AVIT
Video Conferencing
Training Module
Meetings
Video Conferencing
Video Conferencing is mainly used for
meetings, lectures and tutorials
 It is cost effective and time efficient
 To achieve a successful video conference,
users need to be familiar and confident
using the medium, and encourage an
interactive environment
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A Successful Video Conference
The essential ingredients:
 Booking of Sites and Bridge
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www.avit.med.usyd.edu.au
Contact with the Video Conferencing Unit
Room Configuration
Effective Communication
Camera
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Direct and zoom camera so it is as tight as
possible on all attendees
All attendees should be seated facing the
camera and close together
Turn on all room lights, block all natural
light and choose a good background
View Yourself
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It is necessary to view yourself during the
setup of the conference to make sure
seating and camera positioning are correct
Dual Screen:
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The Here screen will be showing your site
Single Screen:
Before connection, you will see your site full
screen
 Once connected, use Picture in a Picture mode
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Single/Dual Screen Setup
Single Person - Setup
Camera
Here Screen
Camera View
There Screen
Dual Screen Single Person – Camera Setup
3 Persons - Setup
Camera
Here Screen
Camera View
There Screen
Dual Screen 3 Persons – Camera Setup
Medium Meeting - Setup
Camera
There screen
Here screen
Dual Screen Medium Meeting – Camera Setup
Screen Layout
There are three main types of screen layout:
 Voice Activated Video
 Quad Split
 Picture in Picture
Voice Activated Video
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Only one site is seen at a time
The last site that spoke is visible on screen
There is a 3 second delay when switching
between sites in this mode
Quad Split Screen
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The screen is divided into 4 quadrants
The Bridge controls which site is visible in
which quadrant
If there are 6 or more sites, the 4th quadrant
works in Voice Activated Video mode
Quad Split Screen
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Things to Consider:
Small screen problems
 Increased importance of camera setup
 Problems showing presentation material
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Picture in Picture
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Especially applicable to single screen setups
This mode allows you to view your own site
in a corner of the screen during a
conference
Microphones
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Proper microphone positioning is vital
All attendees at a site need to heard as well
as possible
At the beginning of a conference, or when a
new site joins in, test that all sites can hear
one another
What if they can’t hear me?
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VCU 9351 7325 or 0419 914 419
Microphones
How Microphones Work
Pick up Range (bird’s eye view)
Pick up Range (side view)
Single Microphone Placement
Single Microphone Placement – Small Meeting
Dual Microphone Placement
Dual Microphone Placement
Medium Meeting
Effective VC Communication
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Nominate a Chairperson to co-ordinate the
meeting
The Chairperson ensures successful:
Participation
 Communication
 Etiquette
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Participation
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Aim for equal participation at each site
Communicate directly to participating sites
Questions
 Requests
 Comments
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Communication
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Talk clearly, one at a time
No multiple discussions
Standard Academic Procedure
Talk towards the microphone, considering
your position and the range of the
microphone
Etiquette
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Video conferencing greatly benefits from
orderly and clear conduct
Avoid all unnecessary movement and noise
Presume that you are always being watched
and heard
Using the ‘Mute’ function
Meeting Tools
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Modes of presentation:
PowerPoint
 Document Camera
 Overhead Projector
 Whiteboard
 VCR
 DVD
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Meeting Tools
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Things to Consider
VC Unit needs advanced notice
 All sites should have a hardcopy
 Use camera presets to view both the presenter
and the presentation material
 Picture Quality
 Site specificity of presentation equipment
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Summary
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Confidence using Video Conferencing
Creating an Interactive Environment
Using Video Conferencing Equipment
Effectively
Technical Assistance and Support