Video Conference Call Guide

Click for Conference Call Guide DownloadVideo can be distracting when not done correctly. Contribute to a successful and productive video conference call by looking attentive and sounding clear – follow these best practices.

Meeting Roles Defined

Meeting roles are even more important during conference calls whether video or audio-only since many non-verbal cues and feedback are removed when remote. Define and communicate these roles prior to starting the meeting.

Leader:

ultimately responsible for the meeting and tackling the agenda

Moderator:

responsible for maintaining the flow of conversation

  • Note or highlight anyone that raised their hand to speak
  • Keep an eye on the chat dialogue box
  • Help sort out whenever people speak up at the same time

Note taker:

responsible for taking notes and sharing with attendees to confirm items discussed, outcomes, and action items

Attendees:

responsible for being attentive, contributing to the conversation at appropriate times, and doing your best to keep distractions to a minimum and comments/questions on-point

How to look professional and attentive on your video conference call

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Make eye contact with the camera

  • Position the camera at eye level
  • Don’t look at yourself
  • When speaking look at the camera
  • When someone else is speaking look at their video
  • When using multiple screens, open your notes application or reference materials on the screen with the camera

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Positioning and lighting

  • Natural light in front of you is best – never position yourself with the brightest light behind you
  • Test your camera position (most offer a preview before you sign on) to make sure you are far enough away to show your whole head and enough of your upper body to see hand motions

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Audio factors

  • Make sure only one microphone is on to avoid feedback
  • Mute is the default and unmute to speak – lessens distracting noises like typing
  • If on an audio-only call that you are not leading, state your name prior to each time you speak

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Connection back-up

  • If your connection is unstable, log on by computer for video and dial in by phone for audio
  • Make sure your computer microphone is turned off
  • Make sure you are using your cellular service (versus WIFI) if using a mobile phone

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Background considerations

  • Declutter surfaces or position yourself directly in front of a wall
  • Use the blur-background setting or load an image for your background (you can have fun with this, but be professional)

Summary: improve communication and productivity with video conference call

  • Assign roles to help communicate and capture all ideas
  • Present yourself in a professional manner to communicate both verbally and non-verbally
  • Set up your conference call technology to help you be an attentive and active participant
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