How to Make the Best Digital 1st Impression with Zoom

Contributors Martin Brossman, Charles Register, Geeks On Tour, Jeanne Munoz & Richard Futrell 

Now that we are all spending most of our time at home, a lot of our new customers are finding us online via Zoom.us Meetings and other online conferences, so it’s important that we maximize our digital first impression. Feeling stressed or overwhelmed during this pandemic is understandable, but unless you’re Zooming for strictly social reasons, there is no excuse for looking like you just woke up, especially when you might be introduced to business prospects or if you’re being recorded. 

Making your best first impression on Zoom.us conferences involves a little effort, but it is well worth it, and it doesn’t have to cost much. I am blessed to have a studio in my home that I set up years ago when I put an extension for my parents to live in. I have Google Fiber with 1 gig up and down -- not everyone has this option, so I’ve collected some valuable tips from partners of mine who use different setups -- to give small business owners of any means low-cost ways to make their best first impressions on Zoom.us or other online meeting platforms, such as, Google Meets, Microsoft Teams, Bluejeans by Verizon, Chime by Amazon, join.me, ezTalksMeetings.com or GoToMeeting.com.  

How do I maneuver around Zoom.us as a participant?

A few tips: 

• Before you start participating, make yourself familiar with the menus and functions so you’re not fumbling into a meeting
• At the beginning of a Zoom call, check your settings (toolbar is at the bottom of your screen) 
• Before you start a call, check the menu options next to the microphone icon to be sure you’re going to be heard; sometimes you need to tell the computer you’re using an external microphone; if you’re not sure, check “test speaker & microphone” from the up arrow next to the microphone icon (that says “Mute” underneath)
• Typically the host will mute participants at the start of a meeting, in which case your name may have a red line through it; click the microphone menu to unmute yourself 
• If you don’t want to be seen by other participants, you can join the meeting without your camera on, in which case they will just see your name and a blank screen; if you don’t want your camera on, you can upload a photo to your Zoom account when you’re not already on a call
• Sometimes you’ll want to mute yourself or stop video during a meeting due to construction outside, a barking dog, etc., and in general, it’s good etiquette to mute yourself unless you are talking to avoid distracting other participants
• Use the chatbox to communicate with the host or other participants without interrupting (the host can communicate back with you individually or as a group, as well)
• If you’re having trouble hearing the meeting even with the volume all the way up, you might consider plugging in a pair of speakers the old-fashioned way, into the jack for headphones on your computer or device 

https://youtu.be/n38OVfqZ3h0 Tips by: Jeanne Munoz and Martin Brossman

How can I look and sound better on my Zoom.us meetings? 

A few tips: 

• Your camera: a $30 Logitech webcam is probably better than the camera that comes on your laptop if the laptop is older. The audio may also be better with this webcam than your computer mic can produce. Try it both ways to see which is best overall. Whatever camera you use, CLEAN it regularly to prevent that foggy/ghosty effect 
•  Your camera angles: whenever possible, place the camera lens so it is slightly higher than your eyes (too low and we are looking up your nostrils). Position the camera so it is about one arm's length from your face. You may need to bring it closer based on what’s in your background. Place your face in or near the middle of the camera’s view, leaving a little headroom above. Be sure to look at the webcam when speaking (instead of on your screen in the person’s eyes, which is human nature)     
• Your lighting: DO NOT have a bright light behind you because it will make you too dark. DO have window light or lamps in front of or just to the side of your face. DO NOT allow the monitor to be your only light source, or you will appear blue, the color blue. DO NOT let direct sunlight hit your face or background  
• Your background: choose a clean, neutral-colored background if possible. If that isn’t possible, reduce clutter on bookshelves, cabinets, and desks. Move any objects that appear to be growing out of your head from the camera’s view. Avoid showing the ceiling                                          
• Fine-tuning: use the Zoom preview or a program like Photobooth to see what your webcam sees and how you & your surroundings look to the rest of the Zoom world. Try different locations and lighting setups so you know your options. Lighting may be different at different times of day and year

https://youtu.be/UuPdY80LIHM Tips by: Charles Register

What causes problems with webinars and Zoom.us video conferencing or other online meetings, and what are solutions?

