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VIDEOCONFERENCING FAQs
Frequently asked Questions
Q. What information do I need to know before initiating a videoconference?
A - You should know the following:
- Video numbers for all rooms involved in the meeting Equipment type
- How to mute and un-mute your microphone
- How to dial out
Q. What information do participants need before the meeting begins?
A - All participants and points of contact should know which room or rooms are to be used for the meeting and the Global Crossing conferencing meeting number. This information is provided in the meeting confirmation that Global Crossing sends to your meeting reservationist after each meeting has been booked. Additionally, you should make certain that all videoconference rooms are properly equipped. For example, if you're using a large room, there should be enough microphones in use to insure that all participants in that location can be heard clearly by the other sites.
Why is setup time so important, and what needs to be in place?
A - The setup time is crucial for establishing successful connections in a timely manner and should be taken advantage of by all sites. Each site should have a technical point of contact in each room to ensure the following:
- Global Crossing's ability to establish a successful connection Good audio and video reception
- How to mute and un-mute your microphone
- Good audio and video transmission
Q. What pointers can you offer to help us make our conference proceed as smoothly as possible?
A - First, introduce yourself and other participants when your site joins the conference.
Second, make it a standard practice for all sites to mute their microphones when not speaking. This allows the current speaker to be seen by all sites without interruption. Failure to follow this procedure makes it difficult for all participants to clearly understand the current speaker.
Third, don't forget to provide transitions. When closing a statement, call the name of the site that you would like to hear from next.
Finally, don't interrupt. Interrupting another speaker causes the audio and video to become jumbled and confusing.
Q. How long does it take participants from different sites to respond?
A - Video and audio transfer is not instantaneous. In fact, videoconferencing systems can take up to five seconds to switch sites, so it's a good idea to give participants time to respond.
Q. What if we experience problems during our meeting?
A - Global Crossing's videoconferencing Help Desk is available throughout your conference to assist you on the spot.
Q. How do we conclude a videoconference?
A - Each site should disconnect their call from the bridge at the end of each meeting. Not only is this financially sound advice, it also makes it clear to our staff that a meeting has come to a close.
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