Let There Be Light: Background, Lighting and Sound Control for Virtual Meetings
Whether you’re dialling in from home, a coffee shop, or a hotel room, you want to look professional during your remote meetings, especially if they are important ones. Let’s take a look at the lighting, background, and sound management techniques you need to make sure you give off the right impression, especially if you are meeting someone for the first time.
Setting the Stage: Lighting
If you are likely to be making many video calls (particularly to clients), you will need some good lighting behind your screen to light up your face. This can make all the difference in how you appear on camera, so finding the right setup is crucial. Natural light is your best friend, so try to position yourself facing a window if possible. Avoid sitting with your back to a window, as this can create harsh backlighting and make you appear shadowy.
If natural light isn’t an option in the location where you are working (and it isn’t anyway if you have evening meetings), consider investing in a ring light. These handy gadgets provide even, flattering light that can instantly elevate your appearance on camera. Plus, they’re easy to set up and adjust to your liking—you can usually clip them on to the top your screen or place them on a tripod. Experiment with different angles and distances to find the perfect lighting setup that works for you. A big advantage of these lamps is that they are portable, so you will still have the light with you if you switch locations. Carrying around a desk lamp is more awkward! You can also get webcams, like the one I’ve bought, that come with a built-in ring light.
As an aside, having some extra light on, even if you’re not on a video call, is always good for your mood! Turning on the lamp in the morning is a good ‘switch’ for telling yourself that you’re about to start work; likewise, switching it off in the evening is a good indication for telling yourself (and your family) that you have stopped working.
Getting the Right Focus: Your Background
As for your background, aim for a clean, clutter-free space that isn’t too distracting. A simple backdrop or a neatly arranged bookshelf can work wonders. Just be mindful of what’s visible behind you—you don’t want anything too personal or unprofessional stealing the spotlight.
Of course, most video conferencing software now include a way to automatically replace your background with a photo of some sort. However, you still need to bear in mind where you are sitting. For example, if you are in an open-plan living room with a kitchen, and you sit with your back to the kitchen, then any family member who needs to come in will appear on your webcam (yes, they will usually ‘break’ through the virtual background)! It’s most advisable to sit with your back to a wall (and facing a window—see the last section…) to have complete control over what you are showing.
Camera Placement and Presentation: Striking the Right Balance
When it comes to camera placement, aim to position your webcam at eye level for the most flattering angle. Your head, shoulders, and most of your torso should ideally be visible on camera, so adjust your seating position accordingly. If your laptop's built-in webcam isn't cutting it, consider using a separate webcam and tripod positioned behind your laptop to get the perfect shot.
As for how much space you should take up in the frame, aim to fill about two-thirds of the screen without being too close or too far away from the camera. This allows you to maintain a professional appearance while still feeling comfortable and relaxed. Experiment with different angles and distances to find what works best for you.
Mic Check, One, Two
When it comes to audio quality, using a headset with a built-in microphone often provides superior sound compared to relying on your laptop’s built-in microphone. Headsets help reduce background noise and echo, resulting in clearer communication during virtual meetings. However, if a headset isn’t available, the built-in microphone on most good laptops can still get the job done—just be mindful of your surroundings and try to minimise background noise as much as possible.
If you do get a headset, remember that people will see you wearing them on camera, so make sure they are an ‘office-friendly’ pair!
Dealing with Background Noise: Finding Peace in a Busy World
Background noise can be a major distraction during virtual meetings, especially if you’re working from a noisy coffee shop, a hotel lobby, or even a home with noisy children or dogs! To minimise distractions, consider investing in a quality headset with noise-cancelling capabilities and a unidirectional microphone. Not only will this help block out unwanted sounds, but it’ll also improve the clarity of your voice for better communication.
Most video conferencing software do now include AI-driven noise cancellation, which cuts out dog barks, baby cries and other non-speech sound—in my experience these are a bit hit and miss, at least at present. Sometimes I’ve had my dog bark loudly while I’ve been on Teams and no one heard him (or pretended not to!) while other times someone asked the ‘whose dog is that?’ question.
Dress to Impress
Even though you’re dialling in from the comfort of your own home, dressing professionally can help set the right tone for virtual meetings. Opt for solid colors and avoid busy patterns that might be distracting on camera. And hey, don’t forget to do a quick wardrobe check before hopping on that all-important call to make sure you’re looking your best!