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Before Your Video Call
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Familiarize yourself with the conferencing equipment
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Learn to use available accessories and peripherals,
including document cameras, DVD players and VCRs
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Arrange a pre-call trial to another site
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Appoint a leader or facilitator for each site
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Distribute all relevant meeting materials before the call
Clothing and Lighting
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Close drapes or blinds, as daylight may interfere with
internal lighting
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Avoid background illumination and white walls to reduce
glare
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Wear light pastels and muted colors for best video
appearance
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Avoid bright colors, solid blacks or reds, and busy patterns
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Add contrast with a dark jacket or sweater if you wear white
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Avoid clothes that match the backdrop color
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Avoid accessories that jingle since sensitive microphones
can pick up the sounds
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Avoid red or dark lipsticks and dark eye shadows
Adjusting Your Camera
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Adjust your camera so off-site participants can see all the
participants on your end
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Ensure all participants at the other site are visible
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Fill the screen with people, rather than tables, chairs and
wall space
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Do not to zoom in too close
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Return to show meeting participants after you have shown
slides, documents, or other materials
Adjusting Your Microphones
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Position microphones in the center of the table
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Ensure microphones are not muted or obstructed by objects
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Adjust volume on the monitor to an appropriate level
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Mute microphones when a phone rings or someone walks into
the room
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To limit background noise during a multipoint call, mute
microphones when you are not speaking
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Ensure microphones do not pick up unwanted sounds:
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Do not rustle paper, tap your pen or make other
distracting noises
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Limit side conversations, including whispering
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Mute microphones before repositioning them
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Do not place a laptop right next to a microphone
During Your Call
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Begin on time and stay focused on the meeting objectives
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Introduce yourself and all other conference participants
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Maintain eye contact by looking into the camera
Speak and Act Naturally
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Speak clearly in your normal voice. Do not shout
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Use natural gestures when speaking, just as if you were in
the same room with the other participants
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Avoid interrupting other speakers
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Always assume participants at other sites can hear you, even
when the microphones are muted
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