12 Tips for Conducting an Effective Video Conference Call

Tips for conducting an effective video conference call

Numerous businesses have remote work plans and offer remote or hybrid options as flexible benefits for their employees. Video calls facilitate team and customer communication while maintaining a personal touch. 

Consider the following tips and best practices to ensure your video conference calls run smoothly and achieve their objectives.

1. Download software updates before the video conference.

Nothing creates panic for a video conference host like a software update starting as a meeting begins. To avoid this issue, launch the software and check for updates well in advance of the call. This preparation will provide ample time for updates to download without disrupting your online meeting.

Reboot your computer and relaunch the software to ensure everything is set up correctly. If the update introduces any dashboard changes, this extra time allows you to familiarize yourself with the new interface and be better prepared to host an efficient call.

2. Test your computer and devices before the call.

Similar to the tip above, before you join a meeting or conference, ensure that your computer and its connected devices are functioning properly. Even if the software itself is up to date, sometimes your computer’s microphone or camera may malfunction unexpectedly.

“You need to be sure that your camera and microphone work just fine,” said Ruslan Halilov, co-founder of Bluedot. “Additionally, test the platform to know exactly how to access the chat and share screen.”

3. Join the video conference early.

Joining the meeting early is an excellent idea for both hosts and attendees. Even if you’ve addressed updates and checked your devices, technical difficulties can still crop up. Arriving early gives you a chance to handle last-minute issues, such as adjusting your camera angle or troubleshooting audio glitches. You can ensure that your connection is stable and that sound and video aren’t lagging. Additionally, you can test features like the chat function and review meeting materials before the session.

An early arrival gives hosts a chance to greet participants as they join, which sets a warm and professional tone and introduces a welcoming environment.

4. Assume your video conference audience knows nothing.

Many video conferencing platforms exist, and not everyone will be familiar with the one you’ve chosen. To ensure a smooth call, assume your audience has no prior knowledge of the platform. After you open your call, briefly familiarize attendees with the locations of key tools, such as mute, chat and any group conversation boards. 

For exceptionally large audiences, set clear ground rules to maintain order and minimize disruptions. Encourage participants to ask questions by posting to the group board or messaging you directly. Use host tools to auto-mute all participants until it’s time for questions and comments. This approach will help reduce unnecessary noise and distractions to ensure a more focused and productive meeting for everyone.

5. Consider a video conference producer.

If you’re hosting a large virtual meeting with many attendees, consider bringing on a producer. A producer can be a co-worker or a professional who handles technical and logistical aspects of the meeting. Their role would include the following responsibilities:

• Facilitating the necessary tools to keep the meeting running smoothly 
• Preventing the host from becoming distracted or overwhelmed while answering questions or transitioning between screens 
• Managing the chat room
• Helping with screen-sharing tools
• Assisting with recording options

By handling these tasks, producers allow the host to focus on the message.

6. Create a meeting agenda to ensure structure.

Awkward silences and sidetracked conversations can derail a video conference and waste valuable time. A clear agenda ensures the meeting stays focused and productive.

“Create a clear agenda and structure for your meeting,” Halilov advised. “You have no idea how fast people get bored and distracted at online calls, so you need to be on point when you speak.”

Halilov also recommended balancing your speech with visuals and audience interaction to keep participants engaged and maintain a natural flow.

7. Avoid awkward, dead air during a video conference.

Pauses are necessary for effective conversation. They help listeners connect to what’s being said and allow the speaker to deliver a point with impact. However, prolonged silence or excess dead air can feel awkward and unprofessional. Here are some tips for avoiding this issue: 

• If you’re experiencing technical difficulties or waiting for other attendees, keep your audience informed. A simple acknowledgment can ease tension and maintain engagement.
• While you’re waiting, use screen sharing to display an agenda, presentation or relevant content. This tactic keeps the meeting visually engaging.
• Communicate any hiccups as they occur, and provide clear updates.
• As new audience members join, welcome them and explain that you’re waiting for others to arrive before starting.

