How To Set Up Your Office for a Video Conference


Video conferencing has become a standard part of business communications, allowing you to connect with clients, employees and partners across the globe at the touch of a button. Arguably, it’s the future of collaboration, allowing for efficient networking opportunities to help you grow and develop your business. Which means it’s really important to make a good impression – so here are our top tips to set up your office for a video conference.

1. Invest in a decent camera

The first thing you need is a high-quality webcam or conference camera for fluid streaming. Select one with HD capabilities and noise-reduction technology for crystal-clear visuals and sounds. There are options to suit all budgets, with decent HD webcams available for under £50, as well as top-of-the-range versions that offer functions like facial recognition and automatic light correction.

2. Check the lighting

Lighting can have a huge impact on your video call visuals; if your lighting isn’t good, your receiver won’t even be able to see you, which can easily cause distraction. Try to use natural light by sitting near a window, but ensure there’s minimal glare or, if this isn’t possible, turn on all overhead lights.

3. Choose the right backdrop

You need to make sure your background is professional, clean and non-distracting. If you can, direct the camera so that there aren’t people moving about behind you. For optimal results, angle the camera at eye level to avoid unflattering angles and keep the recipient’s focus.

4. Be aware of background noise and potential distractions

Ideally, choose somewhere quiet for your video call set up – a dedicated conference room is ideal if business needs demand it, with a sign or closed door to stop people interrupting you. Conference calls can pick up a lot of background noise, from air-conditioning to keyboard tapping, so consider muting your microphone when you’re not speaking to avoid any disturbances.

5. Use a wired internet connection

There’s nothing worse than a blurry and intermittent video call – it’s a waste of everyone’s time and makes a poor impression. A wired internet connection will help avoid tech troubles, and a LAN cable with a laptop will ensure a clear visual and audio reception. Check all connections before any calls.

6. Use good video conferencing software

Plenty of video conferencing software is available online to facilitate smooth and stable communication, and many options are free to download for higher business returns. Choose one that’s compatible with your operating system for optimum usage and, if possible, make sure it’s an industry-standard platform to connect easily with different companies.

With the right equipment and location, your video conference calls will be more productive and efficient, helping you communicate your business anywhere in the world. Have you got any tips for the perfect video conference call? Tweet us @OregaOffices.

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Header Image: Meeting Room at Orega Gracechurch Street

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