Reaching Others University at Buffalo - The State University of New York
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Conducting an Effective Conference

Follow these tips to conduct an effective video conference.

Woman with sticky notes on glass panel
6/19/14

Give participants specific start and stop times for the meeting. If you are going to share content during the meeting, email a backup of the content to participants before the meeting begins.

Keep an uncluttered background
6/19/14

Keep a clean and uncluttered background. A busy background can be distracting and look messy and unprofessional.

Man on laptop with blinds adjusted
6/19/14

Check the lighting in the room to make sure it will not be an issue for others in the video conference. Direct light coming through windows in your room can hinder the experience of participants in other sites. If it is a problem, adjust the system of close the window blinds.

woman adjusting camera attached to laptop
6/19/14

Make sure that other participants have a good view of you. If your system has one, use the self-view feature to check that you are squarely in the center of the screen and people are not only seeing the top of your head.

man on laptop with uneaten lunch
6/19/14

Noisy environments can make it difficult to hear or be heard. If you are unable to eliminate noise, make use of the system's mute button, or use a handset or headset. If you do use either make sure not to yell into them.

woman chatting on laptop
6/19/14

Even if background noise is not a problem, use a normal tone and volume when speaking.

Start with introductions
6/19/14

You should introduce yourself and everyone else at your site and encourage participants at other sites to do the same. 

Man shushing others
6/19/14

Limit side conversations that can be distracting for other participants.

Desktop game: Newton's Cradle
6/19/14

Playing with your hair and clothing or using too many hand gestures can also distract other participants.

Mind the Microphones
6/19/14

The microphones for some endpoints and conference systems can be sensitive. Avoid tapping pens or rustling near the microphones because other participants will hear the noise.

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