| September 2005 | Vol. 10 Issue 3 |
Two-way Internet protocol videoconferencing — often called two-way videoconferencing, or IP videoconferencing — is a way of delivering two-way audio and video over the Internet.
There are a number of things you can do to make sure your next videoconference goes well. Let's take a look at some of them.
Preparing for a videoconference
To schedule a videoconference, there are a few things to keep in mind.
First, schedule the date and time with Ag Comm by submitting a form on the Purdue Extension intranet site. After you've logged on to the site:
- Click on the “IP Video” link
- Click on the “Create A New Event” link and fill out the form
Allow one or two business days for new events to be added to the IP Events database. It's also important to remember to publicize your events and let people know how to sign up. Furthermore, remember that sign-up is closed two business days before any event. This is because we share the bridge with other colleges and must coordinate and manage its use.
If you need to cancel from participating in an event, please unenroll your site from the database. If you need to cancel the event, send an e-mail to ipevents@purdue.edu.
A passive medium
Most users immediately recognize that videoconferences use technology more than traditional meetings. That technology requires participants to consider the communication challenges that technology presents.
Two-way videoconferencing uses television sets and television is a passive medium. With that in mind, it is important to include appropriate interaction in your videoconferences. You want to avoid long “information dumps” and provide active instruction, including plenty of chances for participants to interact.
Since two-way videoconferencing uses the Internet to deliver video signals, the image quality is somewhat degraded. If you want to provide participants with materials that have specific and explicit visual detail, then you may want to find another method to deliver these materials. For example, you could send your materials out ahead of time so copies may be handed out, allowing your audience to follow along with you.
If you plan to use a PowerPoint presentation during your videoconference, using the right graphics and fonts is important. Suggestions are available here.
Two-way videoconferencing is not a good one-to-many broadcast method. Instead, it is best for communicating with a manageable amount of sites (we suggest no more than 10-12 sites). If you want interaction with groups at a controlled number of sites, then two-way videoconferencing is a good choice. If you have larger groups, you may use streaming video (which provides video, but not two-way interaction) or use two-way videoconferencing. In these cases, it's best to use e-mail for interaction instead of polling a large group.
Working with the equipment
Once the videoconference starts, there are a number of practices to make sure the event is successful.
Always remember you are on camera. That means that whenever you dial into a conference other sites may see you immediately. Also, if you are the last person to talk during an event, your site remains on screen for the presenter after she or he starts talking again, because you are the last person the presenter spoke to.
When adjusting your camera, be aware of the lighting, angle, and focus. Avoid sitting in front of a window; if the room doesn't allow for another position, make sure to close the blinds.
Mute your microphone whenever you aren't speaking and never move your microphone across a table unless it is muted.
Minimize background noise. Close doors when possible to prevent outside noises from being heard by other sites.
When you dial in, it is nice to put up a sign identifying your site. This is especially important when several sites are participating.
More information on videoconferencing is available on the Purdue Extension intranet site. Just click on “IP Video” to see a list of user guides.
Crystal Hughes, crystal@purdue.edu
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