Mastering Online & Virtual Meetings
By: David Koff
Tags: How To, Technology, Education, Community, Tech

Mastering Online & Virtual Meetings

What Gear to Buy, How to Set It Up, & How To Look Your Best

It feels like this a lot, doesn’t it?

This piece will provide you with some of the best tools and practices to help anchor your virtual meetings whether you’re a teacher, a manager, a technologist, or just a good worker bee. The goal is to set you up for success and to make you feel like you’ve mastered all of the basics and intermediate skills when it comes to being in front of a computer with a camera. So… let’s dig in!

The technology you own and use matters. So does the way you set it up. So let’s talk about what products you should consider owning AND how best to use it. Without further delay… let’s dive into the hardware.

THE HARDWARE TO USE

I’ll only focus on gear that’s affordable, portable, easy to set up, and fits on your desktop. If you were to buy all of the products I recommend here, you’d invest a total of about $200. That’s it. If you’re on a tight budget, I encourage you to view this gear as a reasonable investment to further your career and help you stand out from the crowd when it comes to virtual teaching, coaching, or facilitation. If cost is an issue, you can often find these products used or refurbished and in great condition. Also, consider using any professional development funds offered by your school to make the purchase.

Your Camera

First Choice Camera: Logitech HD Pro Webcam C920 — about $100

While the webcam on your Mac or PC might suffice for basic chats with friends and family, you’ll want a camera that works in full high-definition video (also known as 1080p) if you’re teaching, facilitating, managing, or counseling online. Go with what tens of thousands of people have reviewd as one of the best webcams on the planet: the C920 series from Logitech. It’s one of the most affordable options to make your image look crisp and professional. It sells currently for between $75-$125. It clips to the top of your laptop or desktop monitor. Most importantly, it’s one of the most beloved and well-reviewed webcams on the market. I use this model personally and LOVE IT.

2nd Choice Camera: the Amcrest 1080p webcam — about $40.

For less than HALF the cost of the Logitech, you can still get a great high-definition camera that’s amazing. I got my hands on one of these last week and am very impressed. Even the microphone it has on board is pretty decent.

Your Camera Setup

Whatever camera you decide to use, you’ll need to ensure that you’ve set it up correctly. Your camera should always be at eye level and not above or below you. That prevents others from virtually looking down at you (awkward) or virtually looking up at you (also, awkward).

That might mean that you need to put your laptop or desktop monitor on a stack of books so that it’s right at your eye-level. If that’s what it takes: do it. That immediate face-level interaction will help put others on your video calls at ease on a subconscious level.

Your Lighting

1st Choice Lighting: Mactrem 6 inch Selfie Ring Light — about $18

Making sure that you are well-lit is essential, even with the most expensive camera system. This low-cost but super effective lighting setup comes with an adjustable tripod, which most lighting rigs do NOT include. That means, you can place it on the desk next to you, adjust it to the right height, and then illuminate your face from the correct angle. Even better, the lights come pre-programmed with three lighting modes: white, warm yellow, and warm white. Pick a mode, then pick a brightness setting, and away you go! There are other fun gadgets that come with this setup, but you may or may not need a cellphone holder or remote control.

Your Lighting Setup

Light from in front, never from behind. That means you should always avoid having a window or bright light directly behind you. Instead, ensure that the brightest light sources in the room are in front of you. This might mean you need to reorient your office. Do it! Why not have a makeover?! Balance your light. The lighting rig I’ve recommended allows you to dial up the brightness AND the color to your choosing. That means humans of any skin tone can reliably ensure that they look good on camera. Watch your light position. Just like with your camera, your lights should be at the same level as your face, not above and most definitely not below! That way, you’ll avoid having large shadows behind you.

Your Sound

Your “In-Ear” Purchase: Anker Liberty Air 2 Earbuds — about $100

Many of us use wired headphones on our computers and smartphones. Having one or more wires hanging off our heads might be fine if we’re listening to music or on a traditional phone call, but if we’re on video, it looks awkward and unprofessional.

More importantly, being tethered to our computers with a wire prevents us from moving too far away from our computers. In my virtual classes, I almost always have my students get up out of their seats to do physical work with me, so being connected with a wire makes that impossible.

While I use a pair of expensive Apple AirPods Pro to connect me to my computer, you can skip the luxury tax and grab a pair of well-reviewed and affordable wireless earbuds like Anker’s. At $100 new (or $80 used), these earbuds are easy to pair with your computer or smartphone, sound great and do NOT cost $240 like Apple’s AirPods Pro.

Your “Over-Ear” Purchase: Plantronics BackBeat FIT 500 — about $99

Some of you absolutely cannot or will not use earbuds or in-ear stereo headphones for any of the usual reasons: they’re uncomfortable, don’t fit, etc. For those of you who seek an affordable over-the-ear set of wireless headphones, this pair by Plaintronics is very well-reviewed by The Wirecutter as well as having hundreds of positive ratings on Amazon. They’re sweat proof and should feel super comfy. Buy them new or refurbished (at $54) to save some extra funds!

Your Sound Setup: Pairing.

“Pairing” is the process of connecting your Bluetooth devices to your smartphone or computer. Both Plantronics BackBeat and the Anker Liberty Air 2 can be paired to two devices, which is awesome. That means you can use them to take calls on your smartphone AND use them for virtual meetings on your computer.

However, just remember: always pair your new sound device to your computer FIRST.