Prepare and distribute an agenda in advance. Verify its arrival at the other sites. Have the agenda arranged so the first topics relate to everyone at all sites. Then people can leave as their topic is covered. Appoint a chairperson to help stick to the agenda. Arrive early to orient yourself and become familiar with the keypad and peripherals.

Camera settings

You can use the keypad to preset up to four views to focus on different people. Follow the elbows and wrist rule - when you stretch out your arms, the edge of the screen should fall between your elbows and wrists. Ten percent of the picture area should be left above the heads. Try to fill the screen as much as possible with people rather than the table, chairs, walls, floor, or ceiling. Especially avoid having the ceiling lights on the screen.

Try to stay away from very intense colors - red tends to bleed on screen, white may glare, and black absorbs the light. Bright colors can show even more intensely. Avoid bold, complex or busy patterns like small checks or narrow stripes in clothing, scarves, or neckties - they can affect the camera’s ability to focus and might lower picture clarity. Bulky or baggy clothing can make you look larger. All-light or all-dark clothing can trick the camera’s automatic brightness control. Fabric that shimmers and is iridescent or reflective can reflect the light. You also need to consider your accessories. Bright, shiny jewelry such as bracelets and tie clasps can also reflect light. Charm bracelets, bangle bracelets, and long necklaces can be noisy. A large brooch or lots of ruffles can distract the eye. Tinted lenses in eyeglasses can make the eyes appear dark.

Neutral and muted colors, such as medium blues or pastels, help the camera focus more easily. Simple tailored clothing in solid dark blue or gray, paired with a pale blue shirt or simple blouse is a good choice. Royal blue and purple are good for women’s suits or dresses. To look your best on screen, choose light pastels and muted colors. Carefully apply cosmetics subtly. The wall behind you should be darker than you to avoid back lighting.

As you begin your videoconference, ask the other site(s) if they can hear you. Have them introduce themselves to be sure you can hear them. Because of the one second audio delay, use a brief pause between speakers to assure the full audio signal has been transmitted. Two people cannot speak at the same time, and you should avoid interrupting other speakers. Also use a pause to allow time for others to answer or make comments. Use your normal voice, but note that it does help to speak more slowly, especially with a strong accent. As with any meeting, try to limit side conversations.

The microphone can magnify sounds that are normal for a meeting. Be aware of the microphone placement and be careful not to put papers or other objects on them. Do not rustle papers or tap on the microphone or table. Eating might not be appropriate. Listen for other environmental noise such as fans, open windows, pens clicking, and papers shuffling that might disturb your audio quality.

Keep body movements to a minimum. Avoid distracting movements like swaying, rocking, or pacing. Try to limit turning back and forth in your chair, wiggling your foot, and playing with your hair or earrings. Move and gesture in a fluid, natural way.

Do pre-plan Do speak clearly Do keep body movements minimal Do move and gesture naturally Do maintain eye contact Do dress appropriately Do apply cosmetics subtly Do be yourself!

Don’t make distracting sounds Don’t make distracting movements Don’t cover the microphone Don’t interrupt other speakers Don’t carry on side conversations Don’t wear noisy jewelry Don't arrive late