Video conferencing has become fundamental to modern work. What was once occasional is now daily for many professionals. Yet many people haven't optimized their setup or habits for this reality. These best practices help you present professionally and run effective virtual meetings.
Technical Setup
Lighting
Good lighting transforms video quality more than expensive cameras. Natural light from a window facing you is ideal. Position yourself so the light source is in front of you, not behind (which creates silhouettes).
If natural light isn't available or consistent, invest in a ring light or desk lamp positioned at eye level. Avoid harsh overhead lighting that creates unflattering shadows.
Camera Position
Your camera should be at eye level. Looking up at you from below or down from above creates unflattering angles and suggests poor preparation.
If using a laptop, elevate it with books or a laptop stand. External webcams offer more positioning flexibility and typically better quality than built-in cameras.
Audio Quality
Audio matters more than video. Poor audio exhausts listeners and causes miscommunication. Built-in laptop microphones pick up room echo and typing sounds.
Options in ascending quality: wired earbuds with built-in mic (significant improvement over laptop speakers), USB headset designed for calls, dedicated USB microphone.
Test your audio before important meetings. Most platforms offer audio test features.
Internet Connection
Choppy video and audio make meetings frustrating. Use wired ethernet when possible—it's more stable than WiFi. Close bandwidth-heavy applications during calls.
If your connection is unreliable, turn off video during large meetings to prioritize audio. Consider your internet quality when setting up your remote workspace.
Background and Environment
Physical Backgrounds
Your background communicates professionalism (or lack thereof). Clean, uncluttered backgrounds work best. A bookshelf, neutral wall, or tidy office space all work well.
Avoid beds, bathroom mirrors, cluttered spaces, or anything distracting. Some personality is fine—interesting artwork or plants add warmth without distraction.
Virtual Backgrounds
Virtual backgrounds can hide messy spaces but often look artificial, especially with movement. If using one, choose professional options—subtle office settings or plain colors.
Ensure your computer can handle virtual backgrounds smoothly. Choppy rendering is worse than showing your actual space.
Minimize Interruptions
Close doors to reduce noise and interruptions. Put pets in another room during important calls. Let household members know you're in a meeting.
Interruptions happen—children, delivery people, barking dogs. Handle them gracefully and briefly. Everyone working from home understands.
Professional Presentation
Dress Appropriately
Dress as you would for an in-person version of the meeting. Business casual is typical for most internal meetings. Client or executive meetings may warrant more formal attire.
Avoid bold patterns and bright colors that can appear distracting on camera. Solid colors in the blue/green range typically look best.
Eye Contact
Looking at your camera appears as eye contact to viewers. This is counterintuitive—you want to look at the camera lens, not the person's face on screen.
Position your video window near your camera to make this easier. During important points, make deliberate effort to look at the camera.
Body Language
Sit up straight—slouching is even more noticeable on camera. Stay centered in frame. Nodding and appropriate facial expressions show engagement.
Avoid fidgeting, excessive movement, or looking at other screens. These behaviors suggest disengagement and distract others.
Meeting Etiquette
Mute When Not Speaking
Background noise disrupts meetings. Mute yourself when not speaking, especially in larger meetings. Learn your platform's mute shortcut for quick toggling.
Don't Multitask Visibly
Checking email, reading documents, or typing during meetings is obvious to others. Your eyes move, your expression changes, and your engagement drops.
If the meeting doesn't require your attention, question whether you need to attend. If you do attend, be present.
Use Chat Appropriately
Chat functions allow questions and comments without interrupting speakers. Use them for relevant points, not side conversations that distract participants.
Participate Actively
Virtual meetings make passive attendance easy. Active participation—asking questions, offering input, using reactions—keeps meetings productive and demonstrates engagement.
Running Effective Video Meetings
Have an Agenda
Aimless video meetings waste time exponentially. Share agendas in advance. Start with clear objectives. Keep discussions on track.
Start and End on Time
Respect participants' time. Start promptly even if some haven't joined. End when scheduled even if discussions continue—schedule follow-ups for unresolved items.
Manage Participation
In larger meetings, some voices dominate while others stay silent. Actively invite input from quiet participants. Use structured turn-taking when needed.
Record Thoughtfully
Recordings help absent colleagues and create reference materials. Always announce when recording. Consider privacy implications and organizational policies.
Platform Proficiency
Know your video conferencing platform thoroughly:
Screen sharing—practice sharing specific windows vs. full screens. Breakout rooms—useful for large meetings that need small group work. Polling and reactions—engage participants and gather quick feedback. Whiteboard and annotation—collaborate visually when needed.
Zoom, Microsoft Teams, and Google Meet all offer extensive training resources.
Handling Technical Problems
Technical issues will happen. Prepare for them:
Have backup join options—phone dial-in, mobile app, different device. Know how to quickly troubleshoot audio/video issues. Have a plan for total failure—reschedule promptly with clear communication.
When issues occur, stay calm. Brief technical difficulties happen to everyone. Extended problems warrant rescheduling rather than struggling through a broken experience.
Video Conferencing Fatigue
Back-to-back video meetings exhaust people more than in-person meetings. The constant self-view, intense eye contact, and reduced physical movement contribute to fatigue.
Mitigate fatigue: schedule breaks between meetings, turn off self-view, use audio-only when appropriate, build in meeting-free blocks. Managing energy connects to broader mental wellbeing practices.
Making Virtual Connection
Video conferencing enables work that wasn't previously possible. Remote teams collaborate across continents. Flexibility in work location improves life quality for many. The technology itself is neutral—how we use it determines whether virtual meetings feel connecting or draining.
Intentional setup, professional presentation, and thoughtful meeting practices make video conferencing effective. These investments pay dividends across the countless hours we now spend in virtual meetings.
