Tips and Tricks

UCC offers a number of video conference and collaboration solutions. Which option is best suited to your needs will depend on what you are trying to achive. We hope that the scenarios presented here will help you choose the tool best suited to your needs. Key features of our available services have been outlined for you separately.

General Tips for a successful Video Conference 

  • If organising a VIVA, Exam or Interview where reliability is essential, it is best to use a wired network connection and wired AV devices (rather than wifi and bluetooth connections).
  • Be mindful of leaving the microphone on before and after the conference, or during a private conversation. 
  • You should know how to: mute your microphone - mute your own screen - share your desktop - use instant chat - invite multiple users.
  • If using the shared desktop feature, remain logged out of personal email and instant messaging to avoid the display of private messages.
  • Have the contact numbers or email addresses of the participant(s) beforehand, in case you encounter connection issues and need to contact the participants.
  • If experiencing audio feedback advise particpants to use headphones or advise all participants to turn down speaker volume in their location.
  • For further tips on avoiding echo/feedback at a PC, read this: Microsoft Guide to Avoiding Echo. This guide can also be useful for issues with non-Microsoft PCs. 

Ideal Environment for an online meeting

  • A wired internet connection
    • All platforms will work over wi-fi, however, where reliability is essential a wired connection is preferred. 
  • A small room
    • This can be your office or a small meeting room. The acoustics or microphone setup in larger rooms may not be ideal for online meetings.

How to Release the Camera in a Classroom

By default when setting up an online event in a Classroom or with an Audio Visual PC the camera is reserved by the Panopto Remote Recorder. If you wish to use different software for the task at hand, e.g MS Teams, Google Meet or Skype you will first need to release the camera from the Panopto Remote Recorder.

Release the camera that is in use by the Panopto Remote Recorder:

  1. First, close any online meeting software you are using e.g. Skype, Google Meet or similar
  2. Open Panopto Recorder via the Panopto Recorder Desktop icon and leave Panopto Recorder software open in the background.
  3. Re-open the Online Meeting software and the camera view will now appear.

Technical Considerations

Equipment

For online meetings from a PC, we recommend using a Logitech C920 camera or equivalent, these can be purchased on Agresso from PC systems.

You can also borrow the plug and play Logitech Connect all-in-one designated Video Conference camera and Microphone from the library.

Audio Feedback

Audio feedback is a common problem. If experiencing audio feedback, use headphones and advise particpants to use headphones, or advise all particpants to turn down speaker volume in their locations.

For further tips on avoiding echo/feedback at a PC, read this: Microsoft Guide to Avoiding Echo, this guide can be useful for issues with non-Microsoft PCs

Internet Connection Type

A wired internet connection is more reliable than wi-fi. Where possible schedule your event to take place somewhere with wired access to the internet. 

Practise makes Perfect

For a smoother online meeting/event experience become familiar with the software options you will be using. 

Common features you should know:

  • How to mute your microphone
  • Mute your own screen
  • Share your desktop
  • Use instant chat
  • Invite multiple users 

Privacy Considerations

  • Be conscious of leaving the microphone or camera on before and/or after the conference/meeting
    • Personal chit chat can and will be picked up by the device and potentially broadcast to your audience. 
  • Log out of your personal accounts if you plan to use a shared desktop feature during the meeting.
    • This avoids your attendees inadvertently seeing private messages.

If all else fails

Have the contact numbers or email addresses of all the participant(s) to hand.  Should you encounter connection issues or sound issues it will be quicker and easier to contect everyone. 

Audio Visual Media Services

Seirbhísí Meán Closamhairc

Áras na Laoi, University College Cork, Cork, Ireland

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