Palomar College Television

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The Meeting - Preparation Tips

A videoconference meeting is similar to other meetings in that you talk, discuss topics, ask and answer questions, negotiate, make decisions and act the way you would in any other face-to-face meeting. However, a few things are a little different.

When you arrive for your meeting, you'll notice the TV monitor in front and the camera below or to the side of the monitor. There may or may not be a second camera in the room. There is also some equipment in the room to help you with the meeting. PCTV will provide a computer and document camera to display graphics. These two items will require some prior adjustment for you to use during the meeting. The obvious is that you are each at different locations and everyone must arrive to their meeting room, find a seat and get comfortable. While you are adjusting your seat and papers, the videoconference site operator will adjust the video camera establishing camera presets for a good view of the people in the room. A site operator at the other locations will be setting up and adjusting their camera presets. The operator will also adjust the microphone location in the room and adjust the speaker volume to get the best sound possible. The site operator may ask you to speak a few sentences to help the other site adjust their room volume. If you're using any visual graphics, you will be asked to provide them before the meeting so that the operator can test each graphic to ensure the best possible picture. He or she will ask how you plan to use the graphic and the order you want them displayed. The site operator will also provide a sign-in sheet and a survey for you to fill out at the end of the videoconference. Because there are a few things that may be new to you in this meeting envorinment, it's imperative that you arrive at the meeting room 20 - 30 minutes before the start time.

Another obvious difference -- you are looking at people and they are looking at you through the eye of a camera. At first, you may not be comfortable seeing yourself on camera and therefore may be reluctant to participate. Hopefully, as the meeting progresses, you forget the camera is in the room and proceed with the discussion as you would with any other meeting.

In a videoconference, the picture is not smooth and is most apparent when persons at the distant site move from side to side or move their arms and hands. The live video takes a second or two to be transmitted. What you see actually took place a second earlier, while the audio you hear is virtually real time. At first, the delay will distract you. After a while, you adjust to it.

You may also notice extra sounds in a videoconference than you would in a normal face-to-face meeting. Microphones in a videoconference pick up small noises, such as side conversations, finger tapping, paper shuffles, pen clicking, keypad buttons being punched, persons chewing gum, room ventilation, doors opening and closing, seat adjustments, room ambience and so on. It's like being in a quiet reading area of a library and hearing a pen drop on the floor. It is very important to remember and to assume the microphone is always on and, when necessary, mute the microphone.

We welcome your questions and comments, please call 760-744-1150 ext. 2431, or send an e-mail to videoconference@palomar.edu