Video Phone Etiquette

Self View – (to check the image that your camera transmits to others)

• Be sure to check your appearance before you place a video conference call including the best distance between you and the screen and positioning your camera effectively. Self View Video allows you to see the view from your camera when you are not in a video call. For instructions on setting up and positioning your camera prior to a video conference call, refer to Getting Started With Your Phone and go to the Self-View Video heading.

Lighting and Background

• Remember the better lighting you have, the better the image that you will transmit. There's nothing worse than video-calling someone who looks like they are in a dark cave. It is important that lighting comes from behind the videophone camera, and shines directly on the subject (you!). During the day, you need to take into consideration windows and sliding glass doors for video calls. If the videophone camera is pointed towards this brightly lit area, it will be like looking into the sun for your caller.

Brightness

• You can control how bright the image is on your phone by altering the phones brightness settings. This means that if you are seeing a dark image of someone’s face you may be able to make it lighter. To change settings click the Applications button > Click Preferences > Click Brightness > increase/decrease brightness as desired.

Eating

• Chomping on a slice of pizza is not the most attractive way to present your self during any business meeting. Please avoid eating during phone video conference calls.

Making a Video Phone Conference Call with others in the Room

• Be mindful of other people in your area who are not taking part in the video conference call. If you are using the speaker phone and confidential information will be discussed it may be a good idea to use earphones or consider taking the call in a private room. If you are using a headset remember you may talk louder than normal which can be disruptive to others in your office. You may consider muting your audio and turning off your video if you would like to continue working during the video conference call. 3 rd July 2014 Information Services CRICOS No. 00233E

Learn to be Still and Speak Clearly

• Don't fidget or rock back and forth. Remember to speak clearly and distinctly. If there is more than one person with you, don't talk at the same time. Give the person you are calling a chance to speak.

Placing a Call on Hold

• During the video conference call you can place the call on hold. If you do so, be mindful that the video transmission is muted (blocked) until you resume the call.

Video Phone Placement

• Consider the best position to place your video phone on your desk for ease of use eg. the video phone should be placed so you can easily turn to look directly at the screen without twisting, allowing enough under desk space for legs/knees, refer to the university’s Manual Tasks and Office Ergonomics and go to Workstation Self Assessment Check List for more information on video phone placement.