Videoconferencing Setup and Environmental Considerations

1
Videoconferencing Setup and Environmental
Considerations

• Mary Faure, OSU
• CIC Internet2 Commons Site Coordinator Training
• June 26-27, 2002
• Madison, WI

2
Topic Roadmap

• Videoconferencing etiquette
• Tips for getting started
• Clothing
• Lighting
• Back drop
• Audio setup
• Videoconferencing locations
• from your office
• from a cart
• in a large conference room

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Videoconferencing Etiquette

• Plan your videoconference
• Send the agenda and handouts in advance
• Allow a few minutes for call start up and shut
  down time
• Stick to time limits
• Unplug the telephone or turn off ringer
• Remember to mute the microphone
• Use a location banner
• Take turns speaking and allow time for audio
  delay
• Food during a videoconference

4
Videoconferencing Etiquette

• Multi-tasking during a videoconference
• Coughing
• Paper rattling
• Loud air conditioning units, laptop fans, room
  projectors
• Can you hear me, can you hear me?

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Tips for Getting Started

• If your users are new to videoconferencing
• Provide an overview workshop for users to learn
  basics, be reminded of meeting etiquette and gain
  experience with equipment
• Publish and distribute print materials or create
  a web site describing basic equipment use and
  listing the site coordinators contact
  information
• Emphasize simple practices like having a clear
  meeting agenda, muting the microphone and how to
  use the remote control

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Tips for Getting Started

• Test every videoconference location thoroughly
• Testing will help to identify and address
  equipment and networking issues in advance
• Testing gives end users additional experience
  with the equipment
• Testing allows the videoconferencing experience
  to be successful and positive for users
• Murphys Law, if something can go wrong, it will

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Example Location Error

• Moved from the planned, tested location just
  prior to a videoconference
• Thesis Defense, December, 2001
• Original testing went fine
• Far site moved their unit just moments before the
  defense was to begin
• Nervous thesis defender waited while new problems
  were corrected

8
Clothing

• Solid color clothes
• Avoid patterned outfits that blur when on camera
• Simpler patterns aid the video compression

9
Lighting

• Soft white light
• Light from in front
• Standard overhead lights often glare or produce
  shadows
• TV studio-like lighting is ideal
• Camera can not focus in low light

10
Backdrop

• Avoid hard lines or complicated patterns
• Use matte finish if possible
• Use solid color, such as gray, gray-blue, navy
• Avoid red or yellow backgrounds
• Some dry erase boards will work if you adjust
  them for glare from lights
• Give audience one focal point

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Poor Backdrop
12
Better Backdrop
13
Audio Setup

• Separate microphones and speakers to avoid
  feedback squeal
• Test levels ahead of time
• Polycoms Generate Tone
• Polycoms Audio Meter
• May need to add echo canceling hardware

14
Videoconferencing from Your Cube or Shared Office

• Consider using a headset earpiece and microphone
  to avoid annoying your neighbors
• A matte, solid colored cube wall, a solid bed
  sheet or blanket makes an excellent backdrop from
  which you can display your location banner
• A low-watt, clip-on desk lamp can be aimed to
  light your face from in front and above you

15
Videoconferencing from a Rolling Cart

• Position the cart-mounted camera or Polycom to
  aim at a blank wall in your videoconference
  location
• Position a low-watt, clip-on desk lamp in front
  of and slightly above the participants
• Provide a location banner on the cart
• Remember to mute the microphone if it must be
  moved during your videoconference
• Provide a tip sheet on the cart with site
  coordinators contact information

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Large Conference Rooms

• Position the camera to see speaker and audience
• Consider adding additional cameras
• Large rooms need better lighting
• Avoid panning the camera
• Use Polycom camera presets
• Designate locations in the room for QA
• Post a tip sheet in the room with site
  coordinators contact information