Video Conferencing Etiquette

 — Mar. 16, 202016 mars 2020

In response to the COVID-19 pandemic, churches across Canada are cancelling services, meetings, and other gatherings. Many are exploring options for live-streaming services and for video-conferencing of meetings. With this in mind, I have drafted these suggestions based on my own experience and some ideas I have found in the documents listed at the end.

The following tips are provided to enhance the effectiveness of video conference technology in church meetings. These suggestions are based on using Zoom, but many of them are applicable to other software as well, such as GoToMeeting or Skype.

Set-up

• Seek as quiet a space as possible with no or minimal background noise.
• If you are connecting from a laptop, try to plug in to wall power, because battery use can adversely affect video quality.
• WiFi users may need to use a wired Ethernet connection to ensure sufficient speed for video transmission. Test your video quality in advance.
• Close email and social media applications (such as Facebook) to avoid interruption by text messages and other notifications arriving on the screen.
• Close all blinds and doors to cut down on potential glare. Interior lighting should not be too dark or too bright. Normally, the settings used in a traditional work environment are adequate.
• Adjust the camera angle or seating position to ensure you are on camera and that you are not backlit. Overall lighting or a soft light on your face works best.
• Consider your appearance. Leave your dogs, cats, and children in another room. Make sure that others in your home or office will not interrupt you or walk into the camera view inadvertently.
• If there are multiple people in one room, and others connected at remote sites, consider using a special microphone or webcam to capture the whole room. Be aware that remote participants may have difficulty identifying individual voices among a group.

Hosting or convening a video meeting

• Schedule a meeting using the “Schedule” feature available on the “Home” screen. A meeting invitation can be copied and pasted into an email when scheduling the meeting, or retrieve a copy of the invitation on the “Meetings” screen. The meeting URL consists of the address zoom.us/j/ followed by a 10-digit number specific to the host account. Pro accounts can use a telephone number to brand their account. The meeting URL can be bookmarked for later meetings with the same host account.
• When scheduling the meeting, specify whether a chime will sound when participants enter the room, a password is required, or the host must be present. These are not default settings and may not be required unless the meeting is confidential.
• Send the meeting invitation to all users as early as possible. A basic Zoom URL is enough for many users, but some users may wish to use a telephone connection (available only on Pro accounts at the moment).
• Send any documents (agenda, minutes, reports, PowerPoints, etc…) to other attendees by email. Even when you plan to use the “Share Screen” feature, sending documents in advance allows other attendees to review the material independently during the meeting.
• Like any meeting, you should decide in advance if someone will be keeping minutes. Zoom provides a video and/or audio “Recording” feature. Chat messages can also be saved for later use. Ensure that all participants are aware if recording is contemplated and how the recording will be used.
• The host has a “Manage Participants” feature that allows the host to control several aspects of the meeting, including muting participants.
• The free Zoom account has a 45-minute time limit. If someone else attending the meeting has a Pro account, consider using their account as the host. Otherwise, keep the meeting short or sign-up for the Pro account. The host will see a 10-minute warning and a countdown clock.

Attending or participating in a video meeting

• Connect early to allow time to troubleshoot and resolve any potential issues with equipment. If this is your first time with the particular software, test it the day before.
• Ensure that your camera is on and your audio is muted. See the icons in the lower-left corner of the Zoom window.

During a video meeting

• Like any meeting, there should be a chairperson, convener, or facilitator. In video conferencing, it can be difficult to determine by social cues when someone wishes to speak. It is therefore essential that the chairperson be extra attentive to ensure that all are able to participate.
• When possible, avoid interrupting others as they are speaking. Establish an understanding among participants of when and how to interrupt. For example, have people raise hands or otherwise signal that they want to speak.
• When not speaking, make sure your audio is muted. This will prevent inadvertent noises, such as coughs, rattling papers, or chair squeaks, from interrupting others. As with any meeting, limit side conversations and multitasking.
• To speak, press the “space bar” on your keyboard. This will toggle your microphone after a short delay. Watch the microphone icon to determine when you are muted.
• Speak clearly and in a normal voice. There is no need to shout. The software will adjust your volume accordingly.
• When video conferencing with many participants, start your comment or question by stating your name. This helps others identify who is speaking.
• Inform others before you leave the video conference. If the host leaves before the other attendees, Zoom will ask if you wish to end the meeting for all attendees or appoint another attendee as the host.
• Use the “Share Screen” feature. Any participant can allow other participants to view an application window. This allows users to watch a video, read a document, or view a PowerPoint together. Sharing a screen does not allow other users to edit these documents. Zoom is also developing a whiteboard feature, available soon.
• Use the “Chat” feature. Consider posting pending questions via chat. Chat messages can be sent to all participants or to individual participants.

Some useful sites with video conferencing advice

• OWLLabs, Video Conferencing Etiquette
• Stanford University, Meeting Etiquette Tips
• University of Otago (New Zealand), Zoom Support Pages
• Zoom, Video Conference Etiquette
• Zoom, Video Meeting Etiquette: 7 Tips to Ensure a Great Attendee Experience

Posted: Mar. 16, 2020 • Permanent link: ecumenism.net/?p=10712
Categories: Resources • In this article: church, video conferencing Transmis : 16 mars 2020 • Lien permanente : ecumenism.net/?p=10712
Catégorie : Resources • Dans cet article : church, video conferencing