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GENERAL MEETING TIPS

Tips for Successful Videoconferencing You want everything to be perfect for your videoconference. You’ve planned the meeting carefully, down to the last detail, and have chosen Global Crossing to ensure a reliable connection. To help you maximize the value and effectiveness of your videoconferences, we’ve provided a list of tips for successful videoconferencing based on our extensive experience.

Gather Technical Information in Advance

  • Video numbers for all rooms/facilities to be involved in the meeting.

  • Equipment type.

  • How to mute and unmute your microphone.

  • How to dial out from your location.

Provide Meeting Details to All Participants

  • Location to be used (including specific rooms).

  • Date, time, duration.

  • Global Crossing videoconferencing meeting number.

  • Encourage participants to arrive early, during the setup time.

Design a Video-Friendly Room

  • Keep the room setup simple.

  • Select a low-traffic area or conference room.

  • Choose a room with muted or neutral colors-such as blue or gray-for walls. White walls cause glare.

  • Remember, people are the focal point. Remove distracting objects from the camera’s view.

  • Arrange the furniture so that each individual faces the camera.

  • Cover any windows with drapes or blinds. Use overhead lights to eliminate harsh shadows.

  • Consider printing the site name on a wall within the camera’s view. It will be easier for participants to identify whom they are talking to.

  • Take a look at the room from the camera’s perspective; step back and see the room the way the camera relays it back to other participants.

  • Make note of what makes your participants stand out against the room.

  • Refrain from placing your cell phone or pda near the microphone.

Dress for Success

  • Wear solid colors. Patterns appear to vibrate on camera and are distracting. Blue and gray are best.

  • Avoid red and white. Red appears to bleed and white causes glare. Wear a jacket if you are wearing a solid white shirt.

Do Your Homework

  • Preparation is essential for the success of any meeting, especially when multiple

locations or large groups of people are involved.

  • Have your materials ready before the meeting.

  • Rehearse your presentation several times to practice timing and transitions.

  • Prepare an agenda and distribute it to all participants prior to the meeting.

  • Let everyone know the meeting objectives and assign topics to an individual or group.

  • Suggest a time limit for speaking.

Please call 800-395-4396 in the U.S., 0800-496-5678 in the U.K. or 800-575-3999 in Canada and follow the prompts if you need assistance with your videoconference.

Global Crossing Videoconferencing User Guide - 2010

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