TETRA Videoconferencing Guide

Transcription

1 TETRA Telehealth and Educational Technology Resource Agency Telemedicine Centre Faculty of Medicine The Health Science Centre TETRA Videoconferencing Guide

2 Established in 1977, TETRA (Telemedicine and Educational Technology Resources Agency) has a proven track record and tradition of providing telehealth and tele-education services to a large number of clients over a large geographic region and in assisting clients to identify and implement the procedures and best-fit technology to address their needs. TETRA is a research and development facility established to facilitate the use of information technology and telecommunications to non-urban, remote and isolated areas. The extensive resources of the center are utilized by a wide consortium including education (secondary and post secondary), social, government and private agencies. TETRA is an administrative structure that successfully networks technology, support, personnel and end users. The organization boasts a proven track record of experience in the development and support of shared resources (people and technology), to create sustainable services. This document has been developed, by TETRA, as a resource guide to the growing number of users of video conferencing and is to be used in conjunction with organizations established guidelines and practices. It is intended to provide practical information to users to maximize and enhance the experience. TETRA offers support in developing and identifying uses according to individual needs and also provides the training to help you make the best use of your videoconference. That means more than just learning how to use the equipment. TETRA will provide advice on how and what to prepare for a long-distance meeting, what to wear, as well as tips on video conferencing etiquette ease the transition into video conferencing. Pay some attention to how others will be seeing and hearing you. In videoconferencing, much of the experience at one end is affected by conditions at the other. Most videoconferencing clients include a "self view" window that lets you see how you appear to the remote end. It is recommended to preview your image in the window and adjust accordingly prior to the call. It s important to realize that videoconferencing is much more like an in person exchange than a telephone call, body language and facial expression count! For more information, contact TETRA at (709) To schedule your interactive videoconference, call TETRA s Scheduler at (709) Successful conferencing enables people to stay in touch. Feedback and suggested improvements are welcomed! Contact: Patricia Dwyer Associate Director, TETRA Programs Faculty of Medicine, MUN 300 Prince Philip Drive St. John's, NL A1B 3V6 Tel: (709) Voice mail: Fax: (709) patricid@mun.ca 2

3 Table of Contents TETRA Videoconferencing Guide... 1 Table of Contents... 3 What is Video Conferencing?... 4 Connections... 4 It Is Easy To Use... 4 The best reasons for holding a videoconference:... 4 The benefits of using videoconferencing:... 5 Improving the Quality of Your Videoconferencing Experiences... 5 Video... 5 Lighting... 6 Audio... 6 Guidelines and Presentation Tips For Videoconferencing... 8 Speaking and Eye Contact... 8 Managing Motion and Sound Delay... 8 Skills for Conducting a Videoconference Session... 9 Using the camera effectively makes a difference for your participants... 9 Close ups!... 9 Medium View (head, shoulders, waist)... 9 Full View (full figure, or people at far end site)... 9 Videoconferencing Etiquette Consider some rules of dress What to Wear Planning Basics Meeting Basics Equipment Needs Preparing Visual Aids Before the Videoconference Begins When the Videoconference Begins Keep the Videoconference Interactive Wrapping Up Helpful Hints Questioning Strategies Managing a Multi-point Conference Special Considerations for Multipoint Videoconferencing... 17

4 What is Video Conferencing? Videoconferencing is a way to get together which instantly puts you in the same room with another person or group of people practically anywhere in the world. The people on the screen become part of the group, just as if they were in the room and sitting at the table with you. You see each other, talk to each other, and listen to each other, just as you normally do in person. At first, videoconferencing is a bit like talking back to a TV screen. However, within minutes the screen seems to disappear, and you re sitting and talking with the other participants. You will experience a full-motion picture and the sense of being together in the same room in an interactive and live session. Connections Videoconferencing can link a group of people in a conference room with just the right expert or decision-maker. A multi-point conference can link three, four, or more conference rooms in a multi-location call. The view on your screen changes automatically so you always see the person who is speaking or, your screen can show as many as four other sites at once. When you speak, the people at all the other sites see you. From your conference room, in point-to-point and multi-point calls, videoconferencing brings you face-to-face at a distance. It Is Easy To Use To participate in a videoconference, you simply walk into the conference room and do what you d do in any other meeting. Of course, someone has to dial the call, adjust the volume, and check the camera position. Such things are not only easy to do but are easy to learn. If you know how to use a remote control or keyboard and mouse to type and point and click, you already know a lot about videoconferencing. The systems are high-tech on the inside but easy to use on the outside. You can learn the basics in a few minutes. Making a video call is as easy as making a phone call. As you use the system, you quickly learn how to choose different views, control cameras, and share your charts and graphics with the other people in the conference. The best reasons for holding a videoconference: Relationship building and management Team formation Problem solving Working on divisive or contentious issues Negotiating 4

