Videoconferencing is a group activity and participants need to behave in a socially acceptable manner. For this, the participants should be briefed about the right videoconferencing etiquette and practices.

It is worth checking how participants look and sound on the screen before a conference starts. You can use the self view window provided by most videoconferencing services for this. Preview your image to see if you are clearly visible and appear as if you are looking straight at the viewer. A neat background can improve the image.

You should test the audio a few minutes before the videoconference to make sure that the microphone is correctly positioned. Your voice should be clearly audible and there should be no static or feedback. Ideally, you should check the sound under live conditions, a few minutes before the conference begins, since the feedback is usually suppressed in the local mode.

Avoid making adjustments after the conference has begun and look directly at the screen. Avoid looking down or anywhere else since people may draw the conclusion that you are avoiding eye contact. You must bear in mind that body language and expressions are visible during videoconferencing.

A microphone will pick up noises and conversations while the conference is in progress, so it is best to keep the audio on mute when you are not speaking. This is even more important when you are using a voice-activated MCU, because if there is any noise at your end, your image will be displayed for everyone else to see.

You also need to ensure that the lighting is adequate and that the aesthetics of the room and your clothing suit the telecast. As videoconferencing becomes commonplace, we may have to make permanent changes in our homes, offices and the way we dress to look better on screen.

All participants in a videoconference should be provided with the same information, in advance, even if they are at remote locations. If printed copies have to be provided, they should be sent out well in advance. If printouts are to be made from electronic material, all sites must be equipped to make the printouts. Preferably, all groups should be provided with the same facilities. If there are differences in the facilities provided, care should be taken to avoid highlighting the differences.

All this should be tested at least a day in advance. Never make the mistake of making last minute changes in the style or method of presentation. This may create more problems than you can imagine.

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