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Arrive at least fifteen minutes early to distribute materials.
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Begin on time.
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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.
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Open by introducing participants.
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Review objectives and time allotted for the meeting.
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Encourage participation.
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Ask questions by name and site, if possible. (Use name tents with big
lettering.)
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Repeat questions for the other sites.
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Keep the meeting focused. Direct non-agenda items to future meetings.
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Conclude on time, allowing a few minutes for wrap-up and good-byes.
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Be on time.
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Turn off cell phones. Cell phone signals may affect the conference audio.
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Speak naturally in the direction of the microphone.
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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.
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Identify yourself when speaking for the first time.
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Pause occasionally so others may make comments.
