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10 Video Conference Tips You Need to Know for Better Meeting

Credits: Stanford

Last modified 

To make your video conferencing meetings more productive and rewarding for everyone, review the general video conference tips and learn how to improve the experience whether you are an onsite participant or a remote participant.

TL;DR

  1. Arrive at the meeting early. And test your connection.
  2. Be at a location with good and consistent Internet coverage.
  3. Set in line for sight of the camera. Zoom in. :)
  4. Place speakers away from the microphone. Adjust volumes to 50%.
  5. Use a headset with a built-in microphone.
  6. Shut the blinds! Sunlight overpowers room lighting.
  7. Avoid tapping fingers, typing, crumpling paper etc.
  8. Side conversations in the background? Mute, mute, mute.
  9. Moderators, hear an echo or other disruptions? You have the power. Find and mute the culprit
  10. Just be yourself! Act natural. Look and speak into the camera as you normally would.
10 video conference tips

Video calls are a big part of our work now, and if you want to make your video meetings go smoother, here are some tips to help you out. Whether you’re at the office or working from home, following these simple tips can make a big difference in how productive your meeting turns out.

10 Effective video conference tips

1. Get There Early & Test Your Connection

First off, try to log in a bit before the meeting starts. Make sure your connection is working right. Test your internet and any equipment you’ll be using. You don’t want to be that person who’s late because of tech issues.

2. Have a Good Internet Connection

Make sure you’re somewhere with a solid internet connection. Wi-Fi can drop sometimes, so it’s better to be in a place with stable coverage.

3. Camera Angle is Everything

Make sure the camera is at eye level, so you’re looking straight into it. Don’t have it too high or too low – it can make you look awkward. Try to zoom in a bit so people can see your face clearly.

4. Keep the Microphone Away From Speakers

If you’re using speakers, make sure they’re not too close to the microphone. Adjust the volume to about 50%, so there’s no echo or weird feedback.

5. Use a Headset with a Mic

For better sound quality, try using a headset with a built-in mic. It helps with hearing everyone better and cuts down on background noise.

6. Block Out the Sun

Sunlight can mess up your video call. Make sure to shut the blinds so you're not washed out by the sun. Good lighting makes you look way clearer on camera.

7. Avoid Background Noise

Tapping your fingers, typing, or even crumpling paper can be super annoying to people on the other side of the call. Try to keep it quiet in your area, and if it’s noisy, mute yourself when you're not talking.

8. Mute When Not Speaking

This one is crucial. If you're not speaking, mute yourself! It helps reduce background noise for everyone, and nobody has to keep reminding you that you're on mute.

9. Handle Disruptions Like a Pro

If you're in charge of the meeting, keep an eye out for any disruptions or echo. If you hear something off, mute whoever’s causing it to keep the meeting running smoothly.

10. Just Be Yourself!

Look and act like you normally would. Don’t try to overdo it or be super formal. Look at the camera when speaking, and act like you’re having a normal conversation with the people in the room.

Video conferencing best practices

Now that you’ve got the basics down, here are some extra tips to make your video meetings even better.

Before the Meeting

If you're using equipment or a location that’s new to you, test it out beforehand. Try connecting a few minutes early to make sure everything is working. Also, it’s always smart to have a backup plan in case something goes wrong. Maybe have a phone number handy or try connecting on a different device if your first try doesn’t work.

During the Meeting

  • Everyone should have their video and audio on. No hiding in the background!
  • Make sure everyone can see and hear each other well. If you’re in a conference room, make sure the microphones can pick up all the speakers.
  • Avoid backlighting. You don’t want to look like a shadow because of a window behind you.
  • Mute if you’re not talking. No one wants to hear your dog barking or the dishes clanging.
  • The meeting needs a facilitator – someone to keep things on track, share the agenda, and make sure everyone gets a chance to talk.

Remote Participation Tips

If you're joining a meeting from home, here’s how to make sure you don’t look unprofessional:

  • Use a wired connection if you can. Wi-Fi can drop or slow down sometimes.
  • Plug in your laptop to a wall charger to make sure the battery doesn’t die mid-meeting.
  • Test everything before the meeting starts. Make sure your video, microphone, and speakers are working.
  • Don’t forget about your surroundings. Try to sit in a quiet place with no distractions, and close the blinds if needed.
  • Wear solid, neutral colors. Avoid wearing stripes or black and white, because it can mess with the video quality.
  • And, of course, behave like you’re in an actual meeting – people can see everything!

Onsite Tips

If you’re in a conference room, make sure to dial into the meeting the right way. Follow the steps provided to connect your room system, and always test your equipment before the meeting starts.

Final Thoughts

Video conferencing is here to stay, and mastering it will help you and your team communicate better. Whether you’re on-site or working remotely, following these tips will help you stay connected and professional. Keep it simple, test everything beforehand, and make sure to stay engaged during the meeting. Happy conferencing!