Consider an external webcam with a light and a USB microphone. You want to keep the same professional standard as your office environment.

Have primary lighting to the side or behind you. Instead, keep it in front of you and near eye level, if possible.

Remove clutter or mess from your physical background as well as from your computer desktop

Use a glass window as your background. Walls or bookcases typically work better, and healthy-looking plants are a bonus.

Look into platforms or webcams that “blur” the background behind you to limit visual distractions

Allow unexpected interruptions from co-workers, kids or pets. Consider putting a “do not disturb” sign on your door.

Use a private setting and avoid public Wi-Fi unless using a VPN

Allow sunlight, directly or reflected, to shine into the webcam

Wear neutral tones in blues, greens, and browns

Wear black, white, or bright colors that may reflect light. Also avoid thin stripes or busy patterns.

Wear contact lenses instead of glasses to minimize screen reflections that may limit eye contact

Wear a business-like shirt or top with gym shorts, in case you have to stand up unexpectedly

Look professional and well kempt, as always

Wear jewelry that may reflect light or make noise as you motion

Have water and tissues handy. Warm up your voice, if needed, and take a few deep breaths before you start.

Wait until the last minute to call and log in, as you won’t have time to fix any technical problems before start time

Ensure your devices are fully charged or plugged in to avoid depleting batteries mid-meeting

Assume clients can’t see or hear what you’re doing before or after the session if you’re logged in. Make sure to mute as necessary and disconnect afterwards.

Close any applications or files you don’t intend to display. If you’ll have a browser open, close any unneeded tabs.

Let any background noise on your end go unaddressed. It may not bother you, but may affect clients with hearing issues.

Verify it’s still a good time to meet, especially if they seem distracted or preoccupied by children, pets, etc.

Rush into discussion without verifying they can see and hear you well

Display empathy by asking about them, their family, and their health before talking business

Invite distractions. Ask them to close open apps and turn down any music or the TV.

Let clients know a little audio/visual delay is expected and to inform you of any problems

Miss the opportunity to see them. Encourage them to turn on their webcam so you can see their facial expressions and body language.

Ask if there’s anything they want to be sure to cover in the meeting

Start talking about confidential information before getting permission in case others are present

Be aware of your body language. Posture, eye contact, facial expressions, and hand gestures can all be indicators of your perceived confidence. (See our resource for communicating confidently in a crisis.)

Show too many visuals or switch between images too quickly—your clients’ screen may be much smaller than yours. (Encourage them to use their PC or tablet versus their smartphone.) During stressful times, clients may also have trouble focusing on a lot of content.

If available on your platform, occasionally check the “audience view” window, so you can note any lag time as you change visuals

Move too quickly or excessively, as that can appear blurred on your clients’ screen

Speak clearly and project your voice, but resist the urge to speak too loudly

Drastically change your distance from the mic, if not using a headset. Your volume will vary greatly, as well.

Add a bit more inflection and pitch variety to your voice as you speak. Your voice may sound a bit flat or monotone over the phone or through speakers.

“Up-talk” or end your sentence in a higher pitched voice, which may sound like you’re asking a question. Clients may perceive you as less confident about what you’re saying or think you’re actually asking a question.

Have bullet points of what you want to cover, but don’t “wing it” or read from a script verbatim. Simplify explanations and provide insights─not just information. Stories also work well.

Speak too fast, which can sound garbled or cause you to add filler words such as “um,” or forget to add occasional pauses so clients have an opportunity to speak

Ask questions to encourage interaction and be sure to check for understanding

Stop talking as visuals are updating on the screen, as it may cause awkward silences

If you hear feedback, ask your clients to turn off their computer speakers if they’re using their phone

Push to continue the online meeting if you’re having major technical troubles or the client becomes frustrated. Resume the conversation solely by phone or reschedule.

If your clients are still having computer troubles, check whether they have any tech-savvy children at home

Be afraid to suggest rescheduling if there’s excessive noise or too many distractions on the clients’ end, and you feel the time’s becoming unproductive

Ask if there are any last questions and recap your main points. It’s said people remember what they hear first, what they hear last, and what they hear often.

Forget to seek agreement on any follow-up steps, next appointment times, or open action items

Ask if there is anyone else the clients care about who may have concerns right now

Miss an opportunity to thank your clients for their trust in you

Make sure to disconnect from both the online meeting and the phone call

Book meetings so close together that you don’t have a minute to reset and get centered before you begin the next session

Jot down any notes, reminders, or action items

Take your voice for granted. Remember to hydrate and use cough drops to soothe your throat, if necessary.