Meeting choices.

Meeting choices for synchronous or real-time communications come down to three basic options - videoconferencing, telephone and web conferencing, or meeting face-to-face. Videoconferencing is considered more suitable than meeting in person for certain applications such as:

• When you want to share information with people in multiple locations,
• When you need to save on time and travel costs,
• When it is more convenient for everyone to meet virtually - i.e. scheduling, weather, physical capabilities, time zone differences.

Videoconferencing also provides the visual cues that are typically lost when using the telephone or web conferencing. These include body language, facial signals and expressions, eye contact, gestures and turn taking.

The purpose for holding a videoconference.

One of the first steps is to come up with a project idea or a reason for holding a videoconference session with people at another location. Some things to consider are:

• What is the videoconference intended to achieve and how best to conduct the meeting?
• Would videoconferencing be a good way of achieving your goals?
• What would the likely consequences or outcomes be of holding a videoconferenced meeting?

Videoconference sessions can be held for a variety of purposes. The type of videoconference meeting can affect how it is organized and conducted. Here are some fundamental types:

• Is this going to be a formal or informal meeting?
• What type of videoconference equipment will be required?
• Will I require technical support or additional resources to make it successful?
• How many active participants or observers will be there?
• Are there any special guests I should ask to attend?

Establish interest.

Next is to establish if there is interest within the other location's group for having a meeting by videoconference. This can be accomplished through telephone calls or e-mail messages back and forth with a contact at the other location. Some initial conversation on potential future meetings dates and times can be discussed.

Establish capabilities.

This is also the time to find out if both groups have similar videoconferencing capabilities and if their respective conferencing rooms are suitable and available for use. Get in touch with the person responsible for making videoconference reservations at each site, or have your contact do so at their end. Depending on how busy each site is, you may need to book each site's videoconference room well in advance of the proposed meeting date.

You may want to check out your site's conferencing room in person to ensure it is adequate for your needs and what features are available. See the list 'Meeting Site Selection Considerations' for more information.

Reserve a date and time.

Find out from the person handling room reservations if there could be any charges for the use of the space, conferencing equipment or support services, or any potential connection line charges. Come to a decision suitable to both sides for a firm meeting date and time, and then make certain each site's conferencing room is reserved.

If the two sites have not connected before, you will likely need to make sure that each location's videoconferencing technical information is exchanged. The technical contact at each location can provide this information and perform any videoconference test connections required ahead of the meeting date.

Reservations for any catering services or parking permits may also need to be arranged depending on your meeting requirements. Any possible promotion of your videoconference meeting may need to be started at this point as well.

Create an agenda or schedule.

If you are working on an extended project or with others, you may want to establish a project timeline. If participating members will be sharing information, they may require time to prepare for the videoconference meeting.

Prior to your videoconference meeting create a schedule or agenda. Be sure to get input from everyone involved. Your agenda should include:

• Who is acting as the chair and leading the structure of the meeting,
• Who will be responsible as a facilitator at each site for capturing each group's thinking and articulating to the other sites,
• A start and stop time or a time limit,
• Information on what each site is responsible for or presenting,
• Time for asking questions from each site,
• A meeting wrap-up with any follow-up information.

Follow up to see if the videoconference was effective.

If you are planning to have a number of meetings in a row, try creating a process for feedback. Every two or three meetings ask meeting participants:

• What is working in our meetings?
• What could work even better?

Have a backup plan.

Have a backup plan available just in case. Write down a room telephone number and contact person at each site. Distribute any relevant electronic presentation materials ahead of time to each location by e-mail and have a paper copies available.

Videoconferencing is not the same as broadcast television. Presentations do not have to be flashy or involve multiple camera angles of the speakers. Remember, thoughtful preparation is the key to a good presentation and ultimately a successful videoconference meeting.