Test Equipment in Advance:

• Check your audio and video equipment well before the meeting.
• Ensure that your microphone, speakers, and camera are working properly.
• Make sure to apply any outstanding updates.
• IT is available to provide in-person training on conference room equipment with 5 days advance notice.

 

Arrive Early:

• Arrive to the meeting at least 15-minutes before the scheduled start time.
• Use this time to resolve any last-minute technical issues.

 

Be Kind to your Laptop

• Close unnecessary applications and browsers tabs to prevent potential performance issues on their devices. This helps maintain a stable connection throughout the meeting.
• Avoid unnecessary downloads or streaming during the meeting.

 

Have a Backup Plan:

• Be prepared with a backup device in case of technical issues.
• Designate a co-host who can assist with technical issues and manage the meeting in case you encounter problems.
• Send meeting materials, presentations, or documents to participants in advance. This minimizes the need for on-the-fly sharing during the meeting and reduces the risk of compatibility issues.

 

 

 

A/V Troubleshooting Tips

 

Stay Calm:

• Keep calm and reassure participants that you are working to resolve the issue.

 

Use a Back-Up Device:

• If possible, switch to backup devices or equipment. Having spare laptops, cables, or other peripherals on hand can help you seamlessly transition in case of a failure.

 

Isolate the Problem:

• Identify the source of the problem.  Determine whether it’s related to hardware, software, internet connectivity, or a specific component such as a microphone.

 

Restart or Reconnect:

• For software-related issues, consider restarting the application or reconnecting to the meeting platform.  Sometimes a simple refresh can resolve connectivity or interface problems.

 

Adjust Settings:

• Check and adjust settings for audio, video, and screen sharing. Sometimes, a minor configuration tweak can resolve issues with specific components.

 

Escalate the Issue:

• For a persistent issue that cannot you resolved, submit a ticket to [email protected] and IT will assess the conference room and coordinate repairs with a vendor as needed.  Please note, it is not possible for IT to perform any equipment repairs during a meeting.  Any escalated issues will be addressed after your meeting concludes.