Video Conferencing Tips

Video conferencing is similar to a live meeting, but with a few differences! Of course, the same good sense applies for an in-person meeting, but video adds a few other considerations. To make the best possible video conference experience:

Know the System

• Familiarize yourself with the video conferencing equipment. Know how to operate the:
  • camera
  • monitor
  • mute button
  • microphone
  • speaker phone
  • dialing features
  • brightness control
  • remote controls
  • on-screen menus (if applicable)

Testing…1…2…3

• Test the equipment prior to the meeting to ensure audio and video quality settings are appropriate. Initiate a call to the destination, don’t just try it in the conference room.
• Unstable networks, different connections and different circumstances can mean a few issues will need to be worked out ahead of time (even if things were smooth on the last conference).

Can You See Me?

• Maintain a two or three foot distance between the speaker and the video equipment.
• Reduce sources of bright daylight – close window shades or blinds.
• Adjust indoor lighting so that your image will not appear dark. Use indirect lighting if needed.
• Whiteboards can cause glare. Remove if unneeded or adjust location.
• Avoid strong direct overhead lighting if possible to reduce shadows and strong contrasts.
• The camera reveals your background, so keep it neutral and point the camera away from sources of movement (e.g., curtains jostling under a vent).
• Place the camera as close as possible to the top center of the video monitor.
• Choose a natural wood table over one with a highly reflective surface.
• Adjust the camera to capture people in the room as well as any presentation you have prepared.

Can You Hear Me?

• Place the microphone in front of the speakers or the table and move if needed.
• Speak clearly and naturally and ask the other party if they can hear you well. Adjust speaker volume if necessary.

Interested in learning more video conferencing tips? Give one of VoIP Supply's IP communications specialists a call at 800.398.8647 to learn more about how video conferencing can improve your business or read this additional article on video conferencing etiquette!