The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/163881
20 HELPFUL HINTS FOR FIRST-TIME VIDEOCONFERENCE USERS by Rob Gilfillan of Cenero IF YOU'RE JUST ENTERING THE WORLD OF VIDEOCONFERECING, THERE ARE SOME THINGS TO KEEP IN MIND TO MAKE SURE YOUR CALL IS A SUCCESS. INTEROPERABILITY SECURITY • Ensure all video communications are encrypted. VIDEO • Test interconnectivity before important meetings to make certain your videoconferencing system can communicate easily with other systems, such as legacy infrastructure, desktops and laptops. • Adjust the lighting in your room so you are clearly visible. If you turn off all the lights, no one will be able to see you. • Prevent your videoconferencing system from being hacked. Always set systems to "auto answer off," and password protect Web interfaces for all units. • Allow users to connect from any place, using any device. If they can make video calls easily via laptop or mobile phone, they will be more likely to use the system. • Remove any outside light from the room. This typically causes glare for participants. • Simplify access to the system. A large number of pass codes and processes will hinder use. • Enable audio-only participation. • Arrange your seating so everyone is clearly visible. Don't sit too far or too close to the camera (no one wants to see a close-up of your nose!). TRAINING • Don't assume everyone has the same technical knowledge and comfort level using videoconferencing tools. DEFINE SUCCESS • Determine what criteria create a successful deployment (frequency of use, number of users, reduced travel, etc.). • Establish metrics to determine number of video calls vs. audio calls, system performance and availability. • Set up a program to walk through the steps of making a video call, and conduct test calls until users feel comfortable. • Provide FAQs and user guides to encourage frequent use. TROUBLESHOOTING AUDIO • Consider using a managed service that can launch and monitor video calls, fix issues and conduct pre-call tests to verify video and audio quality. • Make sure there are enough microphones for the number of people in the room. A good guideline is a maximum of five people per microphone. • Dedicate someone on the service desk to help with issues 24/7, or partner with an A/V expert. • Check that echo cancellation has been enabled if you are using a desktop or laptop for videoconferencing. • Establish a program to help with any video user issues and technical problems. A/V systems require specific expertise — often different from what your IT department may be familiar with. • Keep your microphone within three feet of meeting participants so everyone can be heard clearly.