Search Google Appliance

Information Technology

Successfully Host or Attend a Video Conference

You can have a successful desktop video conferencing session either as a host or attendee by having the right equipment and following a few simple best practices.

Basic Equipment

There are some basic tools you will need to conduct and/or participate in a video conference:

  • Device capable of connecting to the Internet (e.g., desktop or laptop computer, tablet, smart phone, laptop computer)
  • Webcam if not integrated into your device
  • USB headset with an integrated, echo-cancelling microphone
  • External USB or Bluetooth microphone* if you’re using a headset that does not have a microphone
  • Projector for displaying conference*

*Useful for a group participating in a video conference.

Host Best Practices


Internet Connectivity

  • Connect to a strong signal; use a hard-wired connection if possible (e.g., Ethernet)
  • Close any unused applications/programs
  • Test your bandwidth (e.g.,

Audio Experience

  • Establish one audio channel, on one device only
  • Call-in on a landline phone if you have poor Internet bandwidth/connectivity
  • Use a headset with echo cancellation when possible
  • Test your microphone before you video call, especially if it's an important meeting. Test it by video conferencing your colleague before the meeting.
  • Host your meeting in a quiet, unpopulated area

Meeting Content

  • Load your content prior to a meeting
  • Include a date and/or version # when uploading file revisions
  • Reduce file size for faster upload times (compressing saves time, but reduces quality)
  • Check that you have not embedded videos or animations in files

Attendee Best Practices

  • Use a headset or ear buds whenever possible
  • Keep your line muted when you’re not speaking
  • Access your meeting in a quiet, unpopulated area
  • Check your device’s volume settings prior to your meeting
  • Close all unused applications/programs