8. Wear office-appropriate attire during video conferences.

Your video conferences should have an unofficial dress code to ensure professionalism. Inappropriate or distracting clothing can be disruptive. If you’re the host, remember that participants can only see you from the chest up, so it’s essential to avoid loud patterns and distracting colors. Too many accessories, such as excessive jewelry and bulky scarves, can also detract from your message. Keep your focus on delivering your message, and let your attire support — not compete with — your professionalism.

9. Clear the clutter in your video conference background.

Video calls are convenient because you can join from anywhere, anytime. However, your surroundings play a significant role in maintaining a professional appearance. Many attendees and hosts overlook this crucial detail before starting or joining a call.

Before you join a video call, do the following:

• Take stock of what is within range of the camera.
• Choose a well-lit area without a backlight that casts a shadow.
• Check what’s behind you.
• Ensure there are not too many visual distractions.
• Clean and organize your workspace so attendees don’t witness mountains of paperwork, books or supplies in your area.

A neat, intentional background fosters focus and professionalism and leaves a positive impression on attendees.

10. Pay attention to your position and camera angle. 

You don’t have to be a movie star to find your most flattering angles. Place your camera at eye level so your head remains neutral. This creates a flattering and professional view of your face while avoiding distractions caused by poor camera placement. No one wants to look up at your nose, a ceiling fan or the top of your head.

Treat your video conference as if you were having a face-to-face conversation. Maintain eye contact by looking directly into the camera, and ensure proper lighting for a clear and engaging appearance.

11. Avoid excess noise during a video conference.

You may not always participate in or conduct a video conference call from an office. You may be at home, at a local coffee shop or in a central community area. It’s always best to find a quiet place to host and attend video meetings. 

Keep these points in mind regarding background noise: 

• Barking dogs will distract you and other attendees. Keep animals confined to an area far removed from your computer. 
• If you’re wearing a Bluetooth headset, be aware that it picks up and amplifies background noise. 
• If you’re at a coffee shop, note that every attendee will hear the espresso machines. 
• In a community area, noise conditions may change as people move in and out of your workspace.  

12. Familiarize yourself with video conferencing etiquette. 

Learn these general video conferencing etiquette tips to ensure a smooth, professional meeting or presentation: 

• Speak clearly and at a moderate pace to ensure everyone can follow along, especially in international or large meetings.
• Avoid using overly wordy presentation slides, and keep visuals simple and easy to digest.
• Repeat audience questions before you reply to ensure all attendees understand what was asked.
• Know your audience, and tailor your content to their interests and needs.
• Turn off your camera during breaks to maintain a polished and distraction-free environment.

Good etiquette sets the tone for a productive and engaging video conference.

Benefits of video conferencing

Video conferences bring many benefits to businesses, including the following:

• Video conferences boost efficiency. Virtual tools increase business productivity and efficiency, preserve time and resources, and enable quicker decision-making. 
• Video conferences connect remote workers. Video conferences help remote employees stay engaged, participate in discussions, and feel more connected to the organization and their team. 
• Video conferences can save money. Virtual conferences reduce the need for business travel, which makes them an excellent option for organizations that are trying to reduce business expenses.
• Video conferences are convenient. Businesses can arrange a call quickly without setting up travel or in-office appointments. “There’s no need to travel, and you can gather the people you need wherever they are,” Halilov noted.
• Video conferences make documentation easy. Halilov emphasized that online meeting tools allow for straightforward note-taking and recording to improve documentation of discussions and decisions.
• Video conferences enhance collaboration. Real-time video and screen-sharing tools allow teams to collaborate effectively, even when they’re working from different locations.
• Video conferences are eco-friendly. By reducing the need for travel, video conferencing helps organizations minimize their carbon footprint and support environmentally conscious business practices.

Video calls are an excellent face-to-face solution

Video calls are an excellent resource for professionals worldwide. They can offer face-to-face solutions when travel is too difficult, costly or frequent. Knowing how to host an efficient video conference call is critical. The next time you’re tempted to schedule an in-person meeting, consider using video instead.

Sammi Caramela contributed to this article.