• real-time communication, feedback, clarification
• introductions between people in different organizations and/or territories
• incorporates text, graphics, computer programs, files, and objects

Sometimes participants can be frustrated with typical videoconferencing characteristics, especially the choppy picture quality and the slight sound transmission delay. If we are planning or leading a videoconference, it therefore falls to us to minimize the frustration.

Strategies include

• don't make discussions go through you
• BUT be prepared to keep discussions going anyway
• follow the time schedule closely
• get buy-in ahead of time on objectives, time schedule, and how results are shared
• prepare and distribute handouts ahead of time

Because the video feed isn't continuous, and because it may be difficult to read remote charts anyway, you have to give your materials special consideration:

• text charts: limited bullets; large, simple fonts; mixed case
• computer-generated graphics: lower resolution; 10-15% margin between image edge and paper edge
• handwritten notes: use document camera if available; use pastel or off-white paper; use large, block letters; 1.5-2" margin between text edge and paper edge
• video footage: short; be aware of compression and copyright issues

Take special care regarding your appearance on camera as well:

• solid, non-white colors (NO brights, patterns, fading into walls)
• low-maintenance hair and face
• minimal accessories

And make your participation as helpful as possible:

• no nervous noises, side conversations, squeaking, fussing if mike is on
• review local cameras and seating in advance for sound clarity
• allow participants to spread out
• leave control unit near leader
• if the site has ongoing problems, cut off the feed and tape the meeting. Don't drive other sites crazy.

References

Diamond, L. and S. Roberts. Effective Videoconferencing. ISBN 1-56052-354-9