1.
I.S. Monthly Tips #12
August, 2014
What’s in this issue?
French for “False Step”
A severe social blunder or major breach in
etiquette. If the faux pas in question was
unintentional it often leads to a very awkward
and uncomfortable moment.
A discussion of Video
Conferencing etiquette.
Meeting Preparedness.
What to do before your
video conference
Wondering what one
wears to a video
conference?
Need to get in touch with
I.S.? Here’s our contact
information.
How to Reach Us
Pulse Connect:
https://pulseconnect.covidien.com
/groups/boulderishelp
Telephone
Boulder SSG: x6400
Boulder RMS: x4400
Toll-Free: 1-xxx-xxx-xxxx
International: +1-xxx-xxx-xxxx
Video Conferencing is the wave
of the future. So Let’s talk etiquette.
Video conferencing is one of those things that we all generally
endorse but is still new enough that we haven't fully adapted to it.
We're not yet sure where to look. We're not sure when to speak.
We're not used to seeing exactly what we look like when we're only
pretending to be interested….
How to Behave.
Video conferencing isn't
a combination of talking
on the phone and
meeting in person. It's its
own thing, with its own
set of rules, which pretty
much come down to
this: If you're not speak-
ing, you have to remem-
ber that the other five,
six, seven or eight people participating are also watching you. People
tend to forget that even if they're not speaking, they're still being
viewed. Video makes everyone a subject. Even when we're not
speaking. So, consider some rules about just being in a video
conference:
It's an instinct to look at the person you're speaking to, of course, but
on a video call, it makes you look squirrelly. Acknowledge what the video-ergonomists call "focal difference."
When you're not speaking, look at the screen on your desktop. When you are speaking, look at the camera. If
you don't, you look like you're looking off in the distance, which is what people do when they're lying.

2.
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Be respectful of others and pay attention!
Studies show the
average person only
retains 10% of what
they hear. TEN PERCENT!
If you’re not giving the
meeting and the other
participants your full
attention, you may as well
not be there. Your time is
valuable and so is everyone
else’s who made time to
attend the meeting, so
make it count.
Don't carry on side conversations. If you wouldn’t do it in a face-to-face
meeting, then you shouldn’t do it in a virtual one. That includes tuning
out of the present conversation to talk to someone else sitting next to
you, on the phone, in an IM chat, anywhere and anybody not in the
current meeting.
Don't interrupt other speakers.
Wait for an opening in the
conversation before putting in
your two cents. Cutting other
speakers off is rude. Consider
instructing participant at the
beginning of the meeting, to use
the Raise Hand icon in the
Participants Panel or posting
pending questions by instant mes-
sage to the meeting organizer so
that every comment is addressed.
Don’t multitask. Multitasking is
painfully obvious. You can tell
because their eyes are wander-
ing across the
screen. Minimize background
windows on your computer ,
sign out of chat and social me-
dia and turn off the sounds on
your smart phone – better yet,
remove the temptation alto-
gether and put it in a desk
drawer. Oh and NO EATING or
playing games during the
meeting either!
“Some things can’t be
unseen.”
- Unknown
Did You Know???
Covidien has 2 options for
video conferencing?
Lync – Perfect for small,
informal meetings.
To add video, click
the movie camera

3.
Did You Know?
Continued from previ-
ous page.
To share content, click
the monitor icon.
WebEx – A formal meeting place
for large groups or if you plan
on recording your meeting.
To add video, click the movie camera
icon next to your name.
To share content, click the Share
menu.
Preparation is the key: What to do
BEFORE your next video conference
Look Professional Rule of thumb: If it’s not appropriate for a face to
face meeting, it’s not appropriate for a video conference. Use the
picture-in-picture view to be able to see what your attendees will
see. Is your camera level and focused not too near or far? Be sure
that you are fairly centered in the frame and that your background
and the area surrounding you is neat and presentable. For more
about what to wear to a video conference see the related article
here.
Your Environment Don’t overlook the area around you, what will
become the backdrop to your call. Before the call, take a quick look
at what's in the camera's field of view--especially if you're videocon-
ferencing from home, or if the meeting is a momentous one. Tidy up
a bit. Train the camera on an area free of clutter and distrac-
tions. Close blinds to avoid screen glare.
Testing… Testing … Can you hear me now? An audio check should
be done before the virtual meeting begins to ensure that everyone
can hear you. ? Knowing how to adjust volume levels on the micro-
phones and speakers beforehand can save you from an awkward or
embarrassing moment that will halt communication.

4.
The Recycling Bin
This issue is dedicated to WebEx, but you can find all our previous tips and time savers in our archive
on PCBITS­
WebEx All in One Quick Start Guide
Webex – Getting Started Guide WebEx User Guide for iPad
Webex Personal Conference Numbers - Quick Start Guide WebEx Users Guide for iPhone
WebEx Productivity Tools for Outlook - Quick Start Guide WebEx User Guide Android
Have feedback on this publication? ISMonthlyTips@covidien.com
What To Wear?
V.C. Dress Code
What you wear during a video
conference matters. Not only in how
the technology translates your image to
the other participants, but also in the
way you feel about yourself. So here
are some Dos and Don’ts.
Do dress professionally.
Do wear neutrals, pastels or soft
muted colors.
Do keep jewelry to a minimum.
Don’t wear bright or vivid colors,
stripes or intricate patterns, they do
not transmit well on camera and can be
visually distracting.
Don’t wear white, black, or red.
Ladies, listen up.
Don’t go sleeveless. Showing too
much skin is a distraction. Watch your
necklines, modest is best. And abso-
lutely don’t go strapless, it may look like
you’re not wearing anything at all.
And gentlemen…
Do wear pants – always. You never
know when you may have to stand up
to get something.
When the floor is yours…
Start off by introducing yourself and your location so that everyone
knows who’s talking and can address you by name. Know your mate-
rial – uncertainty will cause you to mumble. Speak naturally but slow-
ly and pronunciate each word.
Keep your agenda or notes organized and easily visible without too
much shuffling of office supplies and paper. If you usually take notes
on the computer or in a word processor, let this meeting be the excep-
tion. Typing is very distracting to the primary focus of the video confer-
ence, take notes with pen and paper.
Be yourself and have fun!
Take a deep breath, relax and have a
good time. Be lively, break the ice with a
joke, and make viewers laugh. It’s uber
easy to tune out in a face-to-face
meeting, so imagine how easy it is in a
virtual one. The more fun you interject,
the more people will stay focused and
interested in what you have to say.
Stay tuned….. We’ve listened and we know there’s
some frustration surrounding the switch to WebEx.
Change is hard for all of us, but a necessary component of
growth. There are a TON of resources available to help you with the
learning curve, so much so, it can be a little overwhelming. We’re in
the process of creating some training to be delivered in person and
over WebEx to help ease the transition and get everyone up to
speed. In the meantime, here are some links for the basics in Self Help
training.
Scheduling a Meeting
Joining a Meeting
Hosting and Managing a Meeting
Setting Up a One-Click Meeting
Sharing Files and Whiteboards
Sharing Web Content
Transferring and Downloading Files During a Meeting
Sending and Receiving Video