10 Video Conference Tips for Remote Meetings

According to Backlinko, about 28.7% of employees in the US now work either fully remote (7.8%) or in a hybrid model (20.9%), showing how common these setups have become.

With so many people working outside of traditional offices, meetings need to adapt. Video conferencing allows teams to stay connected, share ideas, and make decisions even when spread across different locations.

But while video calls make remote work easier, they can also be frustrating when done poorly. From bad audio to unclear agendas, small issues can quickly waste time.

In this article, we’ll cover practical video conferencing best practices you can apply right away to improve your remote meetings and make them feel more like face-to-face conversations.

Why Video Conferencing Is Needed for Remote Teams

Remote work has changed how people connect and communicate. Email and chat are helpful, but they can’t always replace the value of face-to-face conversation.

Video conferencing gives teams a way to see and hear each other in real time, which builds stronger connections and makes business communications more effective.

Here are some key reasons remote teams need video conferencing:

• Clear communication: Seeing facial expressions and body language reduces misunderstandings that often happen with text alone.
• Stronger collaboration: Teams can brainstorm, plan, and work through details together in ways that feel closer to in-person meetings.
• Integration with business apps: Most video conferencing platforms connect with tools like calendars, project management systems, and chat apps, making it easier to keep work organized.
• Team connection: Regular face-to-face contact helps remote workers feel less isolated and more part of the group.

Sign up now and see how Talkroute makes it easy to run calls and video meetings from the same app.

10 Best Practices to Follow for Effective Video Conferencing

Running smooth online meetings takes preparation and the right habits. These video conferencing tips will help you avoid distractions, keep participants engaged, and make every meeting more productive.

1. Test Your Meeting Connection

According to WifiTalents, around 63% of people say they face technical problems during a video call, and those issues often waste time and reduce productivity.

That’s why it’s important that before you start any video conferencing meetings, you should thoroughly check your video connection.

You can start by running a quick test of your internet speed and making sure your device is connected to a stable network. You can do this quickly with the help of online tools such as Fast.com or TestMySpeed.com.

Check your audio connection, speakers, and camera to confirm that everything works well. It also helps to join the meeting a few minutes early to troubleshoot remote connections if needed.

If you’re sending a video conferencing invitation, remind others to test their meeting connections too.

Testing your online video conferencing connections in advance helps you avoid dropped calls, poor video quality, or sound delays that distract both you and remote participants.

A few minutes of preparation can keep your video conferencing connection smooth and make your meeting more productive.

Book a live demo today and see how Talkroute combines business calls with video meetings for one seamless communication system.

2. Choose the Right Video Conferencing Tools

The quality of your meetings often comes down to the video conferencing tools you pick.

Video conferencing technology makes it easy to connect, but the wrong video conferencing setup can adversely affect video quality and make it hard for people to see or hear each other.

A solid setup combines the right software, hardware, and network connectivity options. Here are some tools worth having:

• Video conferencing software: Platforms like Zoom, Google Meet, and even UCaaS providers such as Talkroute help you run smooth conference call sessions and manage online tools for scheduling and chat.
• Conference room microphones: To capture clear sound, make sure conference room microphones are working and placed well, so voices don’t get lost.
• Cameras: A good camera improves video quality and helps remote participants focus better. Most modern laptops and all-in-one desktops already have built-in cameras, but you may want an external one.
• Power and connectivity: Always connect your laptop to a wall power outlet before a call and, if possible, use a wired Ethernet jack for more stable meeting connections.
• Lighting: Make sure your location’s lighting is set up properly so participants’ visibility stays clear.

There are many equipment configurations, but preparing your tools ahead of time keeps your meetings professional and stress-free.

3. Assign a Meeting Facilitator

A meeting facilitator is the person who keeps a virtual meeting organized and running smoothly.

Instead of everyone trying to manage the flow at once, the facilitator guides the process so meeting participants stay on track and feel included.

This role is especially important in larger groups, where conversations can easily overlap or go off-topic.

