University Systems help centre

Video conferencing etiquette

These etiquette tips and suggestions will help make your video conference effective and efficient.

Before the meeting

Prepare and distribute an agenda in advance and confirm its arrival at the other sites. Have the agenda arranged so that the first few topics relate to everyone at all sites. Individuals then have the option to leave once their topic is covered. Appoint a chairperson to help stick to the agenda.

Be early

Arrive at least 15 minutes early in order to distribute materials and orient yourself to the room setup.

Introductions

Assign someone to answer during roll call. That person should mention the site location and number of participants in the room. For example: (turn on microphone) "Hello, this is Lola at The University of Victoria in Victoria, British Columbia. We have four participants joining the conference" (turn off microphone). Have the other site(s) introduce themselves as well to confirm that the audio is set to an appropriate level. Due to the one-second audio delay, use brief pauses between speakers to ensurethe full audio signal has been transmitted.

Talking

  1. Keep all microphones muted unless you are speaking.
  2. When speaking for the first time, introduce yourself.
  3. Speak clearly and directly into the microphone.
  4. Small noises can be big distractions. Avoid shuffling paper, covering the microphone, drumming fingers, eating, or carrying on side conversations.

Clothing and motion

Neutral and muted colors, such as medium blues or pastels, help the camera focus more easily. Avoid wearing clothes with plaids, stripes and/or prints, as well as jewelry that reflects light. Eye contact is extremely important, so look and talk to the remote monitor or at the camera above the monitor. Most importantly, always assume that you are on camera, even when you are not speaking.

Meeting conclusion

Conclude on time, allowing a few minutes for wrap up and goodbyes.