Best Practices for Video Meetings

Connecting to meetings remotely is a regular practice in today’s modern workplace. Use these best practice tips to ensure high-quality interactions and a strong presence when connecting remotely to meetings.

Setup for Individual

• Audio/Video Quality

  • Webcam (turned-on)

  • Headphones, headset or earbuds with built-in microphone

  • Please only use on-board or built in microphones to computers as a last resort

• Frame your webcam properly

  • Camera at eye level or slightly above

  • Adjust to fit tradition statue bust (head, shoulders)

• Avoid backlighting

  • Try to have the light in front of you and not behind

• If using a microphone in the laptop the microphone should be within two feet of your mouth

• Ensure a visually professional location in your home.

• Ensure your maintain a professional dress appearance.

• Infographic for Best practices for web video cameras

Setup for Conference Room

• If the meeting room has capabilities with a camera, use those so that the person teleconferencing in can see those in the room with a larger group

• For very large groups, everyone should individually log into the Zoom meeting and turn on video cameras

• If you have a room without built in conference tools, please consider using the Meeting Owl

• If using the phone, center the conference phone to be close to attendees

Before Meeting

• Reduce background noise as much as possible by selecting a quiet area

• Put the meeting link in the notes/body of the meeting. When it is in the location i.e. Room 252 or https://asu.zoom.us/j/409934528” it gets difficult to copy and paste and it would be easier to just click the link from the body of the invite

• If you need to sign off early for a conflict, let the host know in advance or at the start of the call

During Meeting

• If you need to be in a different location for a meeting because of travel, an appt, etc. be sure to let people know that when you enter the call and use your mute when not speaking if it is louder there

• Turn off your video camera and audio if you need to move locations (using a laptop) during a meeting.

• Greet everyone when you sign on, be on time to do this without interrupting

• Give farewell when signing off at the end

• Use the chat for any technical issues

• If the majority of people are in the room and there is vigorous discussion, be sure to occasionally check-in with those online either throughout at logical breaking/topic change points, or at the end

Other:

• Maintain social presence with team using Slack channels and direct communication