Virtual Speaker Best Practices

Be Seen, Be Heard

Speaker Requirements:

• High resolution headshot
• Biography
• Prepared Slides (if applicable)

Virtual Speaker Best Practices

Computer and Network

• Plug your computer into a power outlet – do not rely on a battery.
• Download the desktop version of Zoom on the device you will be using for the recording.
• Close all unnecessary programs.
• Use a wired network connection, if possible. Make sure other computers and devices on the network are not sharing your bandwidth. Devices that tend to use a lot of bandwidth (such as an Xbox or a media streaming device) should be shut off during your session.
  • If it’s not possible to use a wired network connection, sit as close to your router as possible. It’s best to have a clear view of the router – no big furniture, doors, or walls to block the pathway.
• Please turn off all notifications to avoid any unwanted pop-ups, including sound notifications.

Audio

• Find a quiet location. Sit quietly for a few minutes and listen to your environment. Can you hear noises in the hall, an air conditioner, or the buzz of a fan in your computer or laptop? These can impact on the quality of your audio.
• Try to select a space that is smaller and has soft walls such as curtains. It prevents the sound from bouncing around and making your audio sound hallow.
• Turn off any nearby mobile devices.
• Optional:
  • It’s best to have an external microphone, if possible. An USB mic is preferred. The small, internal microphone usually delivers subpar sound.
  • Use a headset microphone. Ideally, you will want to find a quality headset microphone that does not obstruct your face too much since your image will be visible in most cases. Be sure to keep the headset microphone about a half-inch from your face. Soft-spoken words tend to get garbled for the listener on the other end.

Video

• Place your camera a few inches above eye level and aim it slightly down for the most flattering angle. If you are using an integrated webcam (i.e., camera in laptop), this may mean that you must prop your laptop up on something, like a laptop stand or stack of books.
• While we don’t recommend using a cell phone to participate in virtual meetings, we understand that sometimes you must. In these cases, please orient your camera horizontally to get the widest frame shot.

Lighting

• Your face should be in well and evenly lit, with no harsh backlight or distracting items in view. Rings lights, lamps, or natural light should be in front of you, not behind.
• Sit facing a window rather than with your back to it. If you must sit in front of a window, please close the curtains or blinds.

Background

• Reduce clutter in the background and avoid distracting or bright images on the walls. It can be a distraction for your audience and can detract from the quality of the image.

Attire

• Wear a full, business-appropriate outfit. You never know when you’ll have to stand up or move around.
• It is best to avoid:
  • Busy patterns or stripes that may cause a moiré effect on camera.
  • Reflective clothing or jewelry that bounces light in a distracting manner or allows the attendees to see more of your environment than they should.
  • Noisy clothing or jewelry that creates distracting background noise.
  • Clothes the same color as your background, especially if utilizing a virtual conference background or green screen.