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Best Practices for Effective Video Conferencing

To make your video conferencing meetings more productive and rewarding for everyone, review the general video conferencing best practices and learn how to improve the experience whether you are an onsite participant or a remote participant.

Video conferencing best practices

Follow these tips to ensure a more successful video conferencing meeting.

  • Establish visual cues, such as raising your hand, to indicate contributions from remote and onsite participants.
  • Ask an onsite participant to make sure that remote participants are connected and included in any side conversations during the meeting.
  • Set up the video camera across from the whiteboard so it is easier for remote participants to see it.
  • Create a backup communication plan in case you have trouble connecting with remote participants. A backup plan can include asking onsite participants to connect to the meeting through their laptops, or putting a cell phone on speaker and collaborating through a brainstorming tool.

For more tips, see our best practices video.

Tips to improve a video conferencing meeting if you are onsite

Follow these steps to connect an H.323 or SIP based room system to a video conferencing meeting.

  1. Dial the IP address on your room system (suggested dialing speed is 1 Mbps or higher for 720p resolution).
    • After you connect with the video conferencing software, you will see a splash screen and be prompted to enter your meeting ID.
  2. Enter the meeting ID that is listed on your meeting invitation email.
    • The video conferencing software then connects your room system to the meeting.

See the following Zoom video for tips on setting up a room for video conferencing.

Tips to improve a video conferencing meeting if you are remote

If you participate remotely in a video conference, follow these instructions to ensure the best experience.

  1. Try to connect via a wired Ethernet jack. This prevents WiFi dropouts and speed issues.
  2. If connecting from a laptop, plug in the laptop wall power. Battery use can adversely affect video quality. 
  3. Test the connection before the call; this is strongly recommended. 
    • If you use Zoom: Go to the Zoom site to test your audio connection or test your video connection
    • If you use WebEx: Go to your WebEx Personal Room. Test your audio connection using the Audio pull-down menu. Test your video connection by viewing the screen in your Personal Room.
  4. Ensure that you have a camera, microphone, and headphones or speakers available. Earbuds or headphones are preferable to avoid audio feedback and echo. Most modern laptops and all-in-one desktops have a headphone jack, microphone, and speakers built in.
  5. Be aware of your surroundings and how you appear visually.
    • Call from a quiet location with no background noise.
    • Close blinds on windows so that you are easier to see on video.
    • Wear neutral, solid-colored clothing. Avoid black, white, or striped clothing.
  6. Be aware of your behavior. Because you are on a video conference, people can see what you are doing at all times.
  7. Be aware that ITS cannot troubleshoot remote connections in non-Stanford locations, because there are many equipment configurations and network connectivity options.
  8. Follow all instructions in the video conferencing invitation and note important supplemental information, such as a backup phone number in case you are disconnected.
Last modified June 1, 2017