Before You Participate in a Web Conference

Before the conference ensure that there are no time zone conflicts, notify all participants of the date, time and duration of the conference. Provide any printed materials or email documents needed in advance. Provide any security information to attendees in advance such as log-in information or passwords. Check that no one will be blocked from access by firewall software. Make sure everyone has the right tools necessary to participate.

Make sure to adjust the web camera so that you are centered in the screen and leave some head room (approx. 10%). Adjust the focus on the web camera before the web conference begins so that you can be seen clearly and don't have to fuss with it once the web conference starts. It's important to remember that you should not make any sudden or quick movements, it is distracting and will be seen as just a big blur.

Avoid feedback, play with position of mic and speakers or headphones to get the best sound. If you are using a headset mic and earphones, ensure they aren't blocking your face. Avoid shuffling papers or moving things while speaking or others are speaking. Do not eat or drink as those noises may be picked up and broadcast. Turn off TV's, radios and close any doors to eliminate background noise.

It is better to wear solid colours, not wild or fancy patterns. Muted colours such as greys and blues, not bright reds or yellows. This is not the time to be wearing your bathrobe or "work naked". Dress that same as you would were you attending a meeting onsite.

Avoid glare from open windows and place light in front rather than behind. Light from behind puts you in shadows. Also don't aim lights directly at web camera. If you are in a low-light area and relying on your laptop light, be sure to aim the light properly so that you can still see the keyboard and be seen in the web conference. This is where having two laptop lights comes in handy.

If you are using a telephone for the conference, try and use a headset model so that the phone isn't blocking your face. It will also be more comfortable to have a headset, rather than holding the phone for the duration. You may need to speak a little more loudly than normal to be heard properly by other web conference participants.

Get used to how the software works before using it for a conference, many programs have free trials - take advantage of that trial period to get accustomed to the software. Learn what tools you can use and learn how to use whiteboards and other interactive elements to improve the quality of your web conference.

Practice before any conferences to ensure that you can be seen and heard clearly. Do practice runs of any presentations that will be included in the conference. Set a specific end time for the conference (generally 1 hr max.) Stay on topic and limit questions to what is being discussed. Schedule Q & A time and adhere to it. Keep slides or presentations on the simple side - no fancy transitions. Let participants know in advance if the conference is being recorded.