module Meetings.

AVIT AVIT Video ConferencingVideo Conferencing

Training ModuleTraining Module

MeetingsMeetings

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

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

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

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

Single/Dual Screen SetupSingle/Dual Screen Setup

Single Person - SetupSingle Person - Setup

Dual Screen Single Person – Camera Setup

Camera

Here Screen

There Screen

Camera View

3 Persons - Setup3 Persons - Setup

Here Screen

There Screen

Camera

Camera View

Dual Screen 3 Persons – Camera Setup

Medium Meeting - SetupMedium Meeting - Setup

Camera

Dual Screen Medium Meeting – Camera Setup

There screen Here screen

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

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

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

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

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

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

MicrophonesMicrophones

How Microphones WorkHow Microphones Work

Pick up Range (bird’s eye view) Pick up Range (side view)

Single Microphone Single Microphone PlacementPlacement

Single Microphone Placement – Small Meeting

Dual Microphone Dual Microphone PlacementPlacement

Dual Microphone PlacementMedium Meeting

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

ParticipationParticipation

Aim for equal participation at Aim for equal participation at each siteeach site

Communicate directly to Communicate directly to participating sitesparticipating sitesQuestionsQuestionsRequestsRequestsCommentsComments

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

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

Meeting ToolsMeeting Tools

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

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

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