Being told that “you’re on mute” is a borderline canonical experience for every remote worker. Forgetting once or twice is natural, but it’s important not to make it a habit. Even though you may not be speaking and think you’re being quiet, most microphones can pick up minor background noises, like coughs, sneezes, or typing. These sounds can easily distract other video conferencing participants and potentially even cause annoyance.

Consulting firms like McKinsey have implemented meeting standards of 25 or 50 minutes instead of the traditional 30 or 60 minutes. This built-in buffer allows consultants time to prepare for their next meeting, minimizing downtime and maximizing billable hours. Similarly, research from Microsoft has shown a correlation between optimal meeting length and preparation time, demonstrating the value of dedicating time beforehand. The rise of remote work and platforms like Zoom, with its built-in pre-meeting test feature, has further emphasized this best practice. Corporate IT departments and remote work consultants often recommend pre-call testing as standard procedure.

Center yourself so the team can see your expressions clearly, not just part of your face or the top of your forehead. A stable, eye-level angle removes distraction and helps people connect with you more genuinely. Once it’s set, avoid adjusting the camera mid-meeting unless it’s really necessary — consistency helps everyone stay focused on the conversation.

• The goal is to create a relaxed and friendly atmosphere that encourages open communication and sets a positive tone for the meeting.
• In the same vein, it’s helpful for the other person if you signal the end of your answer, especially if it’s a long one.
• Designate a facilitator to guide discussion, a note-taker to capture decisions, and a timekeeper to keep topics on schedule.
• Not everyone has a studio-quality setup, which might make it uncomfortable.

Wearing a bright white or black shirt may cause your camera to auto-adjust the brightness and make it hard to see your face, so wear a less extreme color. Natural lighting and side lighting work best, but overhead lights will work well, too. Backlighting can often make it hard to see; if you can’t change the backlighting, try to put another light in front and to the side of your face.

What Tools Do I Need To Run A Really Productive Video Meeting?

This guide covers 15 actionable video conference best practices for 2026, plus strategies for handling common challenges, acing video interviews, and upgrading your hybrid meeting setup. Setting virtual meeting expectations reduces distractions that waste time and ensures equal participation, no matter where people join from. And consistently applying virtual meeting etiquette best practices  builds professionalism and trust, key elements for collaboration in successful hybrid meetings.

Sign up for an account to start practicing with Talk to Tally, or take our free Business English Assessment to identify your specific communication gaps. This transition from small talk to substance sets expectations and tells everyone how to show up for the conversation. Once you’ve joined the call, how you communicate determines whether you hold attention or lose it. Small adjustments to eye contact, pacing, and pauses can make a real difference. This two-minute investment eliminates the mental scrambling that happens when you’re put on the spot during the meeting.

When The Meeting Runs Long

You want to keep it clean, simple, and representative of your company and image. Any work put into this aspect of the room’s design will only enhance your professional setting. Create a new role, that of a meeting facilitator, to provide a referee and coach for video conferencing, to ensure that all participants feel heard.

Be On Camera

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. As a business, we need to generate revenue to sustain our content. We have financial relationships with some companies we cover, earning commissions when readers purchase from our partners or share information about their needs. These relationships do not dictate our advice and recommendations. Our editorial team independently evaluates and recommends products and services based on their research and expertise.

If you do need to share your screen during a video call, take a few seconds to prepare before you hit that share button. Clear your desktop of any extra tabs or programs you may have open and make sure any private or sensitive information is hidden. If there’s a pause in the conversation because, for instance, you need to pull up an email or reference a document, make sure to communicate that. Delays or long stretches of silence might make it seem like you’ve lost connection, so this just keeps everyone on the same page. Let’s say you’re https://tracylarson.livepositively.com/lifestyle/bestdates-guide-2025-how-to-sign-up-log-in-and-meet-people-online typing during the meeting to try and get work done. While you may be able to get away with it, you might not want your boss calling you out for not paying attention.