What Should You Do First Before Joining a Video or Audio Conference?

Introduction

Video and audio conferences are now a key part of professional, educational, and personal communication. Whether it’s a team meeting, client call, webinar, or online class, being prepared before joining a conference can make the difference between a productive session and a frustrating experience.

This article explains what you should do first before joining a video or audio conference and shares practical tips to help you stay organized, professional, and confident.

Why Preparation Matters

Being prepared before a virtual meeting ensures you:

Avoid technical issues
Stay focused and professional
Communicate clearly
Participate actively and confidently
Respect other participants’ time

Preparation is the foundation of effective online communication.

Steps to Take Before Joining a Conference

1. Check Your Internet Connection

A stable, high-speed internet connection is essential for smooth video and audio.

Test your connection before the meeting
Use a wired connection if possible for better stability
Close unnecessary applications that may slow your network

2. Test Your Equipment

Ensure your devices are ready for use:

Camera: Check that it works and is positioned at eye level
Microphone: Test for clear audio; use a headset if needed
Speakers/Headphones: Make sure volume is adequate and no echo occurs

3. Choose a Quiet, Well-Lit Space

Your environment affects professionalism and focus:

Avoid noisy areas
Ensure proper lighting (natural light or a lamp facing you)
Keep a neutral, uncluttered background if using video

4. Update and Test the Conferencing App

Make sure the platform you’re using is up to date:

Install the latest version of Zoom, Teams, Meet, or your chosen app
Log in ahead of time to check for software updates
Familiarize yourself with key features like screen sharing, chat, and mute

5. Review the Agenda or Meeting Purpose

Being informed helps you contribute meaningfully:

Read the meeting agenda or notes
Prepare questions or talking points
Know what is expected from you

6. Dress Professionally (If on Video)

Appearance matters even in virtual meetings:

Dress appropriately for the audience and meeting type
Avoid distracting patterns or colors
Keep a tidy, professional look

7. Gather Necessary Documents or Materials

Prepare any files or resources you might need:

Presentation slides
Reports or spreadsheets
Notes or talking points

This ensures you can participate without interruptions.

8. Minimize Distractions

Focus on the meeting by:

Turning off phone notifications
Closing unrelated apps or browser tabs
Informing others around you about your meeting time

9. Be Ready to Join Early

Arriving 2–5 minutes early shows professionalism and allows time to troubleshoot any last-minute issues.

Tips for Smooth Participation

Keep your microphone muted when not speaking
Speak clearly and maintain eye contact with the camera
Use chat or reactions appropriately
Stay engaged and attentive

Conclusion

Preparation is the key to successful video and audio conferences. By checking your internet, testing your equipment, choosing a proper environment, reviewing the agenda, and gathering materials, you ensure a professional and productive meeting experience.

Taking these steps first not only boosts your confidence but also shows respect for other participants’ time and enhances collaboration.

FAQ

Q1. How early should I join a virtual meeting?
Ideally, 2–5 minutes before the scheduled start time.

Q2. What if my internet connection is slow?
Use audio-only mode or move closer to your router; a wired connection is best.

Q3. Should I always have my video on?
If it’s a professional or interactive meeting, video helps with engagement. For casual calls, audio-only may be acceptable.

Q4. How do I reduce distractions at home?
Choose a quiet space, close unrelated apps, and mute notifications.

Q5. What is the first thing I should check before a video call?
Always check your internet, microphone, and camera functionality.