Video meetings are a daily part of modern work. Whether you're joining from your desk or dialing in from a laptop at home, here are some practical tips to help meetings run smoothly — for you and everyone else.
Before the Meeting
Join on Time (or Early)
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Aim to join a few minutes before the start time.
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If you’ll be late, drop a message in the meeting chat.
Test Your Setup
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Use Teams’ device settings to check your mic, camera, and speaker.
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Join a Test Call (Settings > Devices > Make a test call) to confirm everything works.
Close Other Tabs/Apps
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This helps with focus and reduces bandwidth issues.
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Silence notifications — especially email or chat pings.
During the Meeting
Mute When Not Speaking
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Stay muted when you’re not actively talking to avoid background noise.
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Use the spacebar shortcut (Windows) to temporarily unmute.
Turn on Your Camera (if appropriate)
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It’s encouraged for internal team meetings — it helps engagement.
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Not required for large or external meetings unless requested.
Speak Clearly and Avoid Talking Over Others
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Pause briefly before speaking to avoid cutting someone off.
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Use the Raise Hand feature if it’s a big group.
Use the Chat
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Share links, files, and side comments in chat instead of interrupting the speaker.
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Don’t forget the chat exists — it’s often used for important notes or follow-up actions.
Useful Meeting Controls
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Show reactions 👍 ❤️ 😂 👏 to acknowledge or respond without interrupting.
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Blur background if you’re in a messy or distracting space.
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Record meeting (if appropriate) via
...> Start recording (check your org’s policy first).
Joining from Mobile
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Teams has a fully functional mobile app.
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Be sure you're in a quiet place with a strong Wi-Fi or LTE connection.
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Use earbuds or headphones with a mic to avoid echo or background noise.
What to Avoid
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Don’t multitask during meetings — it’s obvious and often disrespectful.
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Don’t eat visibly or loudly unless it’s a lunch meeting (and even then, use your judgment).
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Don’t leave your camera pointed at a blank wall or ceiling if you do use video.
Bonus Tips
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If the meeting has a lot of talking, consider turning on Live Captions (click
...> Turn on live captions). -
Use the Meeting Notes feature for recurring meetings or shared agendas.
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Use Meeting Chat to follow up or ask questions without interrupting.
Need Help?
We’re happy to troubleshoot camera/mic issues or walk you through Teams settings. Submit a request at support.parkerbass.com