10 Video Conference Tips: How to Host Effective Online Meetings

Introduction

Video calls have officially taken over our work lives. On average, people sit through 11 hours of meetings every week. That’s basically a part-time job spent staring at a screen full of faces. And not all of those hours are smooth sailing.

You know how it is. Someone forgets to mute, and we all hear their dog barking. Another person logs in late, just as someone else freezes on the worst facial expression possible. Studies back this up: 72% of people say technical problems eat up meeting time.

But that’s not the end of the world — most of these hiccups are easy to fix. With just a few simple habits, you can turn online meetings from something that feels like a chore into real, productive teamwork. Here are ten practical tips to help you get there.

Table of Contents

10 Video Conference Tips

These tips are all you’ll need to take your video conferences up to a whole new level! 

1. Keep Your Microphone Muted When You’re Not Talking

There’s always some kind of background noise. Maybe it’s your keyboard, it’s perhaps traffic outside, or maybe it’s your kid asking for food. Sometimes it’s just your breath right in the mic. 

To everyone else on the call, it gets old fast. 

The simplest fix is often the most effective — keep your microphone muted when you’re not speaking. Muting yourself when you’re not talking isn’t just about courtesy; it’s key to keeping hybrid meetings smooth and efficient. On most video conferencing platforms, it only takes one click to mute. And if your platform supports it, the spacebar shortcut lets you unmute instantly when it’s your turn to speak.

2. Join The Meeting On Time

In person, you’d never walk into a meeting room 5 minutes late without people noticing. Online, it’s just as disruptive, even if it doesn’t feel that way. Research shows half of meetings start late, usually by about 75 seconds. With 10 people waiting, that’s 12 minutes gone. Multiply that across a week, and you’ve wasted hours.

Try joining a couple of minutes early. That gives you a chance to adjust your camera, make sure your mic is working, and pour some water before things kick off.  It’s less stressful for you, and it saves the whole group from sitting around in silence waiting for your video box to pop up.

3. Test Your Audio, Video, And Internet Beforehand

“Can you hear me now?” might be the unofficial slogan of video calls. Don’t be that person.

Video conferences have become the norm, and ensuring your equipment works properly is a key part of meeting etiquette. You definitely don’t want to delay an important client meeting due to technical issues. Before talking to investors, run a few test meetings with colleagues to get familiar with the process and make sure everything goes smoothly during the real one.

4. Use Interactive Tools To Involve Remote Participants

A one-way monologue on video is a recipe for boredom. And it shows: 73% of people admit to multitasking in meetings. That means while you’re presenting, someone’s probably answering emails or scrolling through their phone.

The fix: don’t let the meeting turn into a lecture. Use polls, ask for input in chat, or do quick round-robins where everyone shares an update. Breakout rooms can also help when you’ve got a big group. Smaller discussions give people a reason to participate.

Even just pausing after a few minutes to say, “What do you all think?” can snap people back into the conversation. The more voices in the mix, the less likely the call drag.

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 Take two minutes before a meeting to check:

• Is your mic working?

• Does your camera show more than your forehead?

• Is your internet stable? A quick run on fast.com will tell you.

Nothing kills momentum faster than you talking… and suddenly freezing with your mouth half-open. Nine times out of ten, it’s because your internet is busy doing something else, like sneaking in a background update or streaming music videos. Move closer to your router, or better yet, tether yourself to it with a cable. Better awkward than pixelated.

5. Select Reliable Conferencing Software And Equipment

Your tools will make or break how your presentations go. Video conferencing is now a $5+ billion industry for a reason. Not all platforms are equal. Some freeze, some crash, some just don’t have the features you need.

A few basics will go a long way. Get these:

• A decent webcam (at least 720p, but 1080p if you can).

• An external mic, since laptop mics sometimes sound tinny.

• Wired internet if possible. Wi-Fi loves to cut out at the worst times.

And yes, keep your software updated. They’re not annoying popups; they patch security holes and fix bugs. Nothing kills a meeting faster than your app crashing mid-sentence, right?

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6. Dress And Look Professional

You don’t need to look like you’re heading into a boardroom, but you also don’t want to look like you just rolled out of bed.  A clean shirt or sweater will show that you’re paying attention. It also puts you in a work mindset, which makes a difference in how you carry yourself on the call. Wear simple clothes without loud patterns or logos. 

Bright colors can mess with your camera, and busy prints are just distractions. If you really don’t want to think about it, keep one “Zoom shirt” handy near your desk and throw it on before meetings.

7. Position Your Camera For A Well-framed View

Nobody looks their best when the camera is shooting from below. A low angle turns into the dreaded “chin shot,” and a laptop sitting too low can also make your audience spend the meeting staring at your ceiling fan. Lift your camera to eye level so it feels like you’re face-to-face.  A stack of books works fine. Frame yourself so your head and shoulders are centered.

This simple tweak makes you look more attentive, confident, and, frankly, human. If you’ve ever been stuck staring up someone’s nose for 30 minutes, you know how big a difference this makes.

8. Arrange Proper Lighting So Your Face Is Visible

Lighting will either make you look friendly or more like a mysterious shadow - you want to look like someone on their job, not a villain.  If you sit in front of a window, the camera will dim your face to adjust for the light, and people won’t see your expressions.

The fix is simple. Put the light source in front of you-  that can be anything- a window, a lamp, or a cheap ring light. Natural daylight is best, but even a regular desk lamp angled right can make you look a lot more present.

9. Maintain Eye Contact By Looking Into The Camera

It’s tempting to look at the video boxes on your screen, but from everyone else’s perspective, that makes your eyes point downward.  If you glance into the camera while speaking, it feels like eye contact. People instantly feel more connected to what you’re saying.

You don’t need to stare at it nonstop. That would feel strange. But check in when you’re making an important point or responding to someone directly. A simple trick is to drag the video window right under your camera, so looking at both feels natural.

10. Stay Attentive And Avoid Distractions

Distractions are everywhere, and sitting on video all day is draining. “Zoom fatigue” is real. And with the average call lasting about 38 minutes, attention tends to fade fast. Close notifications, resist checking your phone, and give the meeting your focus. 

If you’re the host, do your part too. Keep the agenda tight, aim to wrap up early, and build in quick breaks for long sessions. People will thank you.

Wrapping Up

Online meetings aren’t going away - the number of them has tripled since 2020. And while we can’t avoid them, we can make them less painful.

Mute when you’re quiet. Show up on time. Check your setup. Use good gear. Looks like you care. Frame yourself well. Light your face. Look at the camera now and then. Stay engaged.  None of this is complicated, but together it makes up the backbone of good meetings. 

The more we all follow these habits, the fewer minutes we’ll waste waiting, troubleshooting, or zoning out.  And all of that means more time back for actual work - or better yet, a break away from the screen.