Recently, more than a handful of colleagues in a networking group I belong to expressed concerns about videoconferencing issues since working remotely more often. As someone who’s worked remotely for years, I’d perhaps forgotten there are many for whom this is still new. Over time I’ve collected my own set of tips. There’s plenty of other tips out there, but I’m going to spill them all out for you here in depth to try to make a comprehensive list. If you find I’ve still missed a favorite tip you’ve gotten, please make a comment.
Technical
Reliable Internet Connection & Backup Plan
How important is your meeting? You may want a backup plan. Maybe a separate internet connection, or phone hotspot. Be sure your calendar(s) and email are synched to all devices. If there’s problems with audio alone, try shutting off video or leave it on and use the phone to call the audio only conference number. (Or try a wired connection if available.)
Microphones
It may be a video conference, but audio is arguably even more important. (And you may be audio only if video isn’t working or bandwidth is sketchy.) Chances are the mic on your computer is fine. If not, external microphones can offer better quality. You can check sound using recording software. If not clear, check mic positioning. See if there’s an “input level” in Settings to adjust. Or consider a better external mic. These can be had embedded in quality cameras. Here’s a consumer level option, the Logitech C920e HD 1080p Mic-Enabled Webcam. Consider professional grade gear for even better quality.
Video
If your built-in camera is poor, or is at a bad angle, (such as a laptop), consider a standalone. They can offer better resolution and settings. Be careful placing it too far from your screen, it may look odd from others’ perspectives. There are cameras with slim bars that allow the camera to be right in the center of your screen, or use a stand. Be aware if you have a large or wide screen, you can end up looking shifty eyed if you’re reading things far from center.
Check your camera in all software you use. Different software may use varying aspect ratios or fields of view so the same camera may have different output. Note that if you use video tools where you’ve piped video from one source through an editor, you may need to take more care with camera sources.
If you’re concerned about privacy, beyond turning off the camera software, you can buy camera slider covers. Just search “web camera cover.”
Headset
While your surrounding environment should be quiet, this isn’t always possible. Perhaps another on a call in a nearby room? Maybe the dog? Or the lawnmowers are going outside. There’s always the mute button. But sometimes it’s your turn to talk. It might be easier to focus when you can hear clearly without distractions. A headset can go a long way here. Remember to keep it charged if using wireless. And keep the USB cable handy nearby just in case you run out of power.
Computer Specific Lighting
If you have lighting issues, you could use light right above your computer. Video bloggers and YouTubers often use “ring lights” or have multiple lights. Ring lights can work, but Logitech has a nice solution in the Litra Glow Premium LED Streaming Light. It can attach to your monitor and has several color and brightness modes that can help fill in bad lighting areas.
Software
Keep software up to date. People dismiss update notices. But one day, something might not work. Now you may have a 10 second update, or several minutes. Saying “I had connectivity problems” happens. But Saying, “I had to update my software” is likely bad as you might just as well be saying, “I don’t keep up with basic maintenance tasks and really shouldn’t be trusted working remotely.”
If your computer is weak on memory, you may want to close other apps. This might help with software speed and reliability, and possibly with bandwidth.
Room Setup
Room
There’s the obvious… quiet and comfortable, etc. etc. Please see an older article I wrote: More on Home Office Tips here. Also, consider some less obvious items. It can be challenging to get lighting right. Maybe it’s not the room lighting. Maybe it’s the window. Does sunlight reflect differently over the the day and impact your camera? You may need to account for this with blinds or a different camera angle.
Room Lighting
Consider seeing the article on More on Home Office Tips, which has adjustable LED information. Several brands are available for adjustable color and temperature. By color, this means hue. Temperature also means color, though related to light temperature in Kelvin. You see this when bulbs are labeled “Warm white” which is 2700K-300K, (yellowish-white like incandescent bulbs), to Daylight which is ‘cooler’ blueish in the 5000K-6500K range. With adjustable, you don’t have to choose. You may want to adjust for different times of day or year.
Physical Backgrounds
Virtual backgrounds generally work well. Though may seem unnatural or glitch. If you have room, consider a tripod and backdrop. Quality options can be had for relatively low cost. We’ve maybe gotten used to each other in more casual home settings. But if you need to be professional, consider something like Fovitec’s backdrops. (This one is higher end, but if you have to travel with it or do serious video blogging, this might make sense.) And here’s a backdrop stand. Or get a combo kit like this from Neewer.
