A successful video conference provides a face-to-face meeting, even if the participants are miles or continents apart. Keep in mind that it still is a meeting — normal etiquette and dress code apply even here.
* Consider setting the unit to Automatic Answer, but mute the microphone for privacy reasons, if possible.
* Do not forget to rehearse “the noble art of operating a video system” to the extent needed.
In the meeting room
* Make sure that you do not experience obstacles blocking the view to the microphone at all times.
* Noise sources like computers placed on the table should always be placed away from the microphone of your unit. The noise from such sources is often perceived as surprisingly loud by the remote participants.
* Pay attention to the background your system will provide to the remote participants. If the camera captures the corridor outside your office, people passing by may distract your remote participants. This applies as well to curtains with a distinct texture pattern and, in particular, to curtains moving due to draught in the room.
* If you are going to share content your system will use two video streams (duo video), one showing the presentation and the other showing the presenter— or the group of presenters. Smaller systems may force viewers to choose between showing the presentation or the presenter.
* For duo video some attention is needed. Duo video is, on some video systems, shown side–by–side with half the screen showing the presentation and the other half showing the presenter. To avoid appearing like you are sitting with your back towards the presentation look straight into the camera.