How to conduct a successful video conference call
With the introduction of remote working video conferencing is no longer a temporary solution. It is now a permanent part of how we work, communicate and connect with colleagues and clients.
Whether you are managing a remote team, interviewing a new hire or meeting stakeholders across borders, knowing how to run a successful video conference call is an essential skill.
Here are nine practical tips to help you host virtual meetings that are professional, productive and engaging.
Tips on maintaining productivity when working from home
Check your internet connection before the video call
A slow or unstable internet connection is one of the most common causes of poor video call quality. It can lead to frozen screens, distorted audio or dropped calls, all of which affect professionalism and productivity.
If possible, use a wired Ethernet connection rather than Wi-Fi. If using Wi-Fi, test your connection beforehand and close any apps that may be using bandwidth in the background.
Choose the right video conferencing platform
The best video conferencing tools are the ones that suit your team’s needs and are easy to use. Look for platforms that offer useful features such as screen sharing, breakout rooms, live captions and recording.
- Zoom
- Microsoft Teams
- Google Meet
- Skype or Skype for Business
Dress appropriately for virtual meetings
Just because you are at home or working remotely does not mean you should ignore presentation. Dress as you would for an in-person meeting, particularly for interviews or external calls. Looking professional helps set the tone for the call and reflects well on you and your organisation.
Set up your background and lighting
Your surroundings matter on screen. Choose a quiet, clutter-free space where you will not be interrupted. A plain background or a professional virtual background is ideal.
Make sure your camera is positioned at eye level and that your face is well lit. Natural lighting is best, but a lamp behind your screen also works well. Avoid sitting with a bright window behind you, as this will cause backlighting and make it hard for others to see you.
Start with clear expectations
The start of your video meeting is the best time to set expectations. Briefly explain how the meeting will run, whether participants should stay muted when not speaking, and how they can ask questions.
If the call is being recorded, let participants know in advance.
Send a clear agenda before the call
A successful video meeting needs a clear purpose. Draft an agenda with 2 or 3 key objectives and send it to all participants the day before the meeting. This allows people to prepare and helps keep the meeting focused.
An agenda also sets expectations around time and encourages more structured contributions.
Keep participants engaged during the call
Maintaining engagement during a video call can be challenging. Break the meeting into shorter segments and vary the format to hold attention. For example:
• Start with quick introductions if attendees do not know each other
• Use visuals or screen sharing to support your points
• Ask questions or encourage discussion to avoid passive listening
Keeping people involved throughout helps drive better outcomes.
Mute yourself when you are not speaking
Even if you think you are being quiet, most microphones pick up background sounds such as typing, coughing or moving in your chair. These sounds can distract others and affect the flow of the meeting.
Get into the habit of muting your microphone when you are not speaking, and encourage others to do the same.
Follow up with clear meeting notes
After the video conference, send a short summary email to all attendees. Include:
• The date and time of the meeting
• A list of attendees
• Key points discussed
• Agreed action items and deadlines
• Details of any follow-up meetings
This helps reinforce accountability and ensures that everyone is aligned on next steps.
Final thoughts
Virtual meetings are here to stay. By following these video conferencing best practices, you can lead calls that are clear, efficient and professional.
Whether you are working remotely full time or just running the occasional video meeting, knowing how to host a successful video conference is a valuable part of your professional skill set.