Operational
Know the Software
Whether you are senior level or junior, bumbling through software which is now a common way we communicate doesn’t reflect well. We don’t get points for doing this kind of thing well, but maybe look bad when struggling. Yes, we all have moments where we can’t find an icon or something. And we might not be used to a tool we don’t use frequently. Still, these days if someone is bumbling though basic video conferencing it could make the other party wonder about their ‘table stakes’ type skills. “What’s that? You can’t work the video conferencing thing we all use all the time?”
Practice with the software. Know the basics. How to start a meeting. How to do things like turn off/on the camera, mute the microphone, raise your hand or another reaction, where the “chat” part of the software is, and so on. If you need to, find or join a networking group and practice with a few people.
HAVE THE CLIENT SOFTWARE INSTALLED BEFORE THE MEETING!
Most of these tools have a browser/web option. But the native desktop or mobile/tablet clients are best. Install them early! Don’t show up a minute before a meeting and be faced with, “You must download this or that.” And then have a 10 minute wrestling match with a challenging install.
Typical Popular Video Conference Software
Zoom
Getting Started with Zoom Meetings
Since Zoom is so omnipresent, I’m just going to use it to touch on a few key issues I’ve seen people struggle with lately.
Here’s the Zoom control bar for when you’re in the meeting; subject to change of course. Note that hovering or clicking on an icon itself may do one thing, and clicking on the upward facing arrow symbol, (a caret), will do something else; like offer you a small menu. So if you’re clicking over and over again on the caret next to “Reactions” because someone told you click on that button as that’s how to raise your hand, you might not be clicking on the correct control. If you click on the icon and get to the Reactions menu itself, it’s a great example how these seemingly similar items may work a bit differently, even if part of a similar collection of things.
Also, be aware that if your screen width is compressed, you might be missing some of the icons/functions. The “More” option with the ellipsis (…) (that’s the three dots), should give you more options. So if you’re looking for a feature and can’t find it, maybe it’s buried there. Just realize that if you can’t find something AT ALL it might be that the host controls have allowed them to disable a feature so it might not actually be available to you.
Take a look at the pop up control for Reactions…
These items work differently. If you raise your hand, it should stay up until you put it down or the host lowers it for you. But other symbols might be transitory. That is, if someone says something you like and you give them a clapping hands symbol or thumbs up sign, those only persist temporarily.
For discussions, click on the Participants/Chat to see side text conversations. Be careful about sending a message to “Everyone” or directly to another participant. And recall that there’s nothing private here.
These are some top struggles I’ve seen with Zoom. And more functionality. My goal is not to go in depth on software here; just offer starting points and encourage you to take 10-15 minutes to go deeper at least once. This will enhance your ability to deal with the many hours you’ll be spending here and save you lots of frustration. (And perhaps an embarrassing mistake or two.)
Here’s some links to get the basics for various platforms.
Google Meet
Learn how to use Google Meet
How to use Google Meet in 2024 – A Beginner’s Guide (YouTube)
Microsoft Teams
How to use MS Teams [2024 step by step guide]
Microsoft Teams Tutorial in 10 min
Webex
Welcome to Webex App
Webex Beginner Guide 2023: A Step-by-Step Guide to Getting Started
Others
These tools will have similar features. Though control locations may vary. If someone schedules you to use some other software, maybe take a quick look to see how it works.
Virtual Backgrounds
Here’s some background on… backgrounds.
With virtual backgrounds the software uses an image of yours to make it appear you have a different background. This uses image processing to detect the foreground, (that is, You), and separates it from the background. The algorithm will create a mask to isolate you from the background and substitute your background, (or video), and apply it behind that mask. So only the background changes, not the user.
Why do you care how this works? Poor or uneven lighting can make it challenging for software to separate you from the background. Jerky movement can cause blurring or other artifacts. And complex backgrounds may complicate separation. All of this can be distracting.
If using virtual, make them simple. Most software will add images via menu. But if you can find the repository folder/directory, you may be able to easily add many images at once. If using a work computer, avoid personal images. If you leave, you might not want them lying around and you may forget to remove.
Also, while virtual backgrounds can help maintain a professional appearance, make sure you’re using imagery that’s legal. Don’t violate copyright or company policies, if any exist for such types of things.
