Guide for Video Conferencing

GUIDE FOR USING VIDEO CONFERENCING:

Videoconferencing allows people located in different locations to meet and communicate much the same as if they were in the same room. There are a number of different tools and technologies that can be used to accomplish this, internet, video cameras (webcam) and software is required on both sides.

Things required:

• Video input : video camera or webcam
• Video output: computer monitor , television or projector
• Audio input: microphones, CD/DVD player, cassette player, or any other source of Pre Amp audio outlet.

• Audio output: usually loudspeakers associated with the display device or telephone

• Data transfer: analog or digital telephone network, LAN or Internet

• Computer: a data processing unit that ties together the other components, does the compressing and decompressing, and initiates and maintains the data linkage via the network.

Setting up Conferencing:

Safe videoconferencing begins with the initial setting up and registration of the videoconferencing device, which may be anything from a dedicated studio to a laptop with built-in microphone and camera. As videoconferencing is a two-way technology, cameras and microphones should be located in rooms where there is the least risk of private activities being accidentally seen or overheard.

Always disable the auto-answer function. This means that all conferences will need to be pre-arranged by phone or e-mail, but it is the safest option.

Ask everyone who can see or hear the conference to introduce themselves. If a participating site is forwarding the conference to others—through their own multipoint conferencing unit, for example – or has technicians able to see or hear the conference, they should remind the other participants of this.

Video conferencing Instruction for Regent Tec employees:

After receiving the video call you should always start your conservation by saying:

1. Hello Its Regent Tec how I may help you? 
2. Then you have to ask about the problems of the caller/customer.
3. After solving his/her problem you should say “Call again for help Regent Tec will be always available to help you”.
4. Then you have to say “Thank you for calling” and “Goodbye”

Before attending the call you should keep all personal and secret activity off.

After attending the video call you should look directly into camera.

Don’t look here and there while talking to customers.

• Before starting an important meeting make sure that all the equipment is working.
• You should try to make an effort to speak more clearly when you are conducting a videoconference.
• When not speaking into a microphone turns it off. This would get rid of the echoing.
• You should make sure that you have set up the videoconference in a quiet place. Minimize the background noise, so communicating with the other person would be much clearer.
• It is usually best to look straight into a camera when speaking. This would make it appear that you are looking at the person you are communicating with from the other end.