5 The benefits of using videoconferencing: Reduces travel costs Allows you to meet with remote team members more often Reduces travel stresses: time away from family, work piling up, handling personal responsibilities Improving the Quality of Your Videoconferencing Experiences As videoconferencing extends to more mainstream use and becomes a more casual tool for meetings, more and more people need to become familiar with some of the technical and nontechnical tricks to help improve the quality of the videoconference. Following is an overview of some simple and easy techniques to help enhance the quality of the audio and video in your conference. Audio and video signals represent an enormous stream of digital data to any communications system. In order to squeeze this data into an affordable conduit for local and long distance transmission, it is necessary for the videoconferencing system to compress the data before it is sent and then decompress the data on the receiving end. These compression/decompression engines, known as codecs, use models of the human audio and video systems to eliminate as much data as possible without impairing the quality of the images and sound. However, the compression/decompression process does introduce certain artifacts into the system. By following some of the advice below, you will be able to minimize these effects. Video Video quality can be improved by minimizing motion content. When a codec senses motion, the algorithms become computationally demanding thus slowing down the compression. In order to keep up, the videoconferencing system will drop frames and/or compromise the spatial resolution, yielding blocky images until the motion passes. This includes real motion content from moving subjects (or background items like crowds or even clocks), as well as motion content from artifacts. For example, a camera that refocuses automatically or changes its brightness setting automatically sends data to the codec that is interpreted as motion because there is a large change in data content from frame to frame. The same effect (perceived motion) can happen if the camera is mounted on a non-rigid or wavering platform. Eye contact is an important part of videoconferencing, therefore, it is important to position the camera you are looking into as close as possible to the image on the screen of the person with whom you are conferencing. In a room setting you are typically 5-10 feet from the camera (which is typically on top of the monitor) so when you face the other person s image, it is almost the same as looking into the camera. You may need to experiment with the equipment to see what works best for you. 5

6 Lighting Poor lighting is the source of many videoconferencing problems. The right lighting can dramatically improve your image at the other end. Here are some pointers. Videoconferencing systems average the varying tones of color in the scene, and then compensates for a certain percentage of "gray." Thus, if a shot contains a high percentage of white or light tones from walls or clothing, the system will attempt to darken the overall image, including faces. If possible, remove all white background from the field of view. Try to make the faces of the conference participants the lightest color in the camera s field of view. Most videoconferencing rooms will have painted the walls dark. Blue works best. Wear dark or neutral solid clothing to minimize this effect. If possible, use lighting with the proper color balance. This will give skin tones a healthy appearance and avoid making participants look sickly. Fluorescent lighting of the wrong type can make skin look a bit greenish. If there are windows in the room, have participants sit facing the window, not with the window behind them. Curtains or blinds should be installed to control the amount of light. Optimize the brightness and auto-iris controls of your camera to suit the needs of your specific location. Once you eliminate the lighter colors in the videoconferencing setting adjust the brightness and contrast controls built in to the camera. Audio Microphone placement is crucial. Microphones should be away from speaker systems and equipment. Most room systems have considerable technology invested in solving the echo cancellation problem. Without far-end echo cancellation, your voice would exit the speakers at the remote end, enter the remote microphone, and come back to you as a disruptive echo. Echo cancellers are adaptive; they are constantly adjusting to the changing sound conditions. So, if you have been in "listen" mode for a long time, and then begin to speak, it takes the canceller a few seconds to relearn its job. Don t be alarmed. When you speak into a microphone some of the sound goes directly from your mouth to the microphone, but some of your speech will reach the microphone after bouncing off the walls and ceilings. Many systems include a near-end echo canceller to eliminate this problem. These algorithms too are adaptive and typically take a few seconds to figure out the situation. If you are moving about and using a stationary microphone, then the echo canceller is constantly adjusting. This minimizes audio quality. Try to maintain a constant, non-changing distance between the speaker and the microphone. 6

7 Because of the compression/decompression requirement, all videoconferencing systems have built in delay. You can compensate for this with a little etiquette. Try not to speak over the other party by allowing a little gap in the audio from time to time. Other practical solutions to minimize echo include using soft furnishings like curtains, carpets, and upholstered panels to dampen the audio paths. Glass is particularly bad for audio reflections, so room curtains over windows can help. Another obvious step to improve audio quality is to eliminate background noise as much as possible. During a conference, avoid paper shuffling and other extraneous sounds. 7

