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Best Practices for Video Conferencing

The suggestions below will promote successful online video conferencing experiences.

Technical Recommendations

  • Run a system check prior to your first meeting each week to ensure you have an up-to-date browser and conference software. Update Zoom software frequently.
  • Reboot your computer regularly to ensure your computer is up-to-date and to minimize technical issues.
  • Minimize the number of programs running during a meeting, especially those that use internet connectivity or notifications. 
  • Disconnect other devices (such as printers) from the internet while you are on a video conference.
  • Use a computer, instead of a smart phone, so you have a larger screen to see your peers, instructors and shared materials. 

Setting Up

  • Allow yourself enough time before the start of class or meeting to connect to the live session, both by audio and video. 
  • Test your microphone and speakers/headset prior to joining a meeting.
  • If possible, use a headset or earbuds since computer speakers can cause static or an echo for other people in the conference. 
  • Position yourself so that the main source of light (window, ceiling light, lamp) is in front or above you. If you are not in shadow, other participants can see you better, which will facilitate better group interactions.
  • To avoid excessive feedback noises in online meetings, mute your microphone when you join a meeting and unmute it only when you want to speak.

Etiquette During the Conference

  • Speak as if you are face-to-face with the participants and look at the camera to create eye contact.
  • Eliminate distractions (social media, texting) during live meetings so you can be fully present and focused with the other participants. 
  • Please dress appropriately.
  • Manage your physical surroundings before the video conferencing. Notify people in your immediate surroundings that you are participating in a video conference so they can avoid disrupting you.  
  • Often conferences are recorded so take steps to prevent violating the privacy of people in your area by warning them. Remove private information from the view of the camera. 

Technical Difficulties During the Conference 

  • If your video is not working, make sure other programs that utilize the camera are not using the camera and are closed then restart your computer. 
  • If your audio has problems, turn off the camera to improve connectivity.
  • If you are using Zoom and have not updated your software recently, you may need to install the latest version. See also Zoom Meeting Privacy and Security.
  • For assistance, call the OIT Help Desk during working hours (M-F: 9 am - 5 pm) at 713-348-HELP (4357).
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Keywords:best practices video conferencing zoom google hangouts meet online learning remote working meeting   Doc ID:99260
Owner:Sasha H.Group:Rice University
Created:2020-03-23 09:41 CDTUpdated:2020-05-18 14:48 CDT
Sites:Rice University
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