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In-Conference Checklist for Technicians
Finally the videoconference has started. All the hard work and effort has paid off and now it's time to just sit back, relax, and let the videoconference happen, right? Well, no. There are still a lot of things that need to be aware of during a videoconference to make sure that everything is being run smoothly.
  • Make sure that the cameras are on and working. This is pretty easy to check, as all you need to do is look at your monitor.

  • Make sure that the microphones are on and working. The easiest way to do this is to conduct a quick test at the very start of the videoconference to make sure that everyone can be heard.
  • Be in communication with the technician at the remote sites. The technicians at each site should have a means of communicating with each other. The best way is to have a computer with an instant chat program, such as MSN Messenger, or AOL Instant Messenger. Make sure that the technicians know the usernames, and can communicate with each other in case of problems. Having a cell phone number, or the room phone number is extremely helpful in case of larger problems, and in case the videoconference gets disconnected.
  • Stay aware of what's happening in the videoconference. It's necessary that the technician is always aware of who's speaking, and make sure that the camera is on them. There is often quite a lot of switching going on between cameras, computers, document displays, and other peripherals. As a technician, it is your job to make sure that the right image is being displayed to the remote sites. Make sure also that mics are turned off when they're not being used. Sometimes people forget to turn off their mics, and it can get quite loud on the remote sites.
  • Have a backup plan. In case of problems that could cause the videoconference to have troubles, there should always be an alternative solution to make sure that the meeting can carry on.
CRDC, University of Lethbridge
Last Updated on Monday, 29 March 2010 20:59