Videoconferencing Etiquette and Tips

Technical Information

Videoconferencing Etiquette and Tips

Good video conferencing etiquette will help you to extend courtesies and show respect to your fellow meeting participants – just as you would in a face-to-face meeting. Follow these conferencing tips and etiquette to ensure an effective and enjoyable video conferencing experience.

Before Your Video Call

• Familiarize yourself with the conferencing equipment
• Learn to use available accessories and peripherals, including document cameras, DVD players and VCRs
• Arrange a pre-call trial to another site
• Appoint a leader or facilitator for each site
• Distribute all relevant meeting materials before the call

Clothing and Lighting

• Close drapes or blinds, as daylight may interfere with internal lighting
• Avoid background illumination and white walls to reduce glare
• Wear light pastels and muted colors for best video appearance
• Avoid bright colors, solid blacks or reds, and busy patterns
• Add contrast with a dark jacket or sweater if you wear white
• Avoid clothes that match the backdrop color
• Avoid accessories that jingle since sensitive microphones can pick up the sounds
• Avoid red or dark lipsticks and dark eye shadows

Adjusting Your Camera

• Adjust your camera so off-site participants can see all the participants on your end
• Ensure all participants at the other site are visible
• Fill the screen with people, rather than tables, chairs and wall space
• Do not to zoom in too close
• Return to show meeting participants after you have shown slides, documents, or other materials

Adjusting Your Microphones

• Position microphones in the center of the table
• Ensure microphones are not muted or obstructed by objects
• Adjust volume on the monitor to an appropriate level
• Mute microphones when a phone rings or someone walks into the room
• To limit background noise during a multipoint call, mute microphones when you are not speaking
• Ensure microphones do not pick up unwanted sounds:
• Do not rustle paper, tap your pen or make other distracting noises
• Limit side conversations, including whispering
• Mute microphones before repositioning them
• Do not place a laptop right next to a microphone

During Your Call

• Begin on time and stay focused on the meeting objectives
• Introduce yourself and all other conference participants
• Maintain eye contact by looking into the camera

Speak and Act Naturally

• Speak clearly in your normal voice. Do not shout.
• Use natural gestures when speaking, just as if you were in the same room with the other participants
• Avoid interrupting other speakers
• Always assume participants at other sites can hear you, even when the microphones are muted