Considerations

Compared to other social technologies like mobile phones, email, and text messaging, video conferences today lack rules of engagement in a university environment. Most standards have been inherited from the audio conferencing world, where muting, not interrupting, and paying attention to the speaker are accepted courtesies.

But as real-time and on-demand visual communication increases, standards for video etiquette is developing. Here are a few key points to follow that will make your video conference experience a positive one.

Prior to the video conference meeting

1. Prepare and distribute an agenda prior to the video conference meeting
2. Appoint a chairperson to run the meeting and to maintain the agenda plus host the introductions
3. Chairperson to be familiar with the video conference meeting room and video conference equipment prior to the conference commencing

Clothing, motion and light

1. Avoid wearing busy patterns or bright colours – solid, rich colours look the best on screen
2. Check to make sure all room lights are on
3. Be aware of light coming through windows in the room

Arrival

1. Begin any video conference meeting like you would a normal face to face meeting
2. Always assume you are on camera and connected when meeting in a video conference meeting
3. When speaking for the first time, introduce yourself – speak clearly, there is no need to shout
4. Small noises can be very distracting so please avoid shuffling paper, drumming fingers, or carrying on side conversations – keep body movements to a minimum
5. Do not focus solely on the local participants and ignore the video conference attendees – be courteous to other participants
6. When speaking always ask or give time for others to ask questions
7. Move and gesture slowly and naturally
8. Taking turns talking – if you wish to speak, wait for a suitable pause or make a silent visual signal to indicate you would like to talk
9. Assume you are always on camera, even when not speaking