What  our official NWU-IT videoconferencing platform?

• Microsoft Teams

What does Microsoft Teams allow?

• Microsoft Teams is the official NWU video conferencing platform that allows

1. Audio,
2. Video, and
3. Chat functions.

• Microsoft Teams may be run on

1. a computing device (software-based) or
2. on a dedicated appliance (hardware-based) in some central facilities.

• Microsoft Teams is licensed as part of our Office 365 agreement and is free to use by all NWU staff and students.

How to access and use teams for video conferencing?

• Click here to see how to access and use Teams for video conferencing.

Take note of the following

• Mute the microphones before joining a meeting in progress and keeping microphones muted when it is not your turn to speak, so that interfering sounds and echoes in your environment, do not interrupt the person addressing the meeting.
• Refrain from scratching against sound equipment, fiddling with paper, blowing your nose or opening sweets whilst speaking – whilst you may not even notice the disturbance, it may sound overwhelming to the other side.
• Common practices for promoting productive meetings include using a backchannel communication environment, such as the meeting chat function, to assist in meeting progression, getting someone’s attention or reaching consensus.            

Video Conferencing tips

How to prepare for your video conference

• Prepare as if it’s a face-to-face meeting, including dressing appropriately, especially if your camera will be on. Remember that you may be called on to show yourself unexpectedly.
• If you are hosting the meeting, choose a platform and schedule the event. Your invitation must include the online meeting link.

How to set up your tech and environment

• Familiarise yourself with the platform.
• Ensure appropriate lighting in the room. Light should fall on your face and not shine from behind. It should be bright enough for a good camera rendering, but not introduce harsh shadows on your face.
• Ensure appropriate acoustics in the room. Using a room with carpets and drawing the curtains may dampen echoes.
• Test your camera and mic in the app.
• Use a headset or speakerphone for best results.

How to eliminate audio and visual distractions?

• Silence your phones and other electronics.
• Minimise background noise such as from animals, children, boiling kettle etc.
• Tidy up your physical environment.
• Ensure an appropriate business-ready background, that is not too busy, or cluttered or display open cupboards or private items. You may use artificial backgrounds or the blur- effect to hide your room.
• Refrain from eating, speaking to someone else, taking a telephone call etc. if your camera is on during the meeting, even if your microphone is muted.

Guidelines during the meeting

• Sit upright and deploy your business demeanour, as you would in a face-to-face meeting.
• Be attentive – it projects a bad image if the presenter has to call several times on you to respond and worse if the presenter needs to repeat the question.
• Mute your mic to minimise background noise and unmute your mic only when you need to speak.
• If others don’t mind, turn off your camera during meetings, to preserve bandwidth, especially if your own connection is slow.
• If you need to speak, don’t interrupt or cut people off. Rather indicate that you would like to speak by:

1. turning on your camera
2. raising your hand in the app
3. or typing that you wish to talk, in the chat.

Presenter and host tips?

• Your presentation is key. Make your presentation and slides professional and engaging.
• When hosting a meeting, start by introducing yourself and summarising the topic (s) of discussion.
• If there aren’t too many attendees, and they don’t know each other, ask them to introduce themselves by name and designation.
• If you need to record the meeting, inform the other participants and request their permission. The Teams software will also indicate that a recording is in progress.
• Explain to the participants how you want to run the meeting (e.g. cameras on/off, chat open/closed, how to raise hands for attention, etc

What should I do after the meeting?

• Say goodbye before leaving the meeting, as you would in a face-to-face meeting.
• Remember to stop the recording, then end your meeting.

For further information, use these options

•  For further information, contact your local IT service desk.
• Use Helpdesk to log a service request.
• How to use MS Teams – Link to service catalogue.