When Using Video Conferencing, You Should Always
Video conferencing has become a cornerstone of modern communication. Whether it’s for remote work, online learning, virtual meetings, or community events, video calls help people stay connected no matter where they are. But to get the most out of video conferencing, there are key practices every user should follow.
From technical preparation to professional etiquette, knowing what you should always do during a video call can make your meetings more productive, engaging, and seamless. Our team of conference room AV specialists in New York City ensures seamless and professional video conferencing setups for businesses of all sizes.
Always Test Your Equipment Beforehand
Nothing disrupts a meeting faster than technical issues. Before joining a video conference, always test your:
- Camera – Make sure it’s positioned well and provides a clear, well-lit image
- Microphone and speakers – Check that your audio is working and free of static
- Internet connection – Ensure you have a stable connection to avoid lag or dropouts
Doing a quick test ensures you appear professional and can participate without interruptions.
Always Be Punctual
Time is valuable for everyone involved. Being on time shows respect for others’ schedules and allows meetings to start promptly.
Arriving a few minutes early also gives you a chance to:
- Join the meeting quietly
- Adjust audio/video settings
- Review the agenda or notes
Punctuality sets a professional tone and helps meetings run smoothly.
Always Dress Appropriately
Even if you’re working from home or attending a virtual class, appearance matters. Dressing appropriately demonstrates professionalism and helps maintain focus.
- Business or business-casual attire works best for work meetings
- Casual, but tidy, clothing is suitable for informal sessions
- Avoid distracting patterns or logos
Your attire communicates respect and can influence how others perceive your professionalism.
Always Choose a Suitable Background
Your background sets the scene for your video presence. A clean, uncluttered space helps others focus on you and not distractions behind you.
Tips for a great background:
- Use a neutral wall or organized workspace
- Minimize noise and interruptions
- Consider virtual backgrounds if your real space is cluttered
A professional-looking environment improves your credibility and keeps the meeting visually pleasant. If you’re still deciding which software suits your needs, explore our guide on which video conference platform is best.
Always Mute When Not Speaking
Background noise can be disruptive during virtual meetings. Always mute your microphone when you’re not speaking.
This simple habit reduces echo, feedback, and distractions — helping everyone concentrate on the discussion. Remember to unmute before talking to avoid awkward pauses.
Always Maintain Eye Contact and Body Language
Even on video, non-verbal cues matter. Look at the camera when speaking, not just the screen, to simulate eye contact.
Good posture and facial expressions help convey engagement and attentiveness. Nodding, smiling, or using subtle gestures makes communication more natural and interactive.
Always Use Clear Communication
Virtual meetings can make it harder to pick up on tone or intent. To avoid confusion:
- Speak clearly and at a moderate pace
- Use concise language
- Repeat or clarify points if needed
This ensures everyone understands your message and reduces miscommunication.
Always Prepare for the Meeting
Being prepared is essential for productive video calls. Always have:
- An agenda or key talking points
- Relevant documents or slides ready to share
- Questions or discussion points prepared
Preparation keeps the conversation focused, ensures objectives are met, and saves time for everyone.
Always Be Respectful and Professional
Even in casual video calls, respect and etiquette matter. Avoid multitasking, interrupting others, or engaging in side conversations.
Being polite and attentive shows that you value everyone’s time and fosters a collaborative, productive environment.
Always Follow Up if Needed
After a video conference, it’s good practice to send a summary or follow-up if applicable. This can include:
- Meeting notes
- Action items
- Important resources or links
Following up reinforces communication and ensures that everyone knows their responsibilities. By applying these simple practices, you can maximize the advantages of video conferencing and create a more productive meeting experience.
Conclusion: Make Video Conferencing Work for You
Video conferencing is more than just a tool — it’s a way to connect, collaborate, and communicate efficiently in today’s digital world. By testing your equipment, being punctual, dressing appropriately, and following proper etiquette, you ensure every meeting is productive and professional.
Whether you’re a student, business professional, or community organizer, following these best practices helps you make the most of every virtual interaction.
Remember: in video conferencing, preparation, professionalism, and clear communication are always key to success.