The facilitator also helps manage the technology so the group can focus on the discussion itself.

Here are some of their main responsibilities:

• Guide participation: The facilitator watches for visual or verbal cues, making sure quieter participants have space to speak while keeping discussions balanced.
• Handle technical support: If someone struggles with settings like the audio pull-down menu or camera setup, the facilitator can step in with quick guidance.
• Organize collaboration: They help the group use the chosen online collaboration tool, keeping notes, file sharing, and chat in one place.
• Maintain structure: The facilitator keeps the agenda in focus and gently redirects when side conversations come up.
• Prepare for issues: A backup communication plan is arranged in case the virtual meeting platform fails, so the meeting doesn’t lose momentum.

Book a demo to explore how video meetings with Talkroute make collaboration easier than ever.

4. Do the Meeting in a Quiet and Well-Lit Area

Your environment plays a big role in how others experience your meeting. Background noise makes it hard to follow the discussion, and poor lighting can cause people to lose focus.

If you’re working from home, choose a personal room where interruptions are less likely. Close doors and windows to reduce outside sounds, and silence any devices that could create distractions.

For group settings, pick a meeting room that limits echoes and makes voices easier to hear. Using headphones or a good microphone also helps improve clarity and prevent audio feedback.

Lighting matters just as much. Bright, even lighting allows people to see your expressions and stay engaged.

If your space feels too dark, try placing a lamp behind your screen, or use affordable tools like a ring light. Sitting near a window works well during the day, but avoid having the light behind you.

Small adjustments like these make a big difference in how professional and focused your meeting feels.

5. Get to the Meeting Room Several Minutes Before the Start

Arriving early sets the tone for a smooth meeting. By getting to the meeting room a few minutes before the start, you give yourself time to check your setup, review the agenda, and handle any last-minute issues.

This small step makes it easier to focus once the meeting begins, which helps the group work toward the planned outcome without distractions.

Being early also gives you space to test your microphone, camera, and internet connection. If something doesn’t work, you have time to use a backup plan, such as switching devices or moving to a different space.

If you’re the assigned facilitator of the meeting, being early allows you to upload documents, open the online platform, or greet participants as they join.

6. Remember to Mute Your Audio When Not Speaking

We’ve all been in a meeting where someone’s dog barks, a keyboard clatters, or a snack bag crinkles loudly in the background. It may be funny at first, but it quickly makes it harder for others to focus.

Muting your audio when you’re not speaking is one of the simplest ways to keep virtual and onsite participants engaged.

Clear audio helps with discussion understanding, since people don’t have to filter through background noise. It also gives the person speaking the full attention of the group, which makes conversations smoother.

If you’re worried about forgetting, most platforms let you mute with a single click or keyboard shortcut.

Keeping your microphone muted until it’s your turn to talk may feel like a small habit, but it creates a big difference in how engaging participants find the meeting.

Think of it as common courtesy, like not talking with your mouth full at the dinner table.

Watch how calls, texts, and video meetings all come together in the same Talkroute platform.

7. Give Everyone an Opportunity to Speak

Just like muting your audio helps keep meetings clear, giving everyone a chance to talk helps keep them meaningful.

A successful video conferencing meeting isn’t only about sharing updates. It’s about making sure all voices are heard, whether participants mute themselves until it’s their turn or step in to actively contribute verbally.

When only a few people speak, remote colleagues may feel left out or think their input doesn’t matter. This can lower engagement and reduce the value of the meeting.

As a host or facilitator, you can invite quieter people to share their thoughts directly or ask open questions that encourage feedback.

For larger groups, breakout rooms are useful for smaller discussions where participants feel more comfortable speaking up.

The goal is not just to finish the agenda but to create space where everyone’s ideas are included. This balance makes the meeting more collaborative and productive for the whole team.

8. Wear Appropriate Clothing for the Meeting

It might be tempting to join your next video conference in pajamas, but remember, the camera angle often shows more than you expect.

