The Ultimate Guide to Video Conference Etiquette and Setup

To make your video conferences more productive and valuable for everyone involved, it is essential to follow general best practices

. Whether you are attending in person or dialing in remotely, optimizing your approach will significantly elevate the meeting experience for the entire team
Here is a structured guide to ensure your next virtual meeting is a success.
Part 1: Optimizing Your Remote Setup
If you are participating remotely, your technical setup and physical environment are the foundation of a good call. Follow these steps to ensure the best possible experience

• Secure Your Connection: Whenever possible, use a wired Ethernet connection to avoid the speed issues and dropped calls commonly associated with WiFi
• Plug In Your Device: If you are using a laptop, connect it to its power adapter

. Relying solely on battery power can negatively impact your video quality

• Test Your Equipment: Ensure your camera, microphone, and audio output are ready to go

. It is highly recommended to use earbuds or a headset to prevent audio echoes and feedback (howling), even though most modern laptops and desktops have built-in audio hardware

• Run a Pre-Call Check: Always test your connection before the meeting begins; this is strongly recommended
• For Zoom users: Visit the Zoom website to test your audio and video connections

• For WebEx users: Enter your personal WebEx room, use the "Audio" drop-down menu to test sound, and check your screen to verify video output

• Optimize Your Environment: Be mindful of your surroundings and your visual presentation

• Choose a quiet location free from background noise

• Close window blinds to prevent backlighting, making it easier for others to see your face

• Adjust your seating or camera angle to ensure you are properly framed in the shot

• Dress for the Camera: Wear clothing in solid, neutral colors

. You should avoid wearing pure black, pure white, or striped patterns, which can distort on camera


Part 2: Communication and In-Meeting Etiquette
The way you interact on a video call requires a different approach than face-to-face conversations. Use these communication tactics to keep the meeting flowing smoothly:
• Account for Latency: When you ask a question or request information, leave extra time for people to reply, as the system may experience slight transmission delays

• Be Direct: To avoid confusion, direct your questions to specific individuals rather than the general room


• Manage Interruptions: Try to avoid interrupting others while they speak

. Many video systems use voice-activated switching to focus the camera on the active speaker; talking over someone can disrupt this feature

• Establish Ground Rules: Build a mutual understanding among participants on how and when to interrupt

. For example, agree to have people physically raise their hands or use another signal to indicate they want to speak

• Utilize the Chat: Consider using the chat function to post questions that need answering without verbally interrupting the flow of the presentation

• Stay Alert: Always maintain awareness of your actions

. Because you are on video, participants can see what you are doing at all times.

• Foster a Safe Environment: Create a team culture where participants feel safe respectfully pointing out when someone is breaching meeting etiquette

Part 3: Troubleshooting and Contingencies
Even with perfect preparation, technical issues can arise. Keep these final tips in mind:
• Follow Instructions Carefully: Read all instructions provided in the video conference invitation

. Pay special attention to supplemental information, such as backup phone numbers you can use if your connection drops

• Understand Support Limitations: Be aware that IT support (such as ITS) cannot troubleshoot remote connection issues in non-USD regions, as there are simply too many variations in personal equipment configurations and network setups.