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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. 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.