During the Call – Etiquette/Behavior
- Punctuality: It’s tragic that this needs to be said. But be on time; early if possible.
- Dress: Yes, you can get away with wearing slippers. But it’s best to dress at least business casual and I’d suggest wearing shoes. Or what you normally wear. Our environment impacts our behavior. If you’re refreshed, dressed and ready for work, that comes through. If you’re a mess, even if not directly visible, that will somehow leak through as well.
- Mute: Ideally meetings will start with Mute On and Camera Off. You want to control these yourself. Try to leave mute on unless you need to talk. It’s distracting when your home phone rings, or a dog starts barking, or you blow your nose, or… whatever.
- DON’T YELL AT YOUR MIC: If your input settings are proper, then the same tone you would use in person should work. You should have tested this already; possibly with others in prior meetings and also maybe double-check just prior to a new meeting.
- Look at the Camera: When talking, try to look at the camera. It may seem odd at first. But this way, others will see you as looking at them. If it helps, move your video window close to the camera. I know we want to look at others, but it’s more engaging when you’re speaking to be seemingly looking directly at others. If you’re reading emails, etc. it will be obvious to others seeing you.
If your camera is a little black dot and you have trouble seeing it, maybe paste a little sticker by it. Use something like a smiley face sticker which will also give you more of a better, happier attitude, which comes through on camera. - Camera On: If in a conference, you should have your camera on. If at a real meeting, you don’t cover your face with a bag. Nor should you virtually. If you’re a static image, it’s more questionable as to whether you’re engaged. Yes, if you have to go get a drink or use the bathroom, switch off the camera as a picture is better than an empty chair, unless you want to intentionally show that you’re unavailable for the moment. But mostly, leave the camera on.
- Thumbnail Picture: Have a professional picture, (maybe the one you use for LinkedIn), in your profile so if you do turn off your camera, there’s something professional still present.
- Clean Up Your Environment: If not using a physical or virtual background, have a professional environment in your home office space. (Or whatever space you’re using.) Avoid anything odd. If you actually have to ask what this means, chances are pretty good you have something strange in your background! You have no idea what the perspective of others’ may be. If you have a bookcase, or some diplomas on a wall? Fine. If you have gun racks, posters that look like they came from your college dorm room, your bobblehead collection? No. Or rather… you know what? Present as you wish, just be aware that people will judge you. Whatever you want to display is your call. Just be intentional about it. You may want to have awards or books or whatever in your background. Again, be intentional. Don’t lose a job or a client because you left something dumb laying around. You do not need to be the next viral joke on the internet just because you messed up on a videoconference.
- Avoid Being Mobile: If you must take a call on the go, vehicle, airport, whatever, then fine, it happens. But be aware, you are probably annoying to everyone. You may have a sketchy connection that’s glitchy and distracting. There is likely background noise if you need to speak. If you’re driving, you could be demonstrating that you’re being unsafe and have bad judgement. Nothing says, “I don’t care much about this call; or other people” then you being mobile, with an in-and-out scratchy connection, while you’re out walking your dog or whatever. There is no way you’re going to come off as engaged and present this way.
- Check your camera angle: If the top of your head or anything is getting cut off, this can look odd and distracting. And lazy since the fix is typically just a small tilt of a camera or screen.
- Use Chat Appropriately: Use the chat function for relevant comments or questions, but avoid side conversations. And remember, it’s not private and may be recorded. And if the presenter is sharing their screen, avoid sending them a direct message – even if they’re making a mistake – as it might just show up on their screen. Text them via cell if you must. But even this could show up on screen if they’re computer is tied into their phone messaging app.
- Screen Sharing: Know how to use this and take care what option you choose. Usually, you’ll have an opportunity to share an individual application window or a whole desktop. It’s better to focus on the application window only. No one needs to see all the software you use or your “Resumes for New Job” folder. Even within application, take care. You don’t want to expose private email information. In a browser, what’s in all those open tabs? Clean up before calls. If sharing, load your app and content before needed. If you must share your whole screen, ensure pop up notification software is paused. You do not need a pop up displaying to your team and being recorded. And just take care about any content that may be at all inappropriate. If this is a work computer, ideally you’re not doing anything inappropriate anyway. But on your home computer? Maybe you were shopping for something personal, which is perfectly fine, of course, but if for some reason. you happen to pull up your browser history? Well, some could find it offensive. Just… be careful when sharing.