8 Guidelines and Presentation Tips For Videoconferencing The manner in which a person makes a presentation is important both in face-to-face meetings and videoconference meetings. Listed on this page are some guidelines and presentation tips that will be helpful for your next videoconference. Sounds and Movements Noises that you may not notice in a personal meeting can become distracting in a video conference. Avoid tapping on a desk, whispering to others or shuffling papers. Modern high quality microphones are designed pick up even the softest voice and so while whispering may seem harmless, the parties on the other end of your videoconference may hear every word you speak. Avoid unnecessary movements such as rocking in a chair or moving side to side. Video systems are sensitive to motion and movements you make that may seem slight can be magnified depending on the framing of your position in the video window. Allow the viewer to concentrate on what you have to say and not on the movements that you make. If you do move substantially, do so when trying to emphasize a statement or key phrase as you speak. In this way, you can use the cameras to your advantage by allowing a key word or phrase to create a picture as well as a statement. Speaking and Eye Contact Eye to eye contact is important and video conferencing systems are quite good at transmitting facial expressions including the direction of your eyes. When speaking, look towards the monitor/screen and gesture as you would if the other parties were sitting right in front of you. The camera is usually located above the monitor and this makes it unnecessary to look directly at the camera in order to look natural as you speak. Managing Motion and Sound Delay Meeting through a videoconference is very similar to a face-to-face meeting except some participants may be halfway around the world. This can cause some important differences in the way we interact. Most people tend to interrupt one another in meetings and we do this without even thinking about it. Videoconference meetings highlight interruptions especially when there is a slight delay between speakers due to the network connection. This usually happens when network connections are of slow speed and over long distances. Do your best to be patient while waiting to speak. Wait until a speaker is finished talking before you begin to talk. 8

9 Skills for Conducting a Videoconference Session Using the camera effectively makes a difference for your participants. A typical videoconference usually consists of live video of you and the graphics you are displaying. You want to be sure to make yourself an integral part of the presentation. After all people have come to see you, not just hear your voice. Display the graphic for a couple of minutes and switch back to a close-up of you before adding a new graphic. It is quite common for a new presenter to put a visual up and forget to switch back to him/her self periodically. For best viewing, do not keep the same view on the screen for extended periods of time. Be sure to alternate between yourself and your graphic. Don't forget about the participants at your location either; include them if they can be accessed by the camera. Discuss these options with your site facilitator or if someone else is handling the sequence and view. There are three types of images typically used in a videoconference: close ups, medium view and long view. Each will be described below according to the role it plays in videoconferencing. Close ups! Give your audience as close a view of yourself as possible, particularly at the beginning of your presentation. This gives your participants an opportunity to see who you are. Switch to a close up when responding to questions or if you are going to lecture, or you want to gain control of the session. Medium View (head, shoulders, waist) This view tends to get the most use by presenters. The medium view is best if you tend to use a lot of gestures in your presentation. If possible, have smaller sites set up medium views, which include two or three participants on screen. These preset views can be managed and selected by the site facilitator at the far end, particularly when the far end locations are asking questions or responding. Full View (full figure, or people at far end site) Use whenever no one at your site is speaking. 9

10 Videoconferencing Etiquette Success in distance learning is not simply derived from quality content, it is also measured by the methods in which it is delivered. Knowing the correct etiquette when participating in a videoconferencing event increases its chance of success. Below are some helpful hints for ensuring a successful program. Allow yourself time to settle in to the conference room and become familiar with the videoconference equipment before the meeting begins. If you wish to incorporate video footage, utilize the document camera or any other auxiliary equipment, it is important that time is allowed for setting up prior to commencing the videoconference. Because the entire room is usually not visible to the distant locations, it may be necessary to announce who is entering and leaving the room. Mute your location when not speaking, particularly in multi-point videoconferences. Audio systems used in videoconferencing are often very sensitive to extraneous noises. Microphones should be away from speakers and other equipment. Microphone placement is crucial to a successful conference. Eliminate in-room sources of extraneous noise. Avoid tapping pencils, rustling papers, side conversations and other distracting noises that may be magnified by the audio system. Coughing, shuffling papers and even drumming of fingers will shift the camera to your site! During a connection, turn off potential noise distractions such as cellular phones, pagers and PA systems if possible. Close the door if the video room is near a high traffic area. Act as if the camera is on you at all times. Little things like doodling, yawning and chewing gum are distractions that can be magnified over video. Curtail private conversations. If side comments are necessary, remember to mute the microphone. This will save potential embarrassment. In a multi-point videoconference, adhere to multi-point techniques. If the videoconference is voice-activated, do not continually interrupt the speaker, and ensure the mute button is activated at times when you are not speaking.. Speak slowly and clearly to avoid audio distortion at the remote site. During the meeting or program indicate when you are finished speaking. This will reduce the chance someone will interrupt you. When using alternate cameras (e.g. Document cameras, power point presentations, etc.), be sure to toggle back and forth frequently to the main camera to maintain program continuity and participant engagement. Long periods of a graphic image may make the remote sites feel "forgotten". When connecting to multiple sites, avoid confusion by directing questions or comments to a specific name or site location. When asking questions in a group conference (i.e. multi-point conference with more than one participant at each site), direct the question to a specific individual if possible. If leading a multi-point conference, try to repeat questions from one site to make sure the query was clearly transmitted. 10

