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Tips for Successful Web Meetings
This document contains a bulleted list of basic tips on how to have a successful web meeting.
Equipment
- Computer or laptop
- Webcam (USB or internal)
- A microphone:
- Headset or earbuds with microphone (Individual)
- USB microphone (available for checkout at the Help Desk in the library)
- Internal laptop microphone if a USB microphone is not available)
- Headphones (for individuals)
- Wired internet connection when possible
Preparation
- Exchange contact information with participant(s)
- Email addresses
- Office, meeting room, and cell phone numbers
- Backup chat channels such as Slack, Google Hangouts, Facebook Messenger, or text messaging.
- Conference phone number
- Schedule the meeting and invite participants
- For larger or high priority calls: assign a technical moderator to mute microphones and address any technical issues
- Come up with a backup plan or assign backup speakers/hosts in case of internet or technical issues
Setup
- Choose a quiet place that’s free of possible disruptions and noises
- Select optimal webcam location. All participants should be seen.
- Select optimal microphone location, in close range. For group meetings, center the microphone among participants.
- Remove unwanted items from view.Optimize lighting:
- Not too bright nor too dark
- Avoid light in the background
- Natural light from a window, in front instead of behind you, looks great
- Turn off screen-saver and power-saver modes on the computer.
- Connect laptop/computer to power source
- Plug in headphones. This will prevent feedback from the microphone.
- Test everything in situ before the event to work out any glitches
During the Meeting
- Be ready to mute microphones if needed.
- Mute yourself when others are speaking to prevent unwanted noises from coming through your microphone and disrupting the meeting
- If you’re hosting, mute the microphones of distracting participants
- Provide a welcome and ask about video and sound quality.
- Discuss confidentiality, recording, preferred communication practices, etc.
- Introduce all participants.
- Adjust webcam and mic as needed.
When Things Go Wrong
- End or rejoin the meeting
- Resort to a backup plan if one was determined beforehand.
- For persistent microphone issues, consider using the text chat feature to communicate
- If the internet connection is unstable, consider joining the meeting via phone. Most meetings in Zoom and Meet usually have a phone dial-in option.
- See the Zoom and Google Meet Knowledge Base documents for more details.
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