Technology allows us to communicate without ever leaving campus.
As we better utilize technology to meet our communications needs,
we should recognize that bridging the distance divide requires
adapting the way we plan and conduct meetings.
Below are tips to help us take advantage of videoconferencing
technology to enhance communications and administrative effectiveness.
- Arrive early so video and audio can be set
and everyone will be seen and heard.
- Sit where you can be seen. The farther from
the camera you are, the less identifiable you will be to the
- Listen carefully. The slight transmission
delay can be disconcerting and result in participants at separate
locations talking over one another.
- Speak toward the camera. Turning away from
the camera serves to distance the other conference sites even
- Speak in a moderate tone and at a normal
or slightly slower pace. Project and enunciate without yelling.
- Pause to allow for response time to your
question or comment.
- Avoid slang, jargon and acronyms that participants
may not understand or hear clearly.
- Stay focused. As with a face-to-face meeting,
multi-tasking is discouraged.
- Avoid sidebar conversations and extraneous
noise that will be amplified and distracting.
- Stay the entire time. If you must leave,
inform the facilitator before the conference.
- Schedule your conference through the Video
Systems Coordinator at http://www.blinn.edu/acadtech/index.html
or the link from the Academic Technology webpage. Rooms availability
is first-come, first-served. Alert the coordinator of a cancellation
so the equipment, room and technician can be rescheduled.
- Create a concise agenda allowing time for
- Send materials to participants well in advance
of the meeting. (Include this tip sheet.)
- Arrive early to check the room setup and
familiarize yourself with the equipment.
- Greet each participant.
- Have participants introduce themselves with
name and title as the meeting begins.
- Keep up the pace. The objective is to streamline
communications and increase productivity.
- End the meeting on time. The equipment and
room may not be available beyond the reserved time.
- Follow the same rules as those for participants.
Page maintained by: Michael Welch
Page Last Updated:
April 5, 2013