Video Conferencing Best Practices By Biju Gopi Thilaka VU2HBI

ACTIVE HAMS AMATEUR RADIO SOCIETY AARS-KL

BEST PRACTICES TO ENSURE THAT YOUR VIDEO CALL IS AS EFFECTIVE AND PRODUCTIVE AS POSSIBLE A DOCUMENT BY BIJU GOPI THILAKA (VU2HBI , CEO AULT INNOVATIONS). DOC VERSION 1.0 +91 944745 1144 EMAIL: root@linuxclub.org

Video Conferencing Best Practices BEST PRACTICES TO ENSURE THAT YOUR VIDEO CALL IS AS EFFECTIVE AND PRODUCTIVE AS POSSIBLE

Activehams Amateur Radio Society of India AARS- KL INDIA ( http://www.aars.in) activehams@gmail.com / qso@aars.in http://facebook.com/activehams A Presentation prepared by Biju Gopi Thilaka (VU2HBI , CEO AULT Innovations). Doc version 1.0

What is Video Conferencing?

VIDEO CONFERENCING IS A LIVE VIDEO-BASED MEETING BETWEEN TWO OR MORE PEOPLE IN DIFFERENT LOCATIONS USING VIDEO-ENABLED DEVICES. VIDEO CONFERENCING ALLOWS MULTIPLE PEOPLE TO MEET AND COLLABORATE FACE TO FACE LONG DISTANCE BY TRANSMITTING AUDIO, VIDEO, TEXT AND PRESENTATIONS IN REAL TIME THROUGH THE INTERNET.

Why PEOPLE Prefer Video Conferencing UTILIZING A SIMPLE, UNIFIED VIDEO CONFERENCING SOLUTION WITHIN YOUR ORGANIZATION NOT ONLY ENABLES YOU TO COMMUNICATE JUST LIKE BEING THERE IN PERSON (MINUS THE TRAVEL EXPENSES), BUT IT ALSO ENHANCES THE FACE-TO-FACE COMMUNICATION NECESSARY FOR PRODUCTIVE AND AUTHENTIC COLLABORATION. 1. 2. 3. 4. 5.

ENABLE THE DIGITAL WORKFORCE SIMPLIFY MANAGEMENT AND USABILITY RALLY COMMUNICATION AND CULTURE INCREASE COMMUNICATION RELIABILITY IMPROVE VALUE AND REDUCE REDUNDANCY Activehams Amateur Radio Society of India AARS- KL INDIA ( http://www.aars.in) activehams@gmail.com / qso@aars.in http://facebook.com/activehams A Presentation prepared by Biju Gopi Thilaka (VU2HBI , CEO AULT Innovations). Doc version 1.0

Video Conferencing Best Practices - WORK FROM HOME With most people working from home due to the lockdown, video conferencing apps have become immensely popular as employees look at a simple platform to collaborate with their team members. Apart from professional meetings, people are also using the video conferencing app for their personal things. For instance, people are hosting birthday parties on these apps during lockdown.

A Simple formula to Calculate the Video Bandwidth (Mbps) FOR A VIDEO CONFERENCE

(Users + Conference Room Systems) x (Max Call Rate) x (Concurrent Utilization %) x (Protocol Overhead) x ( Accounts 2 Mbps .05 ) + 10%

ACTIVEHAMS AMATEUR RADIO SOCIETY - INDIA AARS- KL INDIA ( http://www.aars.in) activehams@gmail.com / qso@aars.in http://facebook.com/activehams http://tiny.cc/aars | http://tiny.cc/aars-tv

ACTIVEHAMS AMATEUR RADIO SOCIETY - INDIA AARS- KL INDIA ( http://www.aars.in) | activehams@gmail.com / qso@aars.in | http://facebook.com/activehams | http://tiny.cc/aars | http://tiny.cc/aars-tv

DON’T FORGET YOUR FAREND ETIQUETTE

OPT-IN FOR MEETING RECORDING

AVOID WINDOW BACKDROPS

MUTE THE MIC WHEN YOU’RE NOT SPEAKING

USE A HEADSET IN CROWDED SPACES

5 BEST PRACTICES for video conferencing

Use a Headset in Crowded Spaces While you can meet through video anytime at any place, sometimes lifeâ&#x20AC;&#x2122;s distractions can get in the way. Wearing a headset in noisy, crowded spaces can virtually eliminate distracting echoes and help other participants hear you more clearly. When you donâ&#x20AC;&#x2122;t have access to a quiet space, use a headset so you and your colleagues can focus on what matters most: the meeting. We prefer a good quality noise cancelling headset for better result. Activehams Amateur Radio Society of India AARS- KL INDIA ( http://www.aars.in) activehams@gmail.com / qso@aars.in http://facebook.com/activehams A Presentation prepared by Biju Gopi Thilaka (VU2HBI , CEO AULT Innovations). Doc version 1.0

Mute The Microphone When You’re Not Speaking If you’re in a loud area and you don’t have access to a headset, one best practice is to mute yourself when you are not speaking (especially if you are on a call with more than two participants). This will significantly reduce background noise for everyone on the call.

Avoid Window Backdrops Selecting backdrops is one the easiest ways to add personality and style to your video conference. Windows are wonderful for adding natural light to your office, but when used as back-lighting on a video call, they can negatively impact the quality by giving you a harsh silhouette effect. Whenever possible, try sitting with your back to a wall rather than a window or try lowering the shades. You can think of choosing a suitable picture in background. Activehams Amateur Radio Society of India AARS- KL INDIA ( http://www.aars.in) activehams@gmail.com / qso@aars.in http://facebook.com/activehams A Presentation prepared by Biju Gopi Thilaka (VU2HBI , CEO AULT Innovations). Doc version 1.0

Opt-in for Meeting Recording

Recording online meetings usually leads to fewer side conversations and tends to allow teams to progress through their agendas more smoothly. Just make sure you let your colleagues know before you start recording a video call and share the recording with anyone who was attending.

Don’t Forget Your Far-End Etiquette While video conferencing might make you feel like everyone is in the same room, remember to not turn your back to the screen(s) or block the view of the camera for “far-enders.” And remember to always say good-bye to the on-screen participants as you would to anyone else before leaving a meeting. It’s just common courtesy!,Don’t look sloppy: Dress for your audience,Don’t let yourself get distracted during the meeting.Overall, it’s best to match your video call look to how you’d normally look in the office.