Communication Services & Information Technology
University of California
Communication Services & Information Technology

Video Conferencing Etiquette and Tips

Read through these quick tips for ideas on how to optimize your video conferencing experience. You'll find tips for a better meeting as well as simple suggestions for improving video and audio quality and for showing documents.

Tips for Great Meetings

  • Make sure you have the IP address of the site you want to call or that the site is listed in a directory.
  • Set your camera presets before you start your call so that you can quickly use them during the call.
  • Use the "mute" button on the remote control when another site is speaking, and deactivate when you wish to speak.
  • Avoid "double talk"; allow the other site/person to finish speaking before you speak.  Double talking may cause audio feedback and echo from the audio bridge.
  • Set up the equipment before the scheduled time so you will have time to test the system and resolve any issues before the meeting.

Tips for Great Video

  • Avoid wearing bright colors, all-light or all-dark clothing, or very "busy" patterns (such as small checks or narrow stripes).
  • Light pastels and muted colors look the best on the screen.
  • If there are windows in the room, close any drapes or blinds. Daylight is a variable light source and can conflict with interior room lighting.
  • Use natural gestures when you speak.
  • When adjusting your camera, try to fill the screen as much as possible with people rather than with the table, chairs, walls, lights, or the floor.

Tips for Great Audio

  • Speak in your normal voice, without shouting.
  • Ask the people at the other site if they can hear you.
  • Have them introduce themselves so you can be sure that you can hear them.
  • Mute the microphone before moving it during a meeting.
  • Since the audio has a very slight delay, you may want to pause briefly for others to answer you or to make comments.
  • As with any meeting, try to limit side conversations.
  • Place the microphone on the table in front of the people in the meeting.

Tips for Multi-point Calls

  • The Multi-point Bridge is responsible for the video switching in a voice-activated multi-point. It switches automatically among the conference sites depending on who is speaking.
  • Your voice will activate the Multi-point Bridge, which will change the picture from the last person who spoke to the person currently speaking.

Tips for Showing Content

  • Check that your computer has the application you need to show your documents, such as Microsoft PowerPoint, Project, or Word.
  • For a smoother presentation, make sure your presentation is ready to show. Test it before you start the call.

Tips above were taken from the sources below and modified specifically for ANR.  Refer to these sources below for more general etiquette and tips.

Webmaster Email: kstaniguchi@ucanr.edu