7/27/2019 Video Conferencing Etiquette Br Enus

http://slidepdf.com/reader/full/video-conferencing-etiquette-br-enus 1/2

Compared to ubiquitous social technologies like cell phones, e-mail, and text messaging,

video conerences today lack universally-accepted rules o engagement. There are nocross-cultural standards such as saying “Hello?” when you pick up the phone or replying“LOL” when you fnd something humorous. Most standards have been inherited rom the

audio conerencing world, where muting, not interrupting, and paying attention to thespeaker are accepted courtesies.

But as real-time and on-demand visual communication increases, standards or videoetiquette are developing. Here are a ew key undamentals to ollow today that will make

video conerences positive experiences or you and those with whom you interact.

Polish Your Image

Prior to the call, use the picture-in-picture “near side” view unction to see how you will

appear to those on the ar end. Make sure you’re visible in the rame, that your environmentis adequately lit, and that there are no distractions in the background. Also, make your lineo sight relatively level so that you’re not looking at your ar-side participants rom an angle

tilted too severely high or low.

Note: When seated in Immersive Telepresence environments, these variables are nearly

all accounted or, so simply try not to slouch! I you’re in a near-side room with multipleparticipants, make sure everyone is visible in the rame while avoiding the distant “fsh eye”

eect by zooming the camera to an acceptable angle. This may mean that people all needto sit on one side or near one end o the table.

Yes, I Can Hear You Now

Next, you’ll want to make sure the volume is set to the right level, so that when youconnect to the ar end or conerence bridge, your voice(s) are clearly audible and you can

hear the ar end. Those who were in the conerence room beore you may have lowered orraised the volume or their ar end participants, or may even set the near side to “Mute.” Asa rule o thumb, a volume set at its mid-level or slightly higher than mid-level should enable

you to clearly hear and be heard.

Vying for Attention

Ater your camera angle and incoming view window have been correctly established, try

to remain ocused on the conerence. Constantly looking at your computer display, talkingon your cell phone or to someone o rame, typing on your keyboard, carrying on IM

conversations, and similar multitasks are the video conerence equivalent o speaking tooloudly on your cell phone in a public space. Once it was common but today it’s a sign oinconsiderate boorishness. Video conerences are much more interpersonal and interactive

than telephone calls or e-mails and attentiveness, non-verbal cues, and acial expressionsmatter. I you wouldn’t behave this way in a live meeting, don’t behave this way in a video

conerence.

The Etiquette o Video Conerencing and TelepresenceOptimizing the Total Experience

7/27/2019 Video Conferencing Etiquette Br Enus

http://slidepdf.com/reader/full/video-conferencing-etiquette-br-enus 2/2

Avoid Adjustments

Once the video conerence begins, make as ew alterations to yourcamera angle as possible. Certain modifcations might be necessary

in response to environmental changes (or example, room lightsmay automatically turn on or o, background or ambient noise

may suddenly increase, a presenter in your room may need to be

brought in or a close-up) but on the whole, correcting and fne-tuning video settings repeatedly during the conerence can be quite

distracting to ar-end participants, and it’s disruptive to whoever isspeaking.

In a Multipoint Conference? Mute!

The technologies inside the microphone(s) on your near-endvideo conerence system won’t distinguish between relevant and

irrelevant sounds. It will hone in on side-bar gossip just as readilyas the core meeting points, so i you’re in a multipoint conerencewith three or more parties, it’s generally productivity-enhancing or

everyone i you mute your near-end audio. When you or someoneon the near-end wants to speak, simply press or click on the

“Unmute” button and make your point, then, when you’ve had yoursay, return to Mute mode. Note: Muting is particularly critical iyou’ve called into a conerence over audio rom your cell phone,

where the signal is prone to static and background noise. Everyonewill appreciate your consideration.

It Really Is “Just Like Being There”

As with any ace-to-ace meeting, stray noises and sideconversations can sidetrack a video conerence rom its primary

purpose. The result can be a virtual assembly that veers o courseand into the weeds o anarchy. With the pre-existing near-side/

ar-side divide o a video conerence, the danger o side topics

dominating is particularly acute, so i you’re the host o a videoconerence, just as with an in-ace interaction, provide a meeting

objective, agenda, and content to all participants beorehand tokeep people ocused. I you’re a meeting participant and an agenda

hasn’t been provided, request one rom the host at the outset o thecall, and then extend to them the courtesy o your attention.

Other variables such as showing up promptly (which in the videoconerencing world means a ew minutes early, to check your

image, volume, lighting, etc.), not interrupting or speaking out oturn, acknowledging or greeting other participants, and requestinga “next steps” summary (i one isn’t orthcoming) at meeting’s

conclusion are all actions that you want to carry over rom the real

to video worlds.

Polycom Worldwide Headquarters

4750 Willow Road, Pleasanton, CA 945881.800.POLYCOM or +1.925.924.6000www.polycom.com

© 2011 Polycom, Inc. All rights reserved. POLYCOM ®, the Polycom “Triangles” logo and the names and marks associated with Polycom’s products are trademarks and/or service marks of Polycom, Inc. and areregistered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any formor by any means, for any purpose other than the recipient’s personal use, without the express written permission of Polycom.

3624_1011

The Etiquette o Video Conerencing and Telepresence

About Polycom

Polycom is the global leader in standards-based unifed communications (UC) solutions or telepresence, video, and voice powered bythe Polycom® RealPresence™ Platorm. The RealPresence Platorm interoperates with the broadest range o business, mobile, and social

applications and devices. More than 400,000 organizations trust Polycom solutions to collaborate and meet ace-to-ace rom any locationor more productive and eective engagement with colleagues, partners, customers, and prospects. Polycom, together with its broad partner

ecosystem, provides customers with the best TCO, scalability, and security—on-premises, hosted, or cloud delivered.

For more inormation, visit www.polycom.com, call 1-800-POLYCOM, or contact your Polycom sales representative.