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Video Conferencing - Tips For Success


Prior to the meeting:

  1. Test technology in advance – when using equipment or in locations not regularly used:​
  • Good consistent internet connection is vital. Mobile hotspot if there is limited WIFI coverage and 4G is available 
  • Learn key VC features through simple online tutorial
  • Ensure your device has enough power (or plug it in)

2. Backup communication plan – in the event of technical issues. Mobile hotspot (if plan is suitable). A mobile or speakerphone, and/or online collaboration tool.

3. Perceptions Matter

  • Quiet location with little to no background noise
  • Professional, clear and clean background
  • Dress in business attire – displays respect and professionalism
  • Position Camera - needs to be stable and focussed at eye level (otherwise it can be distracting or unflattering)
  • Check lighting - Natural lighting and side lighting work best.

​​4. Follow all invitation instructions – where possible start meeting via link in invitation, noting important supplemental information such as backup phone number and passwords. 

5. Mentally prepare – allow enough time prior to the meeting to mentally prepare providing space and time to consider key discussion points or messaging. 

6. Arrive Early– dial in at least five minutes early in case of issues. Ensure you can access any necessary information you may need (files/documents).

7. Eliminate distractions – give audience one thing to focus on — YOU. Close extra tabs/programs or notifications may pop up. Ensure private or sensitive information is hidden. Mute mobile phones.

During the meeting:

Do not record unless all parties are informed and consent. Without this consent, you risk criminal prosecution. 

1.Speak to the camera - helps create direct sense of engagement with other participants:

  • Mute when not speaking 
  • Speak clearly and watch how fast you speak (unmute yourself!)
  • Allow for sound delays - wait for a few moments of silence before speaking

2. Be mindful, you are always highly visible – more so on VC than in offline meetings. 

  • Your behaviour is amplified on VC avoid tapping fingers, typing and shuffling paper
  • Basic ‘in person’ meeting etiquette applies 
  • If taking notes, inform other party as it may be perceived as disinterest


3. Time Management

  • Reading body language can be difficult, therefore managing meeting times is extremely important 

4. Be engaging & engaged! - do not multi-task during VC meetings

Note: Technical requirements for successful v.c

  • Broadband internet connection speeds, minimum and recommended requirements are:  (https://speedtest.telstra.com)
  • Recommended for HD Video and Audio is 2Mbps upload and download speed
  • Minimum required is: 600kb upload and download speeds
  • Consider mobile hotspot if in an area with limited Wi-Fi coverage and 4G is available. 

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