Recommendations for a successful video conferencing session:

1. Preparation

• Select your software (NAU uses several conferencing tools, but there's usually a best choice for each situation.)
  • Skype for Business (formerly Lync)
    • good for NAU users (standard NAU username and password)
    • integrated with Microsoft Outlook calendar
  • Zoom
    • good for non-NAU people (interview candidates, guest lecturers, etc)
    • not synced with NAU single sign-on
    • 40 minute session limit for basic users (but you can re-login)
  • Collaborate Ultra
    • good for synchronous (live) activities in online classes
    • integrated with Blackboard (instructor must have a Blackboard course)
• Schedule the session
  • Establish the date and time of the event.
    • Check for conflicts
  • Create the Session
    • Set the session to open early (5-10 minutes? more?) so that people can join and check their audio/video before the official start time.
    • Copy the link for the session
    • Set Session Options
      • Recording?
      • Mute Mics on arrival?
      • Save Transcript of chat?
    • Announce the Session
      • Share the session link with participants
      • Include instructions for participants
        • Encourage users to join early and test audio/video settings
        • Recommend the use of a headset mic
      • Include links to shared documents or ancillary materials
      • Use local AZ time.
      • Remind users of time zone differences, especially around Daylight Saving Time changeovers in Spring and Fall.
        • Arizona does not observe DST.
        • Arizona is on Mountain Time (Denver) in the winter, and California Time (Los Angeles) in the summer.
        • The Navajo reservation observes DST, but the Hopi reservation does not.
• Check the venue
  • Does the room have everything you need?
    • Microphone?
    • Camera?
    • Speaker?
    • Projector?
    • Lectern Computer
      • Is the conferencing software installed?
      • Does the software need updating?
      • Can you log in with your account?
        • Do you remember your username and password?
        • Your own computer may be set to remember your login info, but you can get stuck on a public machine.
• Test everything
  • Bring along a friend with a laptop or other mobile device, and have them join the session wirelessly.
  • If possible, do the test session at least 24 hours before the event so that you can fix anything that isn't working.

2. Starting/Running the Session

• As the session host, always be early or on-time
• Session Organizers
  • Split the roles if possible
    • Moderator
      • Monitors the chat, and announces questions
      • Mutes/unmutes participants
      • Turns on/off recording
    • Presenter/Host
      • Handles the agenda
      • Does the talking
      • Calls on people to speak

3. Troubleshooting

• Account/Login Problems
  • Someone is using the wrong account username or password (multiple accounts)
    • Log out and log back in with correct account
  • Someone doesn't know the account username and/or password
    • Too many failed attempts may result in a lockout
    • Use the Forgot Username/Password feature to reset
    • Will often need access to e-mail or text message to reset.
  • Someone doesn't have an account and needs to create one
    • Often requires clicking a link in a verification e-mail message
    • If no e-mail, check the spam filter/junk mail folder
• Hardware Issues
  • The camera or microphone is present, and functional, but not configured properly for the conferencing tool
    • Check the software settings of the conferencing app.
  • The software can't find the microphone and/or the camera
    • Another app may be using the mic or camera. Quit all other apps and reboot if necessary.
• Software Issues
  • Conferencing software needs updating
    • very likely if it hasn't been used in a while
    • contact tech support if you don't have admin access
  • Conferencing software is not installed
    • problematic if user doesn't have admin access or tech support
    • this is why we test in advance
• Audio/Video Quality
  • There is an audio echo or feedback
    • Use headphones or a headset-mic if possible, or move the speakers away from the microphone.
  • There is distracting noise on the line, such as dogs barking, coughing, throat-clearing, paper shuffling
    • Ask attendees to mute their mics, or do it for them.
  • Choppy video or sound breaking up
    • Often due to connection problems such as insufficient bandwidth
    • Move to a better location, or switch from wifi to wired connection
  • Subject is backlit
    • avoid sitting with a window behind you
    • turn up the lights in the room
• Connection Issues
  • WiFi is not working well
    • Use wired connection if possible
    • Use cell phone wifi hotspot, but quality may suffer