We’re all attending lots of videoconferences and there are ways to make the experience better for both the host and remote sites. Here are some tips to insure everyone can see, hear, and participate regardless of where they are.
Courtesy and empathy are the key factors of a successful video conference. Hosts and participants at the host site are responsible for removing all barriers to participation for remote attendees. Remote attendees need to be engaged and inform the host if they encounter any difficulties in their abilities to participate.
Host:
- Please share any documents remotely at least one day before the scheduled meeting. All participants need to have all documents that will be discussed and it can disenfranchise participants at a remote location to hand out and discuss materials only to those physically present in the room.
- A few minutes before the meeting starts do an audio-visual check with participants at the remote sites.
- Check the placement of the furniture and positions of the participants at the host site. Everyone should be facing the screen and should be able to be seen and heard by the Video conferencing attendees.
- Host should begin the meeting by going around the table and clearly identifying the people in the room of the host location. Host should also greet teleconferencing participants.
- Check with the remote attendees throughout the meeting to see if they have questions or comments.
- If “pushing screens” make sure to return to room view ASAP so that remote attendees can once again see their colleagues and join the discussion. If during a presentation a lengthy discussion ensues switch back to room view to bring the remote attendees back into the conversation.
Attendees at Host Sites:
- Speak clearly and audibly. Be aware of the position of the microphones in the room.
- Be aware of the line of sight of remote colleagues.
- Refrain from noise near the microphones such as tapping and paper shuffling.
Attendees at Remote Sites:
- Arrive several minutes early for an audio-visual check and to confirm connection.
- Alert the host ASAP to any audio-visual problems.
- Mute the microphone when not speaking to diminish distracting noise.
- Upon leaving take leave of the host and the other participants.
- If unable to attend, let the host know ASAP so as the meeting is not broadcast into an empty room.
Sources:
Lifesize “Video Conferencing Best Practices.” 2016. Available: https://www.lifesize.com/~/media/Documents/Related%20Resources/Briefs/Video%20Conferencing%20Best%20Practices.ashx.
Richardson, Nicole Marie. Inc. “11 Dos & Don’ts of Video Conferencing Etiquette.” January 13, 2011. Available http://www.inc.com/ss/video-conferencing-best-practices.






Sixty years ago Hungary was in revolution against the one-party Communist state. Soviet armed forces entered Budapest to restore order, then withdrew in the face of stiff popular resistance. Prime Minister Imre Nagy announced a multi-party government and declared the country’s withdrawal from the Warsaw Pact alliance. This prompted a second Soviet intervention, the ouster of the Nagy government, and the flight of 200,000 Hungarians who feared the Communist crackdown and took advantage of an open border.
Rutgers University Libraries faculty and staff had a busy summer preparing for the email and calendar migration to Rutgers Connect. The migration took place over three days between August 23 and August 25, 2016, but by the time we reached this milestone, over two months of work by Unit Computing Specialists (UCSs) and Integrated Information Systems (IIS) staff had already been invested into planning the process, preparing for the transition, and learning the new environment.
On December 26, 2015, Izzy Stern tweeted: “Today is the day I found out that Rutgers doesn’t even have full ebrary access. So many sad faces.” As a graduate student in a major humanities department at Rutgers–New Brunswick, Izzy might have expected to use ebrary, one of the largest academic e-book resources, for her research in the winter break, but then had a rude awakening that day when she found out that it was not available at Rutgers, yet. So she went online and shared her frustration on Twitter with the entire world, which was totally understandable. As a matter of fact, the lack of access to e-books was a major source of complaint from our students and faculty about the library collections—hundreds of similar comments can be found in the results of the LibQual+ and previous Counting Opinions surveys. Here, I quoted only Izzy’s tweet because it is on the open web, but the problem she reported was a common one.
Libraries operate on the premise of cooperation and support. Technical services, in particular, embodies this ideal, as evidenced by international union catalogs such as OCLC’s WorldCat and programs like the Program for Cooperative Cataloging (PCC), which contribute catalog records that are created to specific standards that are shared with other libraries, ensuring an efficient, accurate, and timely workflow.