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4 Video Conference Best Practices to Run Your Meetings Effectively

women adjusting webcam

The top 4 video conference best practices are:

Have you ever seen someone on a video call who looks completely relaxed? Meanwhile, you feel awkward and uncomfortable. How do they look so natural?

According to a workforce report published by Upwork, analysts expect 40.7 employees will be working remotely in the next five years. Collaborations, meetings, and brainstorming sessions will all require video conferencing. But not everyone is comfortable being on video. Does this sound like you? If so, here are a few tips and tricks you can try to feel more comfortable. 

Once you've been practicing them for a little while, you won't feel so awkward. You may even become a master at video conferencing.

4 Video Conference Best Practices: Tips and Tricks You Should Know

 

In fact, the number of people who work from home (WFH) has grown by more than 140% in the last fifteen years. According to the World Economic Forum, the number of companies with a remote workforce was set to double in 2021.

In that time, people have got their home office set up to meet their needs. They took the advice of the experts and prepared themselves in the following ways:

  • Gave themselves a dedicated workspace at home
  • Made sure the space was comfortable and ergonomic
  • Invested in technology to keep themselves productive

Having the perfect setup also means preparing yourself for video conferencing. Here are a few things you will need to look and sound your best on your next video call:

1. Place Your Camera at the Right Angle

Have you ever been on a video conference call, and all you see from your colleagues is nostrils and a double chin? That is because the webcam’s angle was set in an unflattering position.

Ensure that you don't place the camera too high either. The angle looking down on you is not flattering. No one wants to see the top of your head — they want to see your face. 

Ideally, your webcam should be placed slightly above your head, angled down towards your eyes. This setup allows viewers to see you at a similar angle they would see you in real life.

If you set your monitor to the correct position, you can mount your webcam on top of your screen. That way, you ensure it is at the appropriate height.

2. Use a Ring Light for Best Lighting

Poor lighting is a common mistake people make when on a video conference call. Not only is it unflattering, but it also makes it difficult for people to read facial cues that are for non-verbal communication. 

Studies show that only about 7% of all communications are verbal. The other 93% are tone and facial expressions. That's why good lighting is necessary for video conferencing. 

A ring light provides the best source of light. Video production crews have been using them for decades. However, you must place them correctly to create optimal lighting conditions.

The ring light should be in line with and a little behind your display, situated just above the top of your head and aiming downward. That will guarantee the light disperses evenly across your face.

3. Speak Clearly and Enunciate

When people are nervous, it is common for them to talk quickly. Sometimes they mumble or even speak too loudly because they don't realize how they sound. 

Make sure to speak at a normal speech rate and enunciate words. The reason is that sometimes words that are quicker become muffled when other outside noises are present.

Also, be careful not to speak at the same time as someone else. Interrupting or talking over someone is not only rude, but it also causes your voice and that of the other person to cut out, and no one can hear what either of you has said. Furthermore, remember to mute your microphone whenever you are not speaking.

Another helpful tip to help your voice come across clearly is good audio equipment. Sometimes the built-in microphone on your laptop isn't sufficient. 

If you're working on a desktop, you may not have a built-in microphone at all. Investing in high-quality audio equipment will help your colleagues hear you better. 

4. Minimize Distractions

Staying focused during a video conference call can be a challenge. That is especially true when distractions are going on around you or anyone else on the call.

That could include environmental distractions like kids, a barking dog, espresso machines, and more. Consider moving to a quieter space (if possible) if these tend to happen frequently. These distractions decrease focus and increase stress.

Also, let anyone in your home know you will be on a video call before it begins. That way, they don't become a contributing factor to the background distractions.

Audible distractions aren't the only thing that affects the video conference experience. Visual distractions are equally as disturbing.

Not only should you keep background visual disturbance to a minimum, but you must also consider what you are wearing. Minimize distracting patterns on your clothing. That way, you make sure you are the focus. Not your environment or the outfit you have on.

Be a Master of Video Conferencing, Get the Gear You Need

Being on a video conference call can feel nerve-racking, especially if you're new to the entire process. Don't worry. As the old adage goes, Rome wasn't built in a day, and no one expected anyone to be a master at video calls their first few times. 

It may not feel comfortable at first, but the more you practice, the better you'll be. Making just a few adjustments can make all the difference. Keep trying and take the tips we have laid out for you here at Kensington, and you'll be on your way to mastering video conferencing. 

At Kensington, we know that sometimes all it takes to get over the anxiety of being on a video call is to have the right gear.