Polycom-based Video Conferencing


Polycom-based Video Conferencing: Procedures and Practices
by: Nik McCue

User Type	Operating Procedure	Operating Practice	Operating Theory
Participant	Arrive 10-15 minutes before start time Always speak through the mic (even when addressing others at your location) State your name and location when asking questions	Make sure that you know where the camera is pointing and that you remain well within the range. Also, only open mics when you are actively talking to a remote site.	Treat every conference as a local meeting. Use professionial conduct and etiquette before, during, and after scheduled conference times. Most importantly, engage the far end and do not let the technology act as a barrier…it is there to serve you.
Presenter	Find out what formats your presentation materials must be in and how they can be accessed by the computer (i.e. - network drive, CD-ROM, USB device…) a minimum of 24 hours before presentation. Show up with presentation materials at least 1 hour before conference start time to establish rules of operation.	Work with a seasoned video conferencing specialist to design presentation materails to work within the special circumstances of the video conferencing environment. Use large fonts and simple graphics to ensure that they subject will come through clearly.	Understand the abilities and limitations of the video conference environment. Make the technology as 'invisible' as possible when using visual aides. Be prepared to communicate without them in the event of technical failure. REMEMBER: It's you they came to hear and not the technology.
Coordinator	Provide all conference details such as conference dates, times, and particpating locations to scheduler or conference request web form as soon as that information is available.	Attempt to provide maximum lead time in scheduling and make sure that all presenters are in communication with conference facilitators / producers regarding presentation materials and visual aides	Understand that you will likely come across many levels of familiarity with video conferencing and that it is your job to fill in the blanks. Others will have a greatly limited ability to assist you if you don't even know what you are trying to do. There is help available, but know how to ask for it.
Scheduler	Reserve respective conferencing facilities based on requests from conference coordinator or central scheduling body [VCS]. Be sure to include the coordinator contact information if working with the coordinator directly.	Document as much information about the conference as you can during the time of request. Make recommendations to coordinators and producers about who else to contact to make each conference successful.	Do your best to share scheduling information with other user types as it will likely help pull everything together. You often have the opportunity to help prevent problems and miscommunications early in the game.
Facilitator	Open any locked doors to conferencing facilities 30 - 60 minutes before scheduled conference time and test A/V connection 15 - 30 minutes prior to scheduled conference time.	Give all local participants a general reminder/overview of how to perform basic tasks and specifics of how to contact you in the event of a problem.	Make sure camera positions are zoomed in as tight as possible on participants and that presets are set if necessary. Make additional mics available as necessary and act as a coach to participants about how to best use the technology…many users don't frequent the video conferencing facilities.
Producer	Work with presenter to develop a plan regarding what equipment and technologies will be used, who will do the input switching, and what cues to use.	Stay in tune with the presenter to allow them to focus on presenting and not how to deal with the technology or production aspects of the transmission. Do not use untested techniques or technology for the first time during a live conference.	Make the technology (and yourself) invisible to the receiving ends of the conference. Do not talk or get on camera unless absolutely necessary. If it seems simple and natural to those on the far side then you have done a good job.
Troubleshooter (anyone with problems)	Use available support materials and problem solving skills to work through any technical or practical issues that interfere with communication.	Start simple. Many problems can be resolved by simply reconnecting the conference. Make sure you know where to find general support documentation.	A large portion of problems associated with video conferencing are not technical in nature. Understand and believe that you are capable of solving or at least identifying the cause of problems.