Plan B

Even if all the people involved in a videoconference follow the best practices, there is no guarantee that the session will be entirely successful because of the nature of the technology and the multiple dependencies. We highly recommend that you discuss Plan B options with your videoconferencing support specialist in case you encounter issues.

Begin by maximizing the chances of a successful videoconference:

  • Test out your videoconference ahead of time. If possible, involve the presenters, site(s), hardware, and/or software. Accurately simulating the expected situation increases the likelihood of a successful videoconference.
  • Have backup hardware.
  • Have a videoconferencing support specialist on hand.

 Next, take steps to minimize the impact of a failure:

  • Test out Plan B options with your videoconferencing support specialist.
  • Send presentation materials to everyone who will participate in the videoconference ahead of time. This way, they will be able to view the materials regardless of the success of the videoconference.

Consult with your videoconferencing support specialist to choose a Plan B, which will depend on the goal of the videoconference, which will either be:

  1. to simulate a face-to-face conversation between several parties.
  2. to allow a remote group or person to "attend" a class or presentation.

Plan B for Conversations:

In this case, you want to find ways to continue the conversation. However, depending on the reason the videoconference failed, some Plan B options will not work either. It is best to engage a videoconferencing support specialist to handle these situations.

  1. Webconferencing: these tools maintain the face-to-face element of the conversation.
  2. Teleconferencing: a good speaker phone can allow you to continue the conversation and if you have prepared for this properly, participants will be able to view presentation materials that have been circulated prior to the conference.

Plan B for Presentation Delivery:

In this case, the real-time, face-to-face element of the videoconference is typically less important than the delivery of the lecture. Recording the session and circulating it after the videoconference is complete is the best option. Contact your videoconferencing support specialist to request that the session be recorded. They will recommend and implement the best recording option for your circumstances, which may include:

  1. Telepresence management suite
  2. Webconferencing
  3. Lecture capture
  4. Video camera