Video Conferencing Is Here to Stay
What was once occasional is now routine. Video calls connect teams, clients, and partners daily. But many people still struggle with poor audio, unflattering video, and distracting backgrounds.
Getting your video conferencing setup right doesn't require expensive equipment—just attention to fundamentals that make a real difference.
Audio Quality Matters Most
Surprisingly, audio quality matters more than video for effective meetings.
The problemBuilt-in laptop microphones pick up ambient noise, room echo, and keyboard sounds. Built-in speakers create feedback or are hard to hear.
The solutionQuality audio equipment.
Headset Options
Wired headsetsReliable, good quality, no battery concerns. Look for USB connection for best compatibility.
Wireless headsetsFlexibility to move. Bluetooth models work across devices. Ensure battery life meets your meeting length needs.
EarbudsPortable and convenient. AirPods and similar work well for most situations.
Microphone Options
Headset microphonesBest for individual calls. Positioned close to mouth, rejects room noise.
USB microphonesHigher quality for content creation or important calls. Requires quiet environment.
SpeakerphonesFor shared spaces or meeting rooms. Quality varies significantly.
Audio Best Practices
- Use headphones/headset rather than laptop speakers
- Mute when not speaking to reduce background noise
- Test audio before important meetings
- Find a quiet space when possible
Video Quality
Video quality affects how you're perceived, even subconsciously.
Camera Options
Built-in laptop camerasConvenient but often poor quality and bad angle (looking up at you from below).
External webcamsBetter quality and positioning flexibility. Logitech, Razer, and others offer good options at various price points.
DSLR/mirrorless camerasOverkill for most, but exceptional quality for those prioritising video presence.
Camera Positioning
Eye levelPosition camera at eye level for natural eye contact. Raise laptop or use external monitor with camera above.
DistanceClose enough to be seen clearly; not so close as to be uncomfortable. Head and shoulders framing works well.
AngleStraight on rather than from the side. Avoid looking down at the camera.
Video Settings
- Use HD settings if bandwidth allows
- Test your appearance before joining important calls
- Know how to quickly turn video off if needed
Lighting
Poor lighting makes even good cameras look bad. Good lighting improves any camera.
Key Principles
Front lightingLight source should be in front of you, not behind. Backlit faces appear as silhouettes.
Soft lightingHarsh shadows are unflattering. Diffused light looks better.
Even lightingBoth sides of your face should be similarly lit.
Practical Solutions
Natural lightFace a window for beautiful, free lighting. Avoid windows behind you.
Desk lampsPosition on either side of your monitor, not directly overhead.
Ring lightsDesigned for video. Attach to monitor or sit on desk. Provide even, flattering light.
LED panelsHigher-end solution for consistent, adjustable lighting.
Background and Environment
What's behind you matters.
Background Options
Real backgroundsTidy, professional space. Bookshelves, plants, or plain walls work well.
Virtual backgroundsHide messy spaces but can look awkward if not well-supported by hardware.
Blurred backgroundsMiddle ground—hide details while looking more natural than virtual backgrounds.
Environment Considerations
PrivacyEnsure nothing confidential is visible. Check before joining.
DistractionsRemove or minimise movement and noise sources.
ProfessionalismConsider what your background says about you to clients and colleagues.
Internet Connection
No setup matters if your connection drops the call.
Bandwidth
Video conferencing needs reliable upload and download speeds:
HD video2-4 Mbps each way per participant
Standard video1-2 Mbps each way
Test actual speeds, not just what you're paying for.
Connection Stability
Wired is betterEthernet connections are more reliable than Wi-Fi.
Wi-Fi positioningIf using Wi-Fi, be close to the access point. Walls and distance degrade connections.
Network congestionOthers using the network affect your call quality. Consider meeting times.
Backup Plans
- Mobile data as backup
- Phone dial-in numbers for audio
- Reschedule if connection consistently fails
Meeting Room Setups
Shared spaces have additional requirements:
CameraPositioned to capture all participants. Wide-angle for room coverage.
MicrophonesPickup from all seating positions. Speakerphones or table microphones.
DisplayScreen visible to all in-room participants.
AudioSpeaker clearly audible throughout room.
ControlSimple operation for any user.
Commercial conference room systems integrate these components with professional results.
Platform Considerations
Each platform has optimisation options:
- Noise cancellation settings
- Low bandwidth modes
- Hardware device selection
- Background effects
- Video enhancement features
Learn your primary platform's settings and optimise for your situation.
Simple Improvements
Before investing in equipment, try:
1. Move to face a light source
2. Raise your laptop to eye level (books work)
3. Find a quieter space
4. Use earbuds you already have
5. Tidy the background visible in frame
6. Close unnecessary applications to free bandwidth
These free changes often have more impact than expensive equipment.
Professional video presence isn't about looking like a TV studio. It's about removing distractions—bad audio, unflattering video, cluttered backgrounds—so people focus on you and your message.