Video Call

Why Your Video Call Setup Matters More Than You Think

We’ve all seen the viral clips, cats walking across keyboards, unfortunate backgrounds, audio so bad it sounds like someone calling from inside a submarine. It’s funny when it happens to someone else. It’s considerably less funny when you’re trying to close a deal with a potential client.

The shift to home working means that clients are no longer walking into your carefully designed office. They’re meeting you wherever your laptop happens to be and everything in that frame is shaping how they perceive you and your business.

Getting this right isn’t about vanity. It’s about professional credibility.

10 Ways to Look and Sound More Professional on Video Calls

1. Don’t sit too close to the camera This is one of the most common mistakes and one of the most unsettling to watch. Sitting too close to the camera is a technique deliberately used in horror films to create discomfort. It distorts your features and puts viewers on edge. Pull back, give yourself breathing room, and frame yourself from roughly the chest up.

2. Never have a bright light or window behind you Backlighting is the enemy of a good video call. When the light source is behind you, your face falls into shadow and the viewer’s eye is pulled toward the brightness rather than you. Always position yourself so that the light falls on your face, not behind your head.

3. Light your face with a natural, directional source The best lighting for video calls comes from a window in front of you, or a lamp placed slightly to one side. This creates natural depth and dimension. A light positioned directly in front tends to flatten your features, so think about where shadows fall and use them to your advantage.

4. Get your camera to eye level A camera that’s too low forces the viewer to look up at you, which sounds powerful, but actually reads as awkward and unflattering. Worse, it gives everyone an uninvited view of your ceiling. Stack some books under your laptop, or invest in a simple stand. Eye level is the sweet spot.

5. Look at the camera, not at yourself It’s tempting to watch your own image on screen, but to everyone else on the call, it looks like you’re staring off to the side. Direct eye contact with the camera creates the impression of genuine engagement. It’s one of the simplest changes you can make and one of the most impactful.

6. Sort your audio Bad audio is worse than bad video, people will tolerate a slightly pixelated picture, but they will quickly lose patience with poor sound. Use a headset or external microphone where possible. If you’re using a newer laptop with good built-in audio, test it beforehand. If you’re not sure, plug in headphones.

7. Think carefully about what you wear Fine stripes, busy patterns and small checks can strobe and flicker on screen, pulling focus away from your face. Solid, medium-toned colours tend to work best on camera and project calm authority. Research suggests snap judgments about professional competence are made within milliseconds and what you’re wearing plays a significant role.

8. Check your background Everything visible in your background is communicating something to the viewer. Clutter, mess, and random objects all create a sublevel impression of disorganisation. Studies have found that backgrounds featuring plants or bookshelves rate highest for perceived competence and trustworthiness, while messy or novelty backgrounds score lowest.

9. Be careful with virtual backgrounds Virtual backgrounds can look polished but when the technology struggles, edges glitch, hair disappears, and the result looks worse than whatever was actually behind you. If you use one, test it thoroughly before the call and make sure your lighting is strong enough to support it.

10. Minimise movement and distractions behind you Even a tidy background can undermine a call if there’s movement in it. People passing by, a TV on in the background, or a pet wandering through the shot will pull the viewer’s attention away from what you’re saying. Find a quiet, still spot, or position yourself so there’s nothing but a wall behind you.

The Bottom Line

Your video call setup is an extension of your professional brand. The good news is that small adjustments make a significant difference and most of them cost nothing at all.

Whether you’re a business owner speaking directly with clients, or a manager with a remote team representing your company on calls, it’s worth taking ten minutes to get this right.

Want help coaching your team on professional video presence? Get in touch, we’d love to help your business make the right impression, every time.

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