5 Video Conferencing Tips for The Confident Business Owner

By this point, it might be a little difficult to remember a time where video conferencing wasn’t the norm. And while the world collectively accepted it, we never really got a learning curve, best practices, or video conferencing tips. We just adapted as best as we could at the moment. To that, we say better late than never and wanted to offer some of our suggested video conferencing tips to keep your meetings organized, professional, and distraction-free.

Video Conferencing Best Practices

For many office-dwelling nine-to-fivers, the events of the past year transformed video conferencing from an added back pocket convenience into an essential component of the modern-day workspace. For more than a year, our work-from-home normalcy has been peppered with brief glimpses of our colleagues’ and business partners’ living quarters. And while we’re all delighted when someone’s dog or cat strolls into the frame, sometimes it’s easy to forget that displaying professionalism while remote is just as important as it is in person. So when video conferencing, here are just a few things to keep in mind not only for yourself as a business owner but also serves as great reminders for your team to start every video conference with confidence and professionalism.

Test your audio and video

Arrive at your video conference a few minutes early just to ensure that your meeting link works, you’re familiar with the system, and that your audio and video are both in working order. Many video teleconferencing programs offer quick and convenient ways to discreetly confirm that your camera, microphone, and speakers are operating as they should before hopping into a meeting. If you find your computer’s built-in microphone or speakers are prone to producing poor quality audio, it may be time to consider upgrading or investing in a good pair of headphones or even an external microphone with a boom mount (similar to those used by podcasters) if you want to be fancy and project a clear voice.

Bring notes to reference

It may sound silly, but be aware of how many screens you have and how they’re going to be used in your conference call. If you’re on a single screen and your notes are stored in a Word or Google Doc, flipping back and forth between the meeting and your notes document is going to be tricky for you and distracting for those in the meeting. Make sure your notes are easily accessible at all times (even if that means printing them out just to be sure).

Check your surroundings

Like it or not, those in your meeting are going to notice what’s going on in the background of your video, so you’ll want to do what you can to minimize clutter and distractions (and yes, that includes dogs and cats). Simply be aware of what is in your background and tidy up a bit if necessary. If you can see an unmade bed, make it. If you can see a mirror, pivot your camera away from it. And if family members or animals are going to be running around during the meeting, consider relocating temporarily. When it comes to a safe and distraction-free background, an empty wall is always going to be your best bet. And be extra cautious about virtual backgrounds as they don’t always work out as planned and may become more of a distraction than what’s actually behind you.

Use natural lighting and address the camera

No one is expecting a Hollywood-style production so chances are you won’t have to invest in a professional lighting rig for your everyday video conferencing efforts (though these can be great for aspiring filmmakers). At the same time, you don’t want to be backlit or have sun streaks in your face either. Simply adjust the lamps or shades in your workspace ahead of time to ensure you’re visible to everyone in the meeting. A fluorescent ring light can also be used to reduce unflattering shadows. And of course, always address the camera when speaking. It is very important to address the camera while video conferencing to appear and sound invested in the meeting to make a connection with those present.

Turn off notifications

Turning off notifications is especially important if you plan on sharing your screen. The last thing you need is an inappropriate or potentially damning chat message or email pop-up for all of your meeting attendees to see. And even if you’re not sharing your screen, it’s always best to mute any notification dings or whistles just to further minimize distractions (and this goes for your phone as well).

Conclusion

Remember, even though you might be steps away from where you eat and sleep or secretly rocking some sweatpants and slippers, you still want to take the steps necessary to ensure that your video conferencing remains as professional and distraction-free as possible. It’s our hope that adhering to these video conferencing tips can help get you there as a confident business owner.