Videoconferencing allows people to communicate across long distances with video and audio contact. A successful videoconference requires advance planning and coordination.

Before your conference

• Have an agenda.
  Since many videoconferences are restricted by time, it is a good idea to structure the agenda into smaller sections.
• Send participants the agenda before hand if possible. Be sure to include the conference date, time, time zone, and a meeting contact name and phone number for each location.
• Have a point of contact for each location. This person can moderate and will be able to assist the conference by monitoring the time, encouraging participation at their site, etc.
• Become familiar with the room you will be using for the conference.
• Ensure in advance that the room you are scheduled to use has the necessary capabilities for your presentation, i.e. PowerPoint, videos, etc. Test  materials and capabilities in the room beforehand.
• If possible do a dry run of your presentation.
• Provide participants with instructions to follow in the event of technical difficulties or a disconnection. Always have a plan B.

During the Conference

• Ask participants to be slightly more deliberate in their speaking and actions, and to be aware of others speaking.
• Be aware of ambient noise, i.e., paper shuffling, etc. Some microphone systems are extremely sensitive and will pick up unwanted noise. You may wish to mute microphones at sites not talking.
• Remind participants to identify themselves and their site when speaking. i.e. "This is John from someplace USA and my question/comment is..."
• Ask participants to start their question or comment with the name of the person they are addressing.
• Encourage participation by calling on specific sites for comments or questions. i.e. "someplace USA, do you have any comments or questions?"
• Find out where the camera is and look at it when talking to other sites. They will get the impression that you are talking to them.
• Keep in mind the entire room may not be visible by the camera, if necessary you may want to announce when participants are entering or leaving the room.
• When speaking, speak naturally. Videoconferencing audio systems are amplified.
• Try to be aware of silent participants. In general during a multi-point conference a site may not be shown on the monitor unless someone at the site speaks.