Best Practices for Effective Video Conferencing

Video Conferencing Best Practices

• Prior to a meeting
  • When using equipment or locations not regularly used, test your meeting connections in advance.
  • When possible, establish online video conferencing connections several minutes before the meeting start time.
  • Create a backup communication plan in case you have trouble connecting with remote participants. A backup plan can include asking onsite participants to connect to the meeting through their laptops, using a mobile or speakerphone, and/or collaborating through an online collaboration tool (e.g., Google docs).
• During a meeting
  • Have all participants share their video and audio. No lurkers.
    • Ensure all participants can see and hear all other participants, as appropriate.
    • Ensure conference room microphones are distributed appropriately to pick up all speakers.
    • Ensure location lighting does not limit a participant’s visibility (e.g., avoid backlighting from windows or lamps).
  • Have participants mute their microphones if their location has excessive background noise or they will not be speaking.
  • Have a meeting facilitator — often, but not always, the person who called the meeting. The facilitator is responsible for:
    • providing an agenda to participants — ahead of the meeting is nice, but minimally at the start of the meeting — that includes an overview of topics to be covered and planned outcome;
    • establishing the visual or verbal cues, such as raising a hand, to indicate when someone wants to actively contribute verbally to the meeting;
    • engaging participants at all locations to ensure discussion understanding, and alignment;
    • limiting “side conversations” and multitasking or ensure all participants are made aware of that content;
  • Make sure all participants have equal access to content by sharing all content within the video conferencing connection and using online tools (e.g., Google docs) whenever possible
• 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.
  1. Try to connect via a wired Ethernet jack. This prevents WiFi dropouts and speed issues.
  
  2. If connecting from a laptop, plug in the laptop wall power. Battery use can adversely affect video quality.
  
  3. 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.

  4. 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.
  
  5. 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.

  6. Be aware of your behavior. Because you are on a video conference, people can see what you are doing at all times.
  
  7. Be aware that ITS cannot troubleshoot remote connections in non-Stanford locations, because there are many equipment configurations and network connectivity options.
  
  8. Follow all instructions in the video conferencing invitation and note important supplemental information, such as a backup phone number in case you are disconnected.