- Consider Silencing Other Devices: If you have a cell phone or landline on your desk, silence it. There’s little more jarring than a noise like that when it’s sitting close to your microphone.
- When the Call Ends: Make sure you have fully left the meeting. Before eating that sandwich, or yelling to see if anyone else has ideas about dinner, make sure you’re not letting your whole team know. Not a big deal. It happens. But there have been odd things caught on camera. Are you a celebrity? Or a typical mostly private working professional? Want to be an internet meme for all the wrong reasons? Just screw up badly enough on a recorded call. See top video conference fails.
- Pay Attention: There are stories of people who have been fired for falling asleep during meetings. Maybe not directly for that single act. But it left impressions that led to bad things. It can be challenging to stay engaged in some meetings. And it’s hard to avoid multi-tasking. But most people don’t multi-task well and can’t pay proper attention to multiple things at once. Be awake. It helps if you had a good night’s rest. Do some exercise before the meeting. Adjust the temperature or whatever else you need to do. And yes, we can see your eyes moving and can tell if you’re looking at others vs. reading a book or playing a game. And yes, if you’re unmuted, we can hear you typing and your mouse scratching across your desk if you’re not using a mousepad. (I once called a colleague on a cell phone to help them to wake up a bit.)
- Drinks and Bio breaks: Before your meeting, get your coffee or tea or whatever. You don’t need to be getting up for that during a meeting. If you do need to leave for a moment… bathroom… whatever… you can leave a quick “be right back” in the chat or maybe leave your camera on showing an empty chair. Your call. Why? Because if someone does call on you or ask you a question and you don’t answer, and your camera is off, it maybe looks like you just haven’t been present at all. But if you at least signal clearly you’re missing for a few moments, that’s likely not a big deal.
- Practice: If you are concerned about how you might be showing up, consider using any video software available to you to simply practice speaking into the camera. This way you’ll be able to see things from others’ perspectives. Are you moving around lot? Are your gestures distracting, etc. In some cultures, there is more – or less – of a tendency to use head and hand movements. You should not have to adjust who you are to show up to a videoconference, but you should be aware of how your appear.
- Patience: Any modern business professional is probably used to dealing with people from a wide range of cultures. Generally, English is the international language of business. Assuming we’re talking about having chats in English, you will still likely come across others with English as a second, (or third or more), language. In these cases, someone has gone to the trouble to learn English. You/we must respect this and be patient with any pauses or accents we may encounter. As you work more with people from various language backgrounds with accents, it will become easier over time to interpret more challenging words. But it’s critical that you focus on content, not delivery. Be courteous, kind and patient in these cases. Also, various cultures have different perspectives on mannerisms, idioms, color interpretation and more. If you know you’re going to be having a call with someone from a culture with which you are not familiar, seek out information to determine if there may be any areas which you should consider avoiding or to which you should be sensitive to avoid misinterpretation.
- If you Mess Up: Whether your toddler smashed down your backdrop to announce they just made a big poopie or your spouse walked by in a towel after a shower… deal with it and move on. What you do, if anything, should likely depend on the “cringeworthiness” of the situation. Generally, something between saying nothing at all and a simple apology and moving on is the right thing. It depends whom you’re speaking with, how many people, etc. Probably best not to call further attention to things. But if it was bad, then a follow up email with a brief apology might make sense. Please. Do not bring your devices/meetings to the bathroom. If you need a bio break, leave the sound up in the other room if you can, (with mute on), and maybe put a “Be Right Back” message in the chat, and go do your business. And don’t lie about silly mistakes. You don’t need your credibility ruined by… flatulence. Yes, there is one story about a guy who had some gas during a conference. The thing is, just looking around like it wasn’t you might not work. When you’re speaking, (or rather when there’s noise on your side), often your name/label will get highlighted. So all of a sudden, one of those adults being childish moments turns into a credibility issue. How dumb. In short, try to control your home video environment, and keep mute on unless you need to speak.
Conclusion
Most of the above is common sense and applies to any meeting. Many who can do so have been working remotely for some time now. Both these folks and their companies are experiencing the many benefits of remote work. And yet, it seems that there’s still plenty of people who seem to struggle a bit with the basics. We’ve all seen them. And if you come across one, do them a professional favor and forward this article to them.