There is a fixed video conference unit at each campus, located in the main meeting room / boardroom. Mobile units are also available on campus if these rooms are booked or you would like to use a different location.
How to book a Video Conference
1) Book the required meeting rooms at each participating campus.
2) Contact the IT Service Desk giving the date, time and locations of the video conference. The IT Service Desk will then check and confirm the availability of the VC.
3) Arrive 10 - 15 minutes early to allow the IT technician time to connect the video conference and check the sound / video quality before the start of the meeting.
Pease be aware that we require at least 24hrs notice to organise a Video Conference.
We do ask that you do not unplug any of the equipment once you have finished with it, could you please let IT know when you have finished and we will come and collect the equipment.
About the Video Conferencing Equipment
Our video conferencing equipment uses Skype, if you need help using Skype you can find extensive information on their website here: Skype Support, alternatively you can speak to the technican on site that is attending the setup or you can call the IT Service Desk on 8799.
Using your own equipment
If you have your own laptop/computer you wish to use for a meeting please could you provide IT with the Skype username that you will be using, we can then add this to your contacts list before the meeting.
Meeting online is very much like meeting in person, there are a few video-specific best practices, plus old fashioned meeting etiquette that is even more important for video conferences.
Start on time: When you run late to a meeting down the corridor, your fellow employees know you're in the building and you're just a few minutes late. But when meeting via video conference, your participants don't have that advantage, they have no idea whether or not you even made it to work. Starting on time is even more important in video conferences. If you are unfamiliar with getting the video conference unit started up make sure you come a bit earlier and follow the instructions in the quick start guide.
Have a plan B: In case of technical difficulties, be prepared to offer an alternative way of discussion, e.g. via a telephone conference call.
Mentally check in with your participants: Take a second before launching into the formal agenda and ask how's your day? Or otherwise, make sure your meeting participant isn't mentally checked-out on some urgent matter, cold, flu or family crisis. And if so, offer to reschedule the meeting. This is easier to do in person because it comes naturally.
Have a standing agenda or meeting objective: As virtually anything on your PC can be shared it might be a good idea to display the meeting agenda from time to time. This is excellent for communicating complex topics and getting things done, but it can also provide great opportunity for diversion. A good tip is to always keep the agenda document open, and occasionally click back to it.
See yourself: For any formal presentation take a dry run, not just video, but any presentation material you may have. This is especially true if the desktop computer is anything other than your usual PC.
Reduce gaze angle: This buzz word refers to the angle between your camera and your gaze. The difference is called the gaze angle. You can reduce the gaze angle by putting the camera near your display monitor, preferably the area you watch the most often (in most cases, the top rim, the top-left or the top-right). This will look natural and feel natural too (because you're looking at the other participants). For an added touch, you can look directly into the camera from time to time.
Make eye contact: When sharing desktops and applications, it's easy to get carried away and concentrate deeply on what you're doing. But just like an in-person meeting, it's always a good idea to break once in a while and re-establish eye contact with your audience.
Good lighting helps: When backlit, you appear dark and hard to see. This may add a bit of unconscious stress to your participants. When illuminated from the side, it can lend a Dr. Evil look to your online personality. It's a good idea to experiment with lighting, possibly adding a desktop lamp to overcome back or side-lighting.
Apparel: Solid colours such as light blue and pale yellow work best, whereas bright white shimmers. When making formal presentations, avoid stripes. Even at high resolution, the process of digitising, compressing and displaying stripes can yield jagged edges called pixelation and distracting Moire patterns.
Audio Quality: Be aware that external speakers right next to a microphone create nasty feedback loops that are difficult to overcome.
Move and gesture slowly: Depending on your video quality settings and available bandwidth, it might be helpful to use smooth, slow gestures. Otherwise, your gestures may appear "jumpy".