To make your video conferencing meetings more productive and rewarding for everyone, review the general video conferencing best practices and learn how to improve the experience whether you are an onsite participant or a remote participant.
Video Conferencing Best Practices
Follow these tips to ensure a more successful video conferencing meeting.
Work Effectively with Video Conferencing Technology
Delayed Responses
When you ask a question or request information, allow time for slightly delayed responses because the system may experience slight transmission delays.
Direct Questions
Direct your questions to a specific individual.
Speaking Etiquette
When possible, avoid interrupting others as they are speaking. Many video conferencing systems have a voice-activated switching feature to automatically move the camera to the active speaker. Interrupting another speaker may confuse the voice activation.
Establish Understanding
Establish an understanding among participants of when and how to interrupt. For example, have people raise hands or otherwise signal that they want to speak.
Chat Questions
Consider posting pending questions via chat.
Calling Out
Make it safe to call out participants on poor meeting etiquette.
Tips to improve a video conferencing meeting if you are remote
If you participate remotely in a video conference, follow these instructions to ensure the best experience.
Wired Ethernet
Try to connect via a wired Ethernet jack. This prevents WiFi dropouts and speed issues.
Laptop Connection
If connecting from a laptop, plug in the laptop wall power. Battery use can adversely affect video quality.
Test Connection
Test the connection before the call; this is strongly recommended.
- If you use Zoom: Go to the Zoom site to test your audio connection or test your video connection.
- If you use WebEx: Go to your WebEx Personal Room. Test your audio connection using the Audio pull-down menu. Test your video connection by viewing the screen in your Personal Room.
Test Equipment
Ensure that you have a camera, microphone, and headphones or speakers available. Earbuds or headphones are preferable to avoid audio feedback and echo. Most modern laptops and all-in-one desktops have a headphone jack, microphone, and speakers built in.
Check Surroundings
Be aware of your surroundings and how you appear visually.
- Call from a quiet location with no background noise.
- Close blinds on windows so that you are easier to see on video.
- Wear neutral, solid-colored clothing. Avoid black, white, or striped clothing.
- Adjust the camera angle or seating position to ensure you are on camera.
Be Aware
Be aware of your behavior. Because you are on a video conference, people can see what you are doing at all times.
ITS Help
Be aware that ITS cannot troubleshoot remote connections in non-USD locations, because there are many equipment configurations and network connectivity options.
Follow Instructions
Follow all instructions in the video conferencing invitation and note important supplemental information, such as a backup phone number in case you are disconnected.