11 At the beginning of a videoconference make sure that participants introduce themselves. It is helpful to have a sign that states your location. Announce your name (and your location for multi-point conferences) when you start speaking. This will allow time for the camera to shift to your location and for people at other sites to prepare to see you. You will notice that there is a delay when using video. Be aware of the transmission delay and pause for others to comment. Give each person plenty of time to respond to questions or comments, and be sure he or she has finished before you speak. Look directly at the monitor/screen as often as possible when speaking. Be yourself! Speak naturally and think of the participants at the other sites as being across the table from you. Smile! One of the greatest advantages of videoconferencing is the ability to communicate face-to-face. Don't forget to use facial expressions, as they will make your point stronger and reach your audience more effectively. Be Natural! Try not to move around too much. You could move out of view from the camera, and in addition the video may seem jumpy if you are constantly moving. As with any presentation, you will come across as far more confident and relaxed if you remain fairly still, rather than nervously shifting in your seat. Try to arrange a simple, uncluttered, static background in neutral or darker solid colors for your videoconference. Do not sit in front of windows. Tilt pictures, framed degrees, awards or any other glass-covered wall hanging downward to eliminate reflection and glare. Try to have direct light on the face of the person speaking. Too much light from behind causes silhouetting while too much from above causes shadows under the eyes. Use coloured shades for background of hard copy graphics. If you are working with a document camera, slip a sheet of coloured paper behind the graphic. Consider some rules of dress. What to Wear Wear neutral, solid colors. Solid shades of blue or gray are usually best. These colors (depending on the background) bring out healthy skin tones and do not create a visual distraction. On a television monitor, black and white clothing colors can also enhance the skin tones, however, if they contrast sharply with your skin tone, it is usually best to wear a less contrasting color. Try not to dress in colors that match your skin and hair tones. These will tend to wash out your natural coloration. Avoid plaids, stripes and overly busy patterns/prints. Participants may watch your clothing "move" rather than listen to what you are saying. Remember that glittery jewelry will also catch the light and be distracting to meeting participants. Avoid white, shades of red and fluorescent colours. If you do wear white, a jacket or sweater will give contrast. Bright fluorescent objects cause halo effects and other distracting artifacts. 11

12 Planning Basics Whether you're planning your first videoconference or consider yourself an old hand, there are some things you should know to ensure it's successful. Effective face-to-face meetings with colleagues take planning, such as setting meeting objectives, creating an agenda or preparing and distributing materials. With videoconferencing, you should consider all of these things and more. 1. Take time to experiment and practice with the videoconferencing system. 2. Know where to get technical assistance when needed. 3. Acquire backup contact information for all remote sites ahead of time, such as a direct phone or mobile phone number in case of technical difficulties. 4. Provide an agenda for all participants. Be sure to keep the meeting or program on time. Remember, chances are you are paying for the call and some networks will automatically cut you off when the time has expired. 5. Have materials prepared ahead of time. Make sure hard copies of documents, notes, charts, etc. are forwarded to remote sites ahead of time. 6. Use presets whenever possible to avoid delays of manual camera manipulation. 7. Bring novices up to speed. Before starting the videoconference, send out a list of "dos" and "don'ts" or have an orientation session, incorporating some basic information about the equipment. Find a polite way to stress that the person hosting the program will control the equipment and bridge (if applicable). This will eliminate struggles over the controls and potential program interference Meeting Basics The first thing you'll want to do when you decide that any meeting is necessary is to outline your meeting objectives and create an agenda. What are the desirable outcomes for this meeting? Will you need to have a Q&A session or to set aside time for brainstorming? Outlining the direction of the meeting will help you keep the meeting on track and participants will know in advance what is expected of them. You already consider others' schedules when planning a face-to-face meeting. When choosing a time for a videoconference, be sure to consider the different time zones of other participating sites. Try to avoid meetings during other participants' lunchtime or before or after their regular business hours. Once you have the time set, send out your invitation or announcement to all the participants, along with the meeting objectives and agenda. It's also useful to choose a spokesperson or primary contact for each site who can handle equipment setup, operate the videoconferencing system and hand out any last minute materials. Equipment Needs Reviewing your agenda will give you a good idea of what tools and equipment you'll need in the various rooms besides the videoconferencing systems. If Q&A sessions, brainstorming sessions or presentations are scheduled, consider using easels and flip charts, digital whiteboards, multimedia projectors or data conferencing systems. If your videoconference involves three or more sites, you'll need to connect through a bridging service unless your videoconferencing system comes equipped with a multipoint 12

