- Arrive at least fifteen minutes early to distribute materials.
- Begin on time.
- Make sure all conferencing sites understand the issues of open vs. muted microphones.
- Microphones are sensitive and pick up even quiet speech. If your goal is spontaneity, muting microphones may not be an appropriate decision for a continuous presence quad-window conference. As a courtesy to participants, however, please inform them that private conversations during the session may be picked up by the microphones.
- Open by introducing participants.
- Review objectives and time allotted for the meeting.
- Encourage participation.
- Ask questions by name and site, if possible. (Use name tents with big lettering.)
- Repeat questions for the other sites.
- Keep the meeting focused. Direct non-agenda items to future meetings.
- Conclude on time, allowing a few minutes for wrap-up and good-byes.
- Be on time.
- Turn off cell phones. Cell phone signals may affect the conference audio.
- Speak naturally in the direction of the microphone.
- Avoid coughing into microphones, drumming fingers or carrying on side conversations. Remember that microphones are very sensitive and may pick up even quiet conversation or comments.
- Identify yourself when speaking for the first time.
- Pause occasionally so others may make comments.