Are You Ready For Your Closeup?

2020 started out like a normal year, but by spring it was obvious that “normal” had gone the way of the dinosaurs. Millions of people who had never worked outside of a formal office were shifted to work-at-home, and suddenly every meeting involved cameras and microphones and headphones…oh my!

I realize that most office workers had used a video conferencing tool of some sort at least occasionally prior to the COVID-19 pandemic, but never have such tools been so mission critical to so many people. Because of that, many (and I’d go so far as to say “most”) companies were not prepared with the equipment or knowledge to set their employees up for a positive experience.

I’ve spent the last fifteen years as a video collaboration professional, helping people at every level of the org chart communicate more effectively…and I’ve seen the same mistakes at every level. My goal today is to help you improve your experience with a few basic tips and tricks to look your best, sound your best, and keep your sanity amidst what can seem like a never-ending stream of meetings on your monitor.

Let me say upfront that this article isn’t meant for those who want or need studio lighting, mirrorless cameras, professional audio gear, etc.. I’m one of those people, and I’ll be publishing an article aimed at people in that demographic…but this isn’t it. This article is meant for you if you’re someone who needs to jump on a Teams / Zoom / WebEx call a few times a day, and wants to look and sound good without feeling like a TV host.

I just mentioned a few of the popular programs for video and audio, but these tips apply no matter which tool your company is using. A few features may depend on what your IT department allows, but the same basic principles apply to every platform. I will also mention a few examples of brand names; I am in no way affiliated to any of them, they are simply ones I’ve used and found to work well.

Make sure your internet service is up to date.

This first tip is possibly the most technical, but it’s also one of the easiest for you to fix because in most cases it just involves a phone call to your cable provider or phone company.

There are two numbers that matter for your internet service at home. The first one is larger, and it’s the one that your cable or DSL provider probably lists in their advertising. That number is your DOWNLOAD speed. Your download speed determines how well the video and audio signals that you see and hear come into your house. Honestly, almost any modern service will probably suffice for this. If you can watch Netflix, you can watch a video call. Your provider will list speeds in “megabits per second”, or “mbps”. For download, I recommend at least 25 mbps to allow for normal applications like email and web browsing plus a video call.

The second number is the one that you may have to look at your bill to find or ask your provider to tell you, and that’s your UPLOAD speed. Your upload speed determines how well your own video and audio will be sent to your colleagues. This is where you need to make sure that the number is high enough to allow for good video plus some overhead, and this number is usually significantly lower than your download speed for technical reasons beyond the scope of this article. I usually suggest at least 8-10 mbps upload. Anything over 5 mbps should work, but if you can, give yourself a little cushion.

Now, there is one big caveat. If you have other people at home who are working / taking classes / gaming / watching movies, you need to scale those numbers up quickly. Talk to your provider and they can help you determine the best plan. You should also make sure you have the latest modem and router that they offer, as you don’t want old equipment to limit your speed. That ten year old router you bought at Walmart when you first got internet at home isn’t going to cut it.

Use a good webcam, and place it correctly.

Most corporate laptops are purchased based on price and security, not on the quality of their cameras. There are a few exceptions to this rule; modern Macs tend to have very good webcams built in, as do Microsoft Surface devices and many gaming and other higher-end consumer laptops. The problem is that corporate laptops usually don’t have the same level of technology; remember, companies tend to choose budget over performance.

You certainly shouldn’t be expected to go spend your own money on an external webcam unless you want to, but if your employer will allow you to expense one, consider getting a HD webcam from a company like Logitech and placing it on top of your screen. Regardless of whether you use your laptop’s built in camera or a nicer external one, you need to get it close to eye level. If you use a laptop on your desk and use the camera to join a video call, your colleagues are getting a great view, but it’s of your nose hair. I’d suggest a Wahl trimmer…they work wonders…but so does setting your laptop on a stand or even on a couple of books.

Do NOT set your laptop on a pillow, though. That’s a fire waiting to happen when your laptop can’t cool itself properly.

If you are going to be the primary presenter for part or all of a meeting, try to look directly into the camera as much as possible rather than at your screen. By looking into the camera, you are making virtual eye contact with your audience. It can help to turn off self-view, as it’s human nature to watch ourselves if we leave that little window turned on.

Let there be (proper) light!

You have fast internet, you have a great webcam, you have the camera pointed at your face and not up your nose…so why do you look so dark?

Lighting is the biggest problem I see on video calls. It’s also extremely easy to fix by following a couple of simple rules.

The primary rule is don’t be backlit. That window behind your chair may provide nice light for the room, but it’s making you extremely hard to see. Imagine being in a dark room, and someone opens the door from a well-lit hallway and stands in the doorway. You’re going to see the outline of a person at best, and you certainly won’t see any detail in their face. Your colleagues are in the dark room, and you’re standing in the doorway.

So how do we remedy this? Ideally you’d set your office up to avoid that much light from behind you, but regardless, you need to have most of your light coming from in front of you, and that’s the second rule. The more light you have behind you, the more light you need from the front. I’m not saying you need to go out and buy studio lights, but even a simple lamp moved near your monitor can have a huge impact.

Bonus tip…if you have a lot of daylight in the room, consider using a daylight bulb in your lamp. Soft white can look quite yellow against daylight.

Can you hear me now?

People will forgive occasionally choppy video, but bad audio will drive anyone crazy. I suggest a good headset for most people. Mac users, your AirPods work quite well (and the AirPod Pros work REALLY well), but companies like Plantronics / Poly and Jabra make really solid options if your company will allow you to expense something professional. Professional headsets will outperform even good consumer options like the above mentioned AirPod Pros, they’ll have batteries large enough to last all day, and they’ll be built for comfort.

Here’s something that even many pros don’t know…if you are experiencing echo (i.e. hearing yourself back in your headset) on a call, figure out who the one person is on the call who is NOT hearing their own voice echo. Almost every time, that person is actually the culprit and is probably using their computer mic and speakers (or a really cheap headset). Ask that person to mute and the echo should go away, and then please send them the link to this article.

Some services allow you to call into the audio connection on the phone rather than use your computer’s audio. That should be considered a last resort, as you’ll never experience good synchronization between your video and the phone audio; there’s a good chance you’ll look like a badly dubbed movie.

Finally, and this is critical, never, EVER join a call using both your computer’s audio and the phone at the same time. You’ll get high pitched squealing feedback from having two connections open in the same room. Choose one, and stick with it for that call.

Allow yourself some off-camera time.

For those who are camera-shy, the COVID-19 pandemic has presented a lot of extra stress. The constant meetings and pressure to be on video add up and take a toll. It’s important to allow yourself to turn off that camera from time to time when you just aren’t feeling it. If the current meeting is one that prior to the pandemic you would have just joined from your phone, turn the camera off and give yourself a break from being constantly “on”. It will work wonders for your mental state.

If you run a team or otherwise host meetings, allow your colleagues to turn off from time to time. I’m a video professional with an office that looks like a broadcast studio, and even I turn off the gear and become a disembodied voice at times. It’s not normal to be on camera all day, every day. Allow yourself some time off from that scrutiny.

Even though we are finally seeing positive momentum in the fight against COVID, once the threat of disease is gone many of us will still find ourselves working remotely at least part of the time. Companies have started to notice the positive effects on their balance sheets from not having to maintain so much corporate real estate, and while some employees are eager to return to their cubicles, many are enjoying the extra freedom that comes from working at home. Set yourself up for success, and please follow me for more tips and tricks.