13 control unit. Make sure all the equipment for each site is reserved well in advance. Notify your appointed site contact to make sure they are involved in the coordination and setup. Lastly, get a telephone number for the telephone in the meeting room at each site in case lastminute technical difficulties occur. This way, you can either reschedule or continue your meeting over the phone. Preparing Visual Aids Good presentation design and implementation are a must for every presentation, no matter what the delivery medium. If you're showing your presentation to remote sites through your videoconferencing system, these design rules will help make the presentation more effective: Compose your slides or visuals using 24-point type or larger. Sans-serif fonts (i.e. Ariel) are best. Use upper and lowercase characters, with no more than six lines per screen. Black type on a light blue background has the best visual appearance and readability. Avoid using red fonts, as they appear to "bleed" on the screen, and avoid underlining words because it makes them harder to read when presented on a television screen. When composing your presentation, set your computer's display settings to VGA (640 x 480) resolution. The standard TV resolution that videoconferencing systems use is even less than VGA, and your graphics will be compressed to fit, losing any fine detail. This can be a big problem if your presentation is composed using high resolution computer settings like SVGA (800 x 600) or XGA (1024 x 768). The last item to remember is to distribute copies of your presentation materials or handouts to all participants in advance of the videoconference. If any last-minute changes occur, fax or them to the appointed site contact to be distributed at the beginning of the videoconference, or use data conferencing tools to show the changes in "real time." Before the Videoconference Begins Because your participants are dispersed over different locations, it's necessary to take some time, before you get down to business, to make yourself and others comfortable with the videoconference setting. It's best to arrive 10 to 15 minutes early to arrange equipment that will be used and to have time to test it. Because a remote site may have already called into your videoconferencing system, assume someone can see and hear you the minute you step into the room. It's also a good idea to have a wall clock hanging behind the camera, so you can easily keep track of the time. When the Videoconference Begins Welcome the participants when all sites have been connected. Begin with a roll call for all sites to acquaint participants with speaking in the videoconferencing setting and introduce them to one another. If you don't already know everyone, make a seating chart of remote sites with people's names as they introduce themselves. This will help you to call on participants by name when they have a question or you want to acknowledge them. Tell participants how to respond to or ask questions. You may want them to state their name 13

14 and location before they begin or simply raise their hand when they have a question so you can give them a chance to speak. Next, review the meeting agenda, objectives, breaks and end-time as well as any materials sent to participants prior to the meeting. Sometimes you'll notice a small video or audio transmission delay when the sites are connected using slow transmission speeds. This can result in people at multiple sites starting to speak at the same time. To accommodate this delay, allow a few seconds for people at other locations to ask or respond to a question. Microphones are placed at each site in order to transmit audio. Remember to speak clearly and concisely and don't let your voice trail off at the end of a sentence. To cut down on distracting noises follow these simple rules: avoid finger tapping, rustling and shuffling of papers because your microphones will amplify these sounds. To prevent transmission of background noises when someone at another site is speaking, use your microphone's mute button. And, remember to avoid side conversations. The microphones amplify them and the side conversation at your site may become the center of attention at the other sites! Be relaxed, accept the slowness of the medium, and only do things the medium can handle. Remember you are the: Commentator: announce everything Presenter: enunciate clearly and take responsibility Moderator: provoke interaction, explain the rules, and be explicitly in charge Director: use camera movements and changes sparingly 14