Common problems include low bandwidth and connections dropping out; a few tips:

• Connecting through ethernet to your main hub is optimal -- the cables are relatively cheap, doing so reduces connection issues & increases your speed A LOT, which is important especially when you are hosting events
• The “Cat-6” is the current best type of cable, since “CAT-7” is new to the industry 
• A decent & reliable 5G wireless connection works fast, too, but you may need to position yourself close to the hub to get the most out of it
• Make sure you don’t have other people in the house sucking down the bandwidth by watching Netflix, playing video games or running a video meeting at the same time
• Watch for background updates running while you are using Zoom, such as Microsoft, or Dropbox that sync files with Cloud applications dynamically 
• Check for malware, virus or adware on your computer because that can bring down the bandwidth. This can be done automatically with a good malware, anti-virus or adware protection program. Make sure you don’t have more than one antivirus / malware / adware protection program running at the same time because that will slow down your computer and reduce the programs’ effectiveness
• If you hear the audio drop out you may need to turn off your camera or other cameras till the audio improves
• Get the best quality mic you can for your environment  

https://youtu.be/373xYoB4h28 Tips by: Richard Futrell and Martin Brossman

Is Zoom.us safe to use? and How do I make Zoom.us safer?

As long-term users of Zoom.us, we know that it has always been safe, but not everyone is yet aware of all of Zoom’s safety features, some of which have been added recently. A few tips:

• Take the time to learn the menus and options & set them up to your liking before you begin participating
• You can adjust features for various types of meetings as you go
• Using a meeting ID and/or a password instead of a regular 9-digit number prevents unwanted guests from joining in
• There are tools built into Zoom that allow for wanted guests to enter a meeting (such as for a Toastmasters’ meeting), but you must use either a password or a waiting room for each meeting
• Reserve the meeting room you have with your personal Zoom account for participants you know, like & trust (treat it like your living room) by giving it a special password
• When you host a meeting, assign it its own passcode to maintain your boundaries
• For those who still worry about safety, keep in mind the fact that risk is extremely low unless you’re willing to spend a disproportionate amount of money, and even that is no guarantee

https://youtu.be/1P_wGxxwJiA Tips by: Geeks On Tour and Martin Brossman

What are the best Microphones and Web cameras for Zoom.us video conferencing & other video conferencing platforms?

A few tips:

• Current top-of-the-line camera with microphone is Logitech’s C920 HD Pro $79.99
• Most laptops have a built-in camera that’s effective, but you must clean the lens regularly, especially if you have a touch screen
• Be wary of using a highly sensitive microphone unless you have a home studio that is very quiet. “I have special acoustical tiles on my walls, special insulation between my inner walls, special carpet and sound deadening drapes on the windows in my home studio,” Martin Brossman 
• Current best microphone for those who don’t have a home studio is the Audio Technica AT2005USB Cardioid Dynamic USB/XLR for $69.00 -- it is designed to reject noise around you; position it like it’s a flashlight on your tonsils to get the most out of it
• Another great option is the Samson Q2U Dynamic USB/XLR Microphone Pack with tripod included for $59.95. A boom microphone stand that clips on the table can be useful with these microphones 

https://youtu.be/fg_bb-i4Rb8 Tips by: Martin Brossman

If you’re interested in more information, I created a peer-to-peer (unofficial) Zoom User group on Facebook and would love for you to join us: https://www.facebook.com/groups/UnofficialZoomHelp/

For a little humor - Don't be this guy in a business networking Zoom group:

If you need more one-on-one or group training on this topic or any others you can schedule us by contacting [email protected] 

Thanks to the contributors of this article:

• Myself - Martin Brossman - https://www.martinbrossmanandassociates.com/ 
• Jeanne Munoz - https://www.dhirubhai.net/in/jeannemmunoz/
• Charles Register - https://charlesregister.com/
• Richard Futrell - https://www.dhirubhai.net/in/richardfutrell/ 
• Geeks on Tour - https://geeksontour.com/ 

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