Preparing for a
videoconference should not be different from preparing for
face-to-face meetings. By following a few practical meeting tips and
protocols, you can ensure that the technology will not interfere with
the flow and productivity of the meeting.
- The TV camera
is more critical than the eye. For example, if you wear green, then
the room light reflecting off your clothing may make you appear ill.
Neutral colors and pastel blues and pinks are best for making all
conferees look healthy.
- In real life
and on video, loudly patterned clothing and excessive movements or
gestures can distract attention from the important meeting aspects.
motion video, (128kbps and lower) can make you appear disjointed if
you gesture often, or "talk excessively" with your hands.
By relaxing and staying cool, conferees can help the equipment
- It's important
to conduct videoconferences in a relaxed manner, even when the
matter is urgent. Participants should give clear and unambiguous
aural cues when they expect someone else to pick-up on a subject.
Sending a copy of the agenda to other attendees in advance will
allow them to know when in the meeting their input will be needed.
- Don't get so
wrapped up in the "distant parties" you forget the people
that are in the room with you.
videoconferencing extends its reach beyond our country and our
culture, it is important to understand who you are dealing with.
Research a country's culture just as you would if planning a trip to
that country. Know what gestures are acceptable. For example, in
some countries, the "O.K." gesture (thumb and forefinger
forming a circle) may be interpreted as giving a curse.