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Best Practices for Video Meetings

Best Practices for Video Meetings

Video meetings are a daily part of modern work. Whether you're joining from your desk or dialing in from a laptop at home, here are some practical tips to help meetings run smoothly — for you and everyone else.

Before the Meeting

Join on Time (or Early)

  • Aim to join a few minutes before the start time.

  • If you’ll be late, drop a message in the meeting chat.

Test Your Setup

  • Use Teams’ device settings to check your mic, camera, and speaker.

  • Join a Test Call (Settings > Devices > Make a test call) to confirm everything works.

Close Other Tabs/Apps

  • This helps with focus and reduces bandwidth issues.

  • Silence notifications — especially email or chat pings.

During the Meeting

Mute When Not Speaking

  • Stay muted when you’re not actively talking to avoid background noise.

  • Use the spacebar shortcut (Windows) to temporarily unmute.

Turn on Your Camera (if appropriate)

  • It’s encouraged for internal team meetings — it helps engagement.

  • Not required for large or external meetings unless requested.

Speak Clearly and Avoid Talking Over Others

  • Pause briefly before speaking to avoid cutting someone off.

  • Use the Raise Hand feature if it’s a big group.

Use the Chat

  • Share links, files, and side comments in chat instead of interrupting the speaker.

  • Don’t forget the chat exists — it’s often used for important notes or follow-up actions.

Useful Meeting Controls

  • Show reactions 👍 ❤️ 😂 👏 to acknowledge or respond without interrupting.

  • Blur background if you’re in a messy or distracting space.

  • Record meeting (if appropriate) via ... > Start recording (check your org’s policy first).

Joining from Mobile

  • Teams has a fully functional mobile app.

  • Be sure you're in a quiet place with a strong Wi-Fi or LTE connection.

  • Use earbuds or headphones with a mic to avoid echo or background noise.

What to Avoid

  • Don’t multitask during meetings — it’s obvious and often disrespectful.

  • Don’t eat visibly or loudly unless it’s a lunch meeting (and even then, use your judgment).

  • Don’t leave your camera pointed at a blank wall or ceiling if you do use video.

Bonus Tips

  • If the meeting has a lot of talking, consider turning on Live Captions (click ... > Turn on live captions).

  • Use the Meeting Notes feature for recurring meetings or shared agendas.

  • Use Meeting Chat to follow up or ask questions without interrupting.

Need Help?

We’re happy to troubleshoot camera/mic issues or walk you through Teams settings. Submit a request at support.parkerbass.com