15 Keep the Videoconference Interactive The goal of a videoconference is to be highly interactive, not just to be "on television." People think of television as entertainment or passive. For a videoconference to be interactive, you must remove the barriers between the origination site and remote locations. Always call on participants by name to acknowledge their question. During the meeting, ask participants for feedback and keep them involved. Ask each site, one at a time, if anyone there has questions, thoughts or ideas, and then wait for them to respond. It's also best to look at the camera when speaking to establish eye contact with participants. Good face-to-face meeting practices are equally useful during a videoconference. For example, to avoid the concentration or tune-out problem, change the activity or pace every 20 minutes. You can vary the pace by moving slower for new or difficult topics and faster for reviews and less complex materials. Be alert for signs of fatigue and take a break if energy is running low. Wrapping Up When you've covered your agenda items and met your meeting objectives, it's time to wrap up the meeting. Allot a few minutes at the end to summarize decisions, action items and open issues. Sign off by acknowledging each participant or group at the different sites, thanking them for their participation. Helpful Hints 1. To handle a confrontation between two individuals in a videoconference, suggest they phone each other after the conference to continue their discussion. This allows them both to gracefully end the confrontation and to "save face". 2. Before your videoconference begins, you can program preset camera views into your remote control. This allows you to quickly move the camera around to focus on different people or a group view. Presets help keep your attention on the meeting and not the equipment. 3. If one or two people will be doing most of the talking or presenting, have them sit next to each other so the camera is not moving back and forth constantly. 15

16 Questioning Strategies The way you handle questions and the amount of response you get can make a big difference if you follow the suggested basic rules. Notify the participants how you want questions handled. Do you want to answer questions while you are presenting, or would you prefer to have questions wait until a pre-established time? People will interact more willingly if you direct open-ended questions to specific sites. For example you might say, "Twillingate, can you tell me how you would handle this situation at your site? or Corner Brook, how would you answer this? If you decide to call upon one person, give them some warning. "I'm going to be asking someone in the audience at x site about this issue when I'm finished. If you are asked a question, repeat it in case other sites did not hear it. Rather than answering every question, deflect the question to another site. If they aren't able to answer, ask other sites. Remember to give the sites enough time to respond to a question or make a response. The delay shows interaction down and people may not be familiar with the set up of the equipment. When you have more than two sites, start at the top of your list of sites and work your way down to ensure all sites have an opportunity to respond to questions and comments. Don't forget participants at your own site. If one or two sites are quite large, you may want to spend a few extra minutes at these locations. 16

17 Managing a Multi-point Conference A multi-point videoconference occurs when there are more than two locations. A multipoint bridge is used to facilitate the link between the different sites. As with a normal videoconference, you will be able to hear and see each of the locations, however, you are limited to viewing the location that is talking. Most multi-point conferences are voice activated, which means who ever is speaking is seen by all the other sites. You should find out ahead of time, how many sites will be on line. Assuming you are doing the talking, who are you looking at? You would see the site that last spoke. If you have a site that tends to be more participatory, remember that they are the site that you will be viewing most of the time. Should you wish to view another site during your presentation, ask a site to unmute their microphone and to say something so that the bridge will switch to them. It is crucial that all sites mute their microphones in voice activated switching to avoid noise-activated switching. When you have a site appearing repeatedly, for no reason, they likely have an open microphone. For this reason, it is important to ask them to mute their microphone. Ask participants to identify themselves, and their location before speaking. This gives the microphones a chance to register their voices and helps you keep an eye on which sites are participating. Be sure you say something before you send a graphic, that way the sites see your face, then your graphic. Take into account that more sites means more time. Asking questions will take a lot more time in this environment than in a traditional presentation setting. You may want to take this into consideration when developing your presentation. Special Considerations for Multipoint Videoconferencing When the number of endpoints in a conference goes beyond two, things can get a little confusing, however a few extra precautions can keep multipoint calls effective and productive. Speakers need to be a bit more disciplined. Many multipoint control systems use voice-activated image switching. This works effectively only if one person speaks at a time and everyone allows for switching delays. When not speaking, a site should "mute" its microphones to prevent noise from entering the conference. Make sure that the microphone is not placed alongside a telephone, portable telephone, fax, computer, printer or any other device likely to cause interference or noise for those listening from other sites. Random noise, as mentioned above or a door slam or sneeze can cause unwanted image switching. Users should expect a few seconds' delay before their questions are answered. It is important to resist the temptation to repeat a question, since this usually results in the question going out and the answer coming back at the same time, with the result that no-one understands either. 17