Are you going to organize a digital gathering? Then it’s great to have quick tips with good things to think about. We have now gathered tips that we have personally experienced have enhanced our video meetings as well as taken inspiration from others who host video meetings.

Preparations for the meeting

  • Make a ready-made schedule that you send out along with the meeting invitation. In addition to the content you are going to present, the schedule should also include breaks so participants can get up and move.
  • If you are going to sit at home and hold the video meeting, then make sure you sit in a place that will be nice in the picture. Maybe in front of a curtain behind a neutral wall. It can also be nice to see a green plant in the background, either real or artificial.
  • It is good to have the camera at eye level so that you can easily look into it and that you neither look up at the participants (frog’s perspective) nor look down at them (bird’s eye view). For the best quality, it is better to have an external camera than the computer’s own. If you only have your computer’s, be sure to raise your computer with, for example, a box or an ironing board.
  • Try to have soft lighting on your face. You can use an external light source that you shine from the front and that is higher up than your face. You can also use window lights straight from the front or a little from the side. Above all, it is important that your eyes are lit up.
  • If you’re going to give a presentation, it’s better and eludes confidence if you stand up. Be sure to think about your posture, pull your shoulders back and take a deep breath. Remember that smiling occasionally during the presentation creates a more relaxed atmosphere. Remember to look into the camera so the participants feel that you are talking directly to them.

Go through the technology

  • After completing the above steps, it is time to review the technology. Ask a friend or colleague to try being a participant so you know that both image and sound work. If you don’t have audio, it may have to do with the fact that it’s not connected to the meeting program. Then you need to go into your computer’s settings under privacy and enable it for the meeting program.

Here’s how, as for both PC and Mac:

  1. Open Settings
  2. Go to Privacy and click microphone.
  3. Make sure the microphone access setting for this device is on, if not, turn it on and if it’s on, turn it off and on again.
  4. Then close all applications/windows/apps and restart your device.
  • När du ändå har en kompis/kollega som deltagare innan testa alla funktioner som att chatta, sätta deltagare i grupprum, muta samt dela skärm.

To share screen in teams:

  1. Before the meeting, make sure that you have what you want to share on the screen.
  2. Press the small arrow pointing up to the top right of the teams window and at the bottom of the zoom.
  3. Then click on window or screen. Screen shows everything on the screen. Windows only show a special window.
  • The final step is to choose whether the participants should be seen or not. Here it depends on how many people will participate and if you intend to use the group rooms. It’s nice to be able to see everything. It creates the feeling of a more physical encounter. If you have also included several short breaks and movement in the schedule, they will more easily keep their focus and do nothing else, for instance, fiddling with their mobile, going to the toilet, or cuddling the dog.

Good luck!