AUDIO AND VIDEO CONFERENCING BEST PRACTICES Preparing for

AUDIO AND VIDEO CONFERENCING BEST PRACTICES Preparing for the conference 1) Choose the right tool and test it in advance. 2) Use video to promote face to face interaction and keep participants engaged, but always include an audio dial-in option as a back-up. 3) Set an agenda and share any presentation material in advance. Setting up your space 5) If possible, choose a quiet space. If you don’t have access to a quiet space, use a headset. 6) Avoid window backdrops as they can negatively impact the quality of the video. Whenever possible, try sitting with your back to the wall or lowering the shades. 4) If you plan on recording the meeting, advise the participants beforehand. During the meeting 7) Assign a facilitator to guide the conversation, as well as a note taker to track and follow up on decision points. 8) Use an icebreaker to check in on your colleagues, some of whom may be feeling isolated or may be dealing with personal issues. 9) Establish clear objectives at the beginning of the meeting and follow the agenda. 10) Encourage participation in both official languages. 11) Mute yourself when you are not speaking to avoid unnecessary distractions. 12) Offer pauses for people to chime in, or if there is a hand raise or chat function, make sure you or someone else in your team is monitoring and acknowledging the interventions and comments. 13) Clearly outline next steps, timing and accountabilities at the end of the meeting. Free tools for Non-Classified Information SKYPE • Videochat or conference call with up to 50 people at once • Share your screen so others can see what you are doing • Instant message to individuals or groups • Share documents easily • Support to get started: https: //support. skype. com/en/s kyp e/all/start/ WEBEX • Videochat or conference call with up to 100 people at once • No cap on meeting length • Call-in number for audio (even on video meetings) • Individual or public messaging • Share your screen or documents easily • Support to get started: https: //help. webex. com/ldnyw 95 a 4 Cisco. Webex. Meetings/Webex. Meetings#Get-Started See Related Tools - ISC & CIRNAC – Remote Work Starter Guide; - Tips on working from home successfully. ZOOM • Reminder: Conversations should not contain sensitive or classified information, and security precautions should be used, including setting a password and sending individualized invitations to video calls. • Unlimited 1: 1 meetings • Group meetings with up to 50 people for up to 40 minutes • Group messaging • Share your screen and documents • Whiteboard feature • Support to get started: https: //support. zoom. us/hc /en- us/categories/ 200101697