Dressing like you just rolled out of bed can be funny for a moment, but it doesn’t leave the best impression on other participants.

Even when you participate remotely, your clothing signals professionalism and respect for the group.

You don’t need a suit or tie, but a clean shirt or blouse makes a big difference. Wearing proper clothing also helps you feel more focused, which can boost your confidence while speaking.

Pairing a neat outfit with a good camera angle keeps attention on your ideas rather than distractions.

If the meeting matters enough to be scheduled, it also matters enough to look presentable. That small effort helps your voice stand out in the best way.

9. Make Sure All Remote Participants Have Access to Content

One of the biggest challenges in virtual meetings is making sure everyone has equal access to the information being shared.

If remote participants can’t view slides, documents, or screen shares, they lose track of the discussion and feel disconnected.

Reliable remote connections are important, but the host or facilitator also needs to take steps to make content available in different ways.

Start by sharing files in advance so participants can follow along even if the video lags. Use the platform’s built-in features for screen sharing or file distribution, and check that people can actually see what’s on the screen.

Online collaboration tools and other communication channels can also help keep notes, links, and resources organized in one place.

If the content is too large to share during the meeting, send it through email or cloud storage before and after.

10. Write Meeting Notes or Use Tools That Can Make It for You

Good meetings don’t end when the call ends. Without proper notes, people often forget what was discussed or who is responsible for the next steps.

Writing down decisions and action items helps the team stay aligned and makes it easier to follow up later.

A clear record also gives participants something to share with colleagues who couldn’t attend, along with space to note important supplemental information.

Here are some useful tools you can try:

• Otter.ai: Creates live transcripts and summaries you can share with the team.
• Google Docs: Allows multiple people to take notes together in real time.
• Microsoft OneNote: Helps organize meeting notes and action items in a simple format.

Whether you write them yourself or use software, keeping good notes is one of the easiest ways to make your meetings more productive.

Recommended reading

How You Can Benefit From a Remote Office Phone System

7 Best Business Phone Systems in 2025

Bring Your Business Conversations Together With Talkroute

Talkroute is a modern cloud communications platform that brings calling, texting, team chat, and video meetings together in one easy-to-use system.

It’s built for businesses that need reliable communication without juggling multiple apps or extra equipment.

With Talkroute, you can meet face-to-face from any device and keep your team connected wherever work takes them.

Talkroute meetings include everything you need to collaborate in real time:

• Large meetings: Host or join video meetings with up to 100 participants
• Cross-device access: Meet from any desktop or mobile device
• Screen sharing: Share presentations, projects, or troubleshooting sessions live
• Team chat: Keep conversations organized during meetings
• Whiteboard collaboration: Brainstorm and annotate together instantly
• File sharing: Upload and download files right inside your meeting
• Meeting recordings: Save sessions (coming soon) for training or review
• Easy guest access: Connect with clients and team members without extra steps

Start your free 7-day trial today or book a live demo to see Talkroute in action.

FAQs About Video Conference Tips

What are the do’s and don’ts of video conferencing?

The do’s of video conferencing are to be on time, dress neatly, keep your background tidy, and stay focused during the call.

The don’ts are avoiding distractions, talking over others, using poor lighting, or multitasking while someone else is speaking.

How to look better on a video conference?

To look better on a video conference, make sure you have good lighting in front of you, keep your camera at eye level, and dress in solid colors that look clean on screen. A clear background and a steady internet connection also help you look more professional.

What are the excellent tips for virtual meetings?

Some excellent tips for virtual meetings are to test your setup before the call, mute yourself when not speaking, and pay attention to body language by sitting up straight and looking at the camera.

Speaking clearly and keeping your points short also makes meetings smoother.

What are the six tips to remember about virtual conference etiquette?

Six tips to remember about virtual conference etiquette are to join on time, check your tech, keep your mic muted when quiet, look presentable, stay engaged without multitasking, and be respectful when others are speaking.

These small habits make the meeting run better for everyone.