Before the meeting:
Ensure all meeting participants have the meeting invitation link and materials in advance of the meeting.
Below are the recommendations for connections in an ideal situation. If you are having any issues with call quality, connection or otherwise, one or all of these are a place to start troubleshooting
- Wired internet connection as opposed to wi-fi
- If on a laptop, have the charger connected when possible
- A headset with a built-in or external microphone as opposed to the one in your computer
Make sure your presentation is ready to show. Test it before you start the call.
If you are attending remotely via video conference, seek as quiet a space as possible with no or minimal background noise.
Close all blinds and doors to cut down on potential glare. Interior lighting should be neither too dark or too bright. Normally, the settings used in a traditional work environment are adequate.
In the meeting room:
Join the meeting early to allow time to troubleshoot and resolve any potential issues.
Consider setting up a back channel for communication to the other site(s), such as Teams, Jabber or email. This allows for communication without interrupting the discussion.
Once all attendees are present, take a minute to conduct an audio check. Making a quick round of introductions is an effective way to do this. Introductions break the ice and ensure that everyone can hear each other properly.
If the conference will be recorded, get permission to do so before recording and then confirm again after the recording starts
Always remember and acknowledge when there are remote participants. Reach out to them periodically to see if they have a question or something to contribute. Having remote participants on video, versus audio only, ensures that you remember they are in the meeting. Remote participants should not be an afterthought.
During the meeting:
All phones should be silenced during the video conference and kept away from the microphone, webcam, etc.
Adjust volume on your speakers to an appropriate level to cut down on feedback
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
Speak clearly and in a normal voice. There is no need to shout.
When videoconferencing with many sites, start your comment or question by stating your name. This helps other sites identify who is speaking.
Tell others if you leave the video conference early.
When you ask a question or request information, allow time for slightly delayed responses because the system may experience slight transmission delays.
Direct your questions to a specific individual.
When possible, avoid interrupting others as they are speaking. Many video conferencing systems have a voice-activated switching feature to automatically move the camera to the active speaker. Interrupting another speaker may confuse the voice activation.
Establish an understanding among participants of when and how to interrupt. For example, have people raise hands or otherwise signal that they want to speak. Some programs have built in ways to digitally “raise your hand.”
Consider posting pending questions via chat.
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