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Videoconferencing Etiquette and Tips
Tips for proper videoconferencing etiquette and preparation
Before the Meeting
- Arrive well before your video conference starts to test the videoconferencing system or software. This gives time to troubleshoot potential issues.
- Do an audio check before the virtual meeting begins to ensure that everyone can hear you.
- If you are planning on screen-sharing content, make sure to have it open ahead of time. No one enjoys waiting for you to find your files during the meeting.
- When screen-sharing, make sure all sensitive data is out of sight. You don’t want to accidentally share confidential or protected information.
- Minimize glare and uneven lighting by pulling the shades on windows and doors and avoid having your back to a window.
- Make sure the room has adequate lighting, typically what would be used for standard office work. If it's too dark, the other sites won't be able to see you clearly.
- Wear neutral, muted, or pastel solid colors. Avoid plaids, stripes, polka dots, very bright colors, and the colors white or red—they can cause distracting effects on screen.
During the Meeting
- Speak in a normal voice, you shouldn't have to shout. If they cannot hear you properly, you may need to move closer to your microphone.
- Talk directly into the microphone. Do not turn your head from side to side while talking or your voice will fade in and out at the remote site.
- When you ask questions, it is best to ask them of a specific site or person so that they know that they are being addressed. People can miss questions due to not having visible queues of being looked at directly.
- When you are not actively speaking, it is a good idea to keep your microphone muted. This prevents unwanted noise from being broadcast during the call and eliminates the possibility of echo issues.
- Looking directly into the camera will give the illusion that you are looking directly at the people on the other side.
If you have questions, please contact the ITS Help Desk at 608.342.1400 or firstname.lastname@example.org. You may also visit the Help Desk on the first floor of